RFTOP 72038820R00006 BADGE final for release.pdf

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

N/A

PAGE OF PAGES

1 68

2. CONTRACT NMBER

7200AA19D00021-29

3. SOLICITATION NUMBER

72038820R00006

4. TYPE OF SOLICITATION

X NEGOTIATED (RFTOP)

5. DATE ISSUED

12/3/2020

6. REQUISITION #

REQ-388-20-000063

7. ISSUED BY CODE 72000 8. ADDRESS OFFER TO (If other than Item 7)

Howard Weston, Contracting Officer USAID/Bangladesh, C/O American Embassy, Madani Avenue, Baridhara Dhaka-1212, Bangladesh

Office of the Acquisition & Assistance C/O American Embassy, USAID/Bangladesh 6120 Dhaka Place Washington DC 20521-6120

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and 0 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in

Item 8 until local time (Hour) (Date)

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

Howard Weston

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

hweston@usaid.gov AREA CODE NUMBER EXT.

880 2-5566-2335

11. TABLE OF CONTENTS See Attached Table of Contents

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 2 X I CONTRACT CLAUSES 34

X B SUPPLIES OR SERVICES AND PRICES/COSTS 6 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS. /WORK STATEMENT 9 X J LIST OF ATTACHMENTS 48

X D PACKAGING AND MARKING 10 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 11

X

K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 13

X G CONTRACT ADMINISTRATION DATA 23 X L INSTR., CONDS., AND NOTICES TO OFFERORS 50

X H SPECIAL CONTRACT REQUIREMENTS 25 X M EVALUATION FACTORS FOR AWARD 65

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.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

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

10 U.S.C. 2304(a) (_ ) 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)

COD

E

72000 25. PAYMENT WILL BE MADE BY

COD

E

USAID/Bangladesh C/O, American Embassy Madani Avenue, Baridhara Dhaka-1212, Bangladesh

USAID/Bangladesh, Office of Financial Management C/O American Embassy Madani Avenue, Baridhara Dhaka-1212, Bangladesh

26. NAME OF CONTRACTING OFFICER (Type or print) 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. STANDARD FORM 33

13. DISCOUNT FOR PROMPT PAYMENT

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

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT 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 TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

mailto:hweston@usaid.gov

RFTOP Number: 72038820R00006 Bangladesh Advancing Development and Growth through Energy (BADGE)

SECTION A - SOLICITATION/CONTRACT FORM

SECTION A –REQUEST FOR TASK ORDER PROPOSALS (RFTOP)

1 RFTOP Number 72038820R00006

2 IDIQ Number 720AA19D00021-29

3 Date RFTOP Issued December 3, 2020

4 Issuing Office Office of Acquisition & Assistance USAID/Bangladesh

5 Payment Office See Section G.5 Invoices

6 Task Order Contracting Officer

Howard Weston

Phone +880 2 5566 2056

Email: hweston@usaid.gov

7 Proposals to be Submitted to

Mutaher Hussain

Phone: 880 2 5566 2335

Email: mmhussain@usaid.gov

8 Proposals Due February 2, 2021, 1;00 PM (Dhaka time)

9 Person Authorized to Sign RFTOP Howard Weston

10 Signature

Offeror Must complete the Following

11 Name of Firm

12 DUNS Number

13 Tax Identification Number

14 Address of Firm

Offeror’s Representative (Name, Position, Contact Information)

16 Person Authorized to Sign Offer

17 Signature

18 Date

[END OF SECTION A]

Table of Contents

SECTION A - SOLICITATION/CONTRACT FORM 2

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS 6

B.1 PURPOSE

B.2 CONTRACT TYPE

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

B.4 OTHER RFTOP INFORMATION

B.5 PRICE/COST SCHEDULE

B.6 CONTRACT LINE ITEM NUMBER (CLIN)

