Organizational Development Program Solicitation.pdf

SOLICITATION NUMBER: 72038325R00003

ISSUANCE DATE: January 06, 2025 QUESTIONS SUBMISSION DUE DATE: January 14, 2025 at 17:00 (Colombo time)

PROPOSALS SUBMISSION DUE DATE: January 21, 2025 at 17:00 (Colombo time)

Request for Proposals

SUBJECT: Request for Proposals (RFP) for Strengthening Organizational Development for

USAID Sri Lanka and Maldives

Dear Prospective Proposers:

The United States Government, represented by the U.S. Agency for International Development

(USAID)/Sri Lanka and Maldives, is seeking proposals from U.S. or non-U.S, non-profit or for-profit organizations or individuals, to provide a Organizational Development Program to USAID/Sri

Lanka and Maldives Staff.

In accordance with FAR Part 12, under the acquisition of Commercial Products and Commercial

Services, USAID intends to award one Firm-Fixed Price (FFP) purchase order for the services described in Attachment 1 according to the terms and conditions in Attachment 2. Proposals must be in accordance with Attachment 1, section 10 of this solicitation. Incomplete proposals will not be considered. Proposers should retain copies of all proposal materials for their records.

USAID will evaluate all proposals based on the stated evaluation criteria.

This RFP in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offers. Further, the U.S. Government reserves the right to reject any or all proposals received if such action is considered to be in the best interest of the Government. The award is subject to availability of funds.

Any questions must be directed in writing to the Point of Contact specified in Attachment 1.

Sincerely

Ann Bacon

Contracting Officer

Attachment 1

STATEMENT OF WORK

Strengthening Organizational Development for USAID Sri Lanka and Maldives

1. BACKGROUND

USAID/Sri Lanka and Maldives partners with both countries to promote economic growth, strengthen governance and civil society, and enhance environmental and climate change resilience. In Sri Lanka, following the 2022 economic and political crises, the USAID Mission received an additional $60 million for humanitarian assistance and development programming.

For Maldives, the program has grown substantially over the past seven years. Both countries have also undergone a change in the presidential administration over the past two years. In response, USAID/Sri Lanka and Maldives need to evaluate its current successes and develop a forward-thinking approach in light of the new operating environment and new priorities.

The Mission currently has an approved staffing level of 59 employees comprising diverse hiring mechanisms to include U.S. Direct-Hire (USDH) Americans (12), U.S. Personal Service Contractors (5), American Eligible Family Members (2) and locally-engaged staff (40). Each employee contributes technical, programmatic, and operational support expertise to achieve the Mission’s strategy and vision. There are ten offices in the Mission:

1. Office of the Mission Director

2. Program Office

3. Economic Growth Office

4. Governance and Vulnerable Populations Office

5. Maldives Country Office

6. Office of Acquisition and Assistance,

7. Executive Office

8. Office of Financial Management

9. Office of Transition Initiatives

10. Office of Humanitarian Assistance

2. CORE THEMES:

The goal of this organizational development program is to cultivate a high-performing, resilient, and engaged workforce within USAID/Sri Lanka and Maldives. By focusing on strengthening leadership, communication, and conflict management skills, while simultaneously promoting work-life balance, stress management, and time management techniques, this program aims to enhance both individual and team effectiveness. Ultimately, this initiative seeks to create a positive and inclusive work environment where all employees feel empowered, valued, and equipped to contribute to the Mission's success in a dynamic and evolving operational landscape.

1. Strategic Planning and Development Impact Review:

● Review of Current Strategy: A discussion of existing strategic priorities, including any areas of focus or recent shifts to set the stage for analyzing the relevance and resilience of the strategy in light of recent changes.

● Impact Data Review and Analysis: A facilitated discussion about performance data, results, and lessons learned.

● Forward Planning: Development of key themes and initiatives that should guide the organization over the next year, considering both internal goals and external challenges.

0. Employee Leadership and Personal Accountability:

● Enhance staff leadership skills to improve decision-making efficiency and the effectiveness of program implementation.

● Promote a culture that encourages and celebrates individual agency, responsibility, and accountability.

● Capitalize on team and individual strengths identified through assessment tools.

● Promoting a culture of appreciation and recognition so that individuals and teams feel seen, heard, celebrated and acknowledged.

● Develop skills in prioritizing tasks and projects based on strategic importance and urgency, leading to more effective decision-making and resource allocation.

0. Communication and Conflict Management Skills:

● Develop effective communication strategies that increase team efficiency and effectiveness in achieving Mission objectives.

● Increase understanding of how and when communication styles are effective or when one needs to adapt.

● Address team and individual barriers to effective communication in all settings.

Identify channels (formal and informal), best practices, ground rules,that overcome those barriers.