B.7 COST REIMBURSABLE

B.8 INDIRECT COST

B.9 PAYMENT OF FIXED FEE

B.10 CRISIS MODIFIER AND/OR EMERGENCY RESPONSE

SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF

OBJECTIVES 9

SECTION D – BRANDING STRATEGY AND MARKING PLAN (BSMP) 10

SECTION E - INSPECTION AND ACCEPTANCE 11

E.1 TASK ORDER PERFORMANCE EVALUATION

E.2 INSPECTION AND ACCEPTANCE/RESPONSIBLE OFFICIAL

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

E.4 MONITORING, EVALUATION, AND LEARNING PLAN

SECTION F - DELIVERIES OR PERFORMANCE 13

F.1 PERIOD OF PERFORMANCE

F.2 PLACE OF PERFORMANCE

F.3 DOCUMENTATION OF DELIVERABLES

F.4 PERFORMANCE STANDARDS

F.5 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID OFFICIALS ... 14

F.6 KEY PERSONNEL

F.7 REPORTS AND DELIVERABLES OR OUTPUTS

F.8 SECURITY REPORTING

F.9 STAFFING PLAN

F.10 AUTHORIZED WORKDAY / WEEK

F.11 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014)

SECTION G - CONTRACT ADMINISTRATION DATA 23

G.1 TASK ORDER CONTRACTING OFFICER

G.2 TASK ORDER CONTRACTING OFFICER'S AUTHORITY

G.3 TASK ORDER CONTRACTING OFFICER'S REPRESENTATIVE (TOCOR)

G.4 ACCEPTANCE AND APPROVAL

G.5 INVOICES

SECTION H - SPECIAL CONTRACT REQUIREMENTS 25

H.1 LANGUAGE REQUIREMENTS

H.2 AUTHORIZED GEOGRAPHIC CODE

H.3 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

H.4 CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

H.5 LOGISTIC SUPPORT GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.6 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX LIABILITY

OR A FELONY CRIMINAL CONVICTION (Deviation OAA-DEV-14-02C) (AUGUST 2014) . 26

H.7 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS (22 CFR PART 140)

H.8 AMERICAN CITIZENS SERVICES REGISTRATION

H.9 NONEXPENDABLE PROPERTY PURCHASES

H.10 CONSENT TO SUBCONTRACT

H.11 SECURITY CONDITIONS

H.12 PERSONNEL COMPENSATION

H.13 LIMITATION ON ACQUISITION OF INFORMATION TECHNOLOGY (DEVIATION

NOS. M/OAA-DEV-FAR-18-2C AND M/OAA-DEV-AIDAR-18-2C) (APRIL 2018)

H.14 USAID-FINANCED THIRD-PARTY WEB SITES (AUG 2013)

H.15 PROCUREMENT OF “COVERED MATERIAL” (AUGUST 2020)

SECTION I – CONTRACT CLAUSES 34

SECTION J - LIST OF DOCUMENTS, EXHIBITS & OTHER ATTACHMENTS 48

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFEROR 49

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR 50

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L.2 52.216-1 TYPE OF CONTRACT (APR 1984)

L.3 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.4 PROCEDURES

L.5 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND EQUIPMENT 51

L.6 GENERAL INSTRUCTIONS TO OFFERORS

L.7 SUBMISSION INSTRUCTIONS

L.8 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.9 INSTRUCTIONS FOR THE PREPARATION OF COST PROPOSALS

L.10 INSTRUCTIONS FOR THE PREPARATION OF THE BRANDING IMPLEMENTATION AND

MARKING PLAN

SECTION M - EVALUATION FACTORS FOR AWARD 65

M.1 OVERVIEW

M.2 TECHNICAL PROPOSAL EVALUATION CRITERIA

M.3 COST EVALUATION

M.4 SOURCE SELECTION

M.5 CONTRACTING WITH SMALL BUSINESS CONCERNS

M.6 DETERMINATION OF THE COMPETITIVE RANGE

THIS PAGE IS INTENTIONALLY KEPT BLANK

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of the Bangladesh Advancing Development and Growth through Energy (BADGE) activity is to improve energy security and resilience in Bangladesh through better access to affordable, reliable, and sustainable energy systems and transparent and efficient energy markets. The activity supports the Indo-Pacific Strategy (IPS) and specifically the IPS initiative known as Enhancing Development and Growth through Energy in Asia (Asia/EDGE).

B.2 CONTRACT TYPE

This is a cost-plus-fixed-fee, completion-type contract. For the consideration set forth in the contract, the Contractor shall provide the deliverables or outputs described in Section C and comply with all contract requirements.