● Train employees on proactive strategies and practical tools for identifying, addressing, and resolving conflicts constructively.

● Equip staff with the skills to manage and resolve conflicts in a way that values diverse perspectives, fosters inclusivity, and strengthens working relationships.

● Enhance employees’ ability to apply conflict resolution techniques, including active listening, negotiation, mediation, and collaborative problem-solving.

0. Employee Well-being and Resilience

● Provide strategies and tools for setting boundaries, managing competing demands, and prioritizing personal time to improve overall well-being.

● Provide resources on burnout prevention, stress management, and work-life balance, fostering a supportive environment that prioritizes employee well-being.

● Cultivate a growth mindset, foster a supportive community, and provide opportunities for professional development to enhance staff resilience and adaptability.

● Equip staff with practical time management techniques to improve efficiency, reduce stress, and enhance productivity in their daily work.

3. ACTIVITIES & DELIVERABLES:

1. Mission Retreat (Kick-Off Event) o Description: Work with Mission leaders and office representatives to create an agenda that meets the stated objectives. Compile appropriate tools, resources, methodologies for all sessions. These tools should be discussed and finalized with designated Mission and Office leaders for maximum buy-in and tailoring to emerging needs. Retreat is in-person.

o Participants: All FSNs, FSOs, and Mission leadership.

o Duration: 2 days in March 2025.

o Focus Areas: Team-building exercises (including outdoor activities), leadership development, strategic planning and review, inclusive communication practices, conflict resolution workshops, and training sessions focusing on increasing operational efficiency.

2. Team Group Coaching Sessions o Description: Provide targeted team group coaching sessions to optimize team performance and improve collaboration to achieve greater efficiency in achieving Mission objectives. These sessions will focus on practical strategies and tools to enhance team dynamics, build trust, and strengthen communication.

o Frequency: Nine monthly sessions, except when a Mission retreat or office retreat is held. May be virtually-led.

o Applicable Offices: Monthly coaching sessions will only apply for eight of the ten offices.

o Focus Areas: Effective collaboration, communication, conflict resolution, and operational efficiency.

3. Bi-Annual Mini Office Off-site Sessions o Description: Conduct in-person mini office-specific sessions twice a year to assess progress, address challenges, and reinforce key skills developed in the annual retreat and through monthly coaching sessions. Agenda will be develop in coordination with respective offices and with input from the Front Office and/or Executive Office.

o Participants: All staff within specific offices or units.

o Duration: 1 day per retreat o Timing: Office-specific sessions would occur o/a the 6-month and 12-month marks.

o Applicable Offices: The mini office-specific sessions will only apply for eight of the ten offices.

o Focus Areas: Review of progress, team-building activities, feedback sessions, and skill reinforcement.

4. Baseline Surveys and Regular Assessments o Description: Conduct a baseline survey at the beginning of the project to assess the current organizational climate, communication patterns, -operational efficiency, and areas for improvement. Conduct a progress survey at the six-month point and at the end of the performance period.

o Frequency: Baseline, mid-point, and final survey.

o Focus Areas: Measure progress in team communication, operational efficiency, interpersonal skills, conflict management, team trust, and employee empowerment.

5. Interim Reports to Mission Front Office o Description: Provide regular interim briefing and/or reports to the Mission Front

Office to communicate progress, key findings, and recommendations. Provide a final report based on the final survey results.

o Frequency: Quarterly.

Content: Summary of activities conducted, progress against objectives, key observations, performance level developments, challenges, and proposed adjustments.

4. PERIOD OF PERFORMANCE

The period of performance of this Purchase Order is estimated between o/a February 15, 2025 through April 14, 2026.

8. PLACE OF PERFORMANCE

Place of Performance: Colombo, Sri Lanka

9. CONTRACT TYPE AND PRICE

This contract will be a Firm-Fixed Price Purchase Order. For the consideration set forth in the contract, the Contractor shall comply with all contract requirements.

In accordance with U.S. Federal rules, all firms or individuals doing business with the U.S.

Government must have a Unique Entity Identifier (UEI) and must be registered in the System for Award Management (SAM). Offerors who do not have a UEI or active SAM registration may register here: https://www.sam.gov/SAM/. As this process takes time, we strongly urge applicants to immediately apply for a UEI number well in advance of the submission deadline.

While a UEI number is not required to submit a quote, a UEI number and active registration in SAM is a requirement before an award can be made. In addition, the possession of a UEI number will facilitate the organization’s future ability to apply for other USAID Grants and Contracts. You are requested to provide your UEI number and SAM status in your quotation.

10. SUBMISSION REQUIREMENTS & EVALUATION CRITERIA

https://www.sam.gov/SAM/

1.Cost Proposal

The cost proposal shall include the total cost to perform the training program, including the pre and post training activities.

2. Technical Proposal The extent to which the Offeror demonstrates they understand the requirements and how they would execute it.

3. Past Performance Documentation that demonstrates previous successful completion of services described above;

this could include letters of recommendations, appreciation or other evidence of vendor capability from previous customers.

The USAID Contracting Officer will determine the “Best Value to the Government” based on prices that are realistic, fair and reasonable in relation to the Independent Government Cost Estimate. The Contracting Officer may enter into negotiations with the offeror to discuss areas where the proposal could be improved and costs reduced. Upon successful negotiations with the offeror, a fixed-price Purchase Order will be used to procure the services.

4. Proposal Instructions

Be sure to consider all costs associated with the delivery of these activities, including but not limited to, preparation of materials, preparation of surveys, delivery of activities, airfare, lodging accommodations, meals and incidentals, local transportation, and transport of materials by express courier. Do not include the cost of the retreat or off-sitevenue and cost for access to laptops and projector(s) for presentations in your quotation.

Complete Proposal should be submitted to colombousaidexogen-services@usaid.gov

11. PAYMENT SCHEDULE

Partial payment may be authorized upon request and approval from the Contracting Officer.

Otherwise, the contractor shall be paid a lump sum upon acceptance of all deliverables and within 30 days of receipt of invoice.

12. INVOICES

The contractor shall be paid in accordance with the payment schedule/deliverables upon receipt of a valid invoice within 30 days after the successful completion and acceptance of the purchased services. No other benefits are offered.

One (1) original of each invoice shall be submitted electronically to jomorris@usaid.gov and to the Activity Manager with any other documentation in PDF adobe format.

12. ACTIVITY MANAGER:

The Activity Manager of this Purchase Order is:

Amalsha Dassanayake Executive Office USAID/Sri Lanka mailto:jomorris@usaid.gov

Attachment 2 Contract Terms and Conditions—Commercial Products and Commercial Services

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered;

And

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at Federal Acquisition Regulation (FAR) 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items Delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii) Name, title, and phone number of person to notify in event of defective invoice;

and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B) If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer- Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C.3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment.-

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C.3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes aware of a duplicate contract financing or invoice payment or that the Government has otherwise overpaid on a contract financing or invoice payment, the Contractor shall-

(i) Remit the overpayment amount to the payment office cited in the contract along with a description of the overpayment including the-

(A) Circumstances of the overpayment (e.g., duplicate payment, erroneous payment, liquidation errors, date(s) of overpayment);

(B) Affected contract number and delivery order number, if applicable;

(C) Affected line item or subline item, if applicable; and

(D) Contractor point of contact.

(ii) Provide a copy of the remittance and supporting documentation to the Contracting Officer.

(6) Interest.

(i) All amounts that become payable by the Contractor to the Government under this contract shall bear simple interest from the date due until paid unless paid within 30 days of becoming due. The interest rate shall be the interest rate established by the Secretary of the Treasury as provided in 41 U.S.C. 7109, which is applicable to the period in which the amount becomes due, as provided in (i)(6)(v) of this clause, and then at the rate applicable for each six-month period as fixed by the Secretary until the amount is paid.

(ii) The Government may issue a demand for payment to the Contractor upon finding a debt is due under the contract.

(iii) Final decisions. The Contracting Officer will issue a final decision as required by

33.211 if–

(A) The Contracting Officer and the Contractor are unable to reach agreement on the existence or amount of a debt within 30 days;

(B) The Contractor fails to liquidate a debt previously demanded by the Contracting Officer within the timeline specified in the demand for payment unless the amounts were not repaid because the Contractor has requested an installment payment agreement; or

(C) The Contractor requests a deferment of collection on a debt previously demanded by the Contracting Officer (see 32.607-2).

(iv) If a demand for payment was previously issued for the debt, the demand for payment included in the final decision shall identify the same due date as the original demand for payment.

(v) Amounts shall be due at the earliest of the following dates:

(A) The date fixed under this contract.

(B) The date of the first written demand for payment, including any demand for payment resulting from a default termination.

(vi) The interest charge shall be computed for the actual number of calendar days involved beginning on the due date and ending on-

(A) The date on which the designated office receives payment from the Contractor;

(B) The date of issuance of a Government check to the Contractor from which an amount otherwise payable has been withheld as a credit against the contract debt; or

(C) The date on which an amount withheld and applied to the contract debt would otherwise have become payable to the Contractor.

(vii) The interest charge made under this clause may be reduced under the procedures prescribed in FAR 32.608-2 in effect on the date of this contract.