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

(a) The total estimated cost for the performance of the work required hereunder, exclusive of fixed fee, is $TBD. The total fixed fee is $TBD. The Total Estimated Cost-Plus-Fixed-Fee is

$TBD.

(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 is $TBD. Funds obligated are anticipated to be sufficient through TBD.

B.4 OTHER RFTOP INFORMATION

The timeframes in this RFTOP are provided for illustrative purposes only. The final timeframes for the task order will be incorporated at the time of award and shall be based on the successful proposal.

B.5 PRICE/COST SCHEDULE

Cost Category Total

Programmatic Costs

Subcontracts

Grants Under Contract

Total Direct Costs

Indirect Costs

Total Estimated Cost

Fixed Fee

Total Estimated Cost-Plus Fixed Fee

The inclusion of any costs in the above budget does not obviate the requirement for prior approval by the Contracting Officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR 52.216-7, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the Contracting Officer of any item of cost, unless specifically stated elsewhere in this contract.

The Contractor agrees to furnish data that the Contracting Officer may request on costs expended or accrued under this contract.

Without the prior written approval of the Contracting Officer, the Contractor must not exceed the total estimated cost set forth in the budget or the total obligated amount, whichever is less.

B.6 CONTRACT LINE ITEM NUMBER (CLIN)

CLIN Period of performance;

Location; Product Service Code

Quantity Unit Estimated

Cost

Fixed

Fee

Total Estimated Cost-plus Fixed Fee

0001 Base, Technical

Assistance

Five Years;

Bangladesh:

R425

01 LOT

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable must be limited to reasonable, allocable and necessary costs determined 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.

FAR 52.232-20 Limitation of Cost (applies while the contract is fully funded). FAR 52.232-22 Limitation of Funds (applies while the contract is funded in an amount less than the total estimated cost).

B.8 INDIRECT COST

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 [Description] [Rate] 1/ [___] 1/[___] 1/[____] [Description] [Rate] 2/ [___] 2/[___] 2/[____] [Description] [Rate] 3/ [___] 3/[___] 3/[____]

1/Base of Application: [_____] Type of Rate: [_____] Period: [_____] Source: [_____]

2/Base of Application: [____] Type of Rate: [____] Period: [_____] Source: [_____]

3/Base of Application: [____] Type of Rate: [____] Period: [____] Source: [____]

B.9 PAYMENT OF FIXED FEE

For this contract, at the time of each payment of allowable costs to the Contractor, the USAID paying office ordinarily pays the Contractor a percentage of fixed fees that directly corresponds to the percentage of allowable costs being paid. Two exceptions to paying fixed fee in this manner apply:

(a) If the Task Order Contracting Officer (TOCO) determines that this method results in paying a disproportionately higher ratio of fixed fee than the percentage of work that the Contractor has completed, including towards targets of the PWS, then the TOCO may suspend further payment of any fixed fee until the Contractor has made sufficient progress to justify further payment, up to the agreed percentage.

(b) Because the clauses entitled “Allowable Cost of Payment” (FAR 52.216-7) and “Fixed Fee” (FAR 52.216-8) are incorporated into this contract, the terms and conditions of these clauses apply after total payments of fixed fee reach eighty-five percent (85%) of the total fixed fee.

B.10 CRISIS MODIFIER AND/OR EMERGENCY RESPONSE

Bangladesh is vulnerable to natural hazards such as cyclones, floods, landslides and earthquakes, and epidemics caused by bacterial, fungal and viral diseases. These disasters, whether natural or human made, can quickly and significantly set back development gains in Bangladesh. Hence, we encourage USAID implementing partners to have the capacity to dispatch resources, realign budgets, redirect funds, and respond to direction from USAID to address unanticipated events that may impact the success of ongoing Activities or support new activities that could enhance its results. This may include disaster preparedness, response, and recovery. Furthermore, the response may include assistance to government and other key stakeholders, taking advantage of new or changing market opportunities.

Accordingly, an award resulting from this RFTOP will allow redirection of the PWS, Technical approach or funds to support activities to address unknown and unanticipated disaster events.

Any use of this provision must be mutually agreed upon by USAID and the Contractor. Prior to any use of this Provision, the Contractor and USAID shall