(j) Risk of loss. Unless the contract specifically provides otherwise, risk of loss or damage to the supplies provided under this contract shall remain with the Contractor until, and shall pass to the Government upon:

(1) Delivery of the supplies to a carrier, if transportation is f.o.b. origin; or

(2) Delivery of the supplies to the Government at the destination specified in the contract, if transportation is f.o.b. destination.

(k) Taxes. The contract price includes all applicable Federal, State, and local taxes and duties.

(l) Termination for the Government’s convenience. The Government reserves the right to terminate this contract, or any part hereof, for its sole convenience. In the event of such termination, the Contractor shall immediately stop all work hereunder and shall immediately cause any and all of its suppliers and subcontractors to cease work. Subject to the terms of this contract, the Contractor shall be paid a percentage of the contract price reflecting the percentage of the work performed prior to the notice of termination, plus reasonable charges the Contractor can demonstrate to the satisfaction of the Government using its standard record keeping system, have resulted from the termination. The Contractor shall not be required to comply with the cost accounting standards or contract cost principles for this purpose. This paragraph does not give the Government any right to audit the Contractor’s records. The Contractor shall not be paid for any work performed or costs incurred which reasonably could have been avoided.

(m) Termination for cause. The Government may terminate this contract, or any part hereof, for cause in the event of any default by the Contractor, or if the Contractor fails to comply with any contract terms and conditions, or fails to provide the Government, upon request, with adequate assurances of future performance. In the event of termination for cause, the Government shall not be liable to the Contractor for any amount for supplies or services not accepted, and the Contractor shall be liable to the Government for any and all rights and remedies provided by law. If it is determined that the Government improperly terminated this contract for default, such termination shall be deemed a termination for convenience.

(n) Title. Unless specified elsewhere in this contract, title to items furnished under this contract shall pass to the Government upon acceptance, regardless of when or where the Government takes physical possession.

(o) Warranty. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract.

(p) Limitation of liability. Except as otherwise provided by an express warranty, the Contractor will not be liable to the Government for consequential damages resulting from any defect or deficiencies in accepted items.

(q) Other compliances. The Contractor shall comply with all applicable Federal, State and local laws, executive orders, rules and regulations applicable to its performance under this contract.

(r) Compliance with laws unique to Government contracts. The Contractor agrees to comply with 31 U.S.C. 1352 relating to limitations on the use of appropriated funds to influence certain Federal contracts; 18 U.S.C. 431 relating to officials not to benefit; 40 U.S.C. chapter 37, Contract Work Hours and Safety Standards; 41 U.S.C. chapter 87, Kickbacks; 41 U.S.C. 4712 and 10 U.S.C.

2409 relating to whistleblower protections; 49 U.S.C. 40118, Fly American; and 41 U.S.C. chapter 21 relating to procurement integrity.

(s) Order of precedence. Any inconsistencies in this solicitation or contract shall be resolved by giving precedence in the following order:

(1) The schedule of supplies/services.

(2) The Assignments, Disputes, Payments, Invoice, Other Compliances, Compliance with Laws Unique to Government Contracts, and Unauthorized Obligations paragraphs of this clause;

(3) The clause at 52.212-5.

(4) Addenda to this solicitation or contract, including any license agreements for computer software.

(5) Solicitation provisions if this is a solicitation.

(6) Other paragraphs of this clause.

(7) The Standard Form 1449.

(8) Other documents, exhibits, and attachments.

(9) The specification.

(t) [Reserved]

(u) Unauthorized Obligations.

(1) Except as stated in paragraph (u)(2) of this clause, when any supply or service acquired under this contract is subject to any End User License Agreement (EULA), Terms of Service (TOS), or similar legal instrument or agreement, that includes any clause requiring the Government to indemnify the Contractor or any person or entity for damages, costs, fees, or any other loss or liability that would create an Anti-Deficiency Act violation (31 U.S.C.

1341), the following shall govern:

(i) Any such clause is unenforceable against the Government.

(ii) Neither the Government nor any Government authorized end user shall be deemed to have agreed to such clause by virtue of it appearing in the EULA, TOS, or similar legal instrument or agreement. If the EULA, TOS, or similar legal instrument or agreement is invoked through an "I agree" click box or other comparable mechanism (e.g., "click-wrap" or "browse-wrap" agreements), execution does not bind the Government or any Government authorized end user to such clause.

(iii) Any such clause is deemed to be stricken from the EULA, TOS, or similar legal instrument or agreement.

(2) Paragraph (u)(1) of this clause does not apply to indemnification by the Government that is expressly authorized by statute and specifically authorized under applicable agency regulations and procedures.

(v) Incorporation by reference. The Contractor’s representations and certifications, including those completed electronically via the System for Award Management (SAM), are incorporated by reference into the contract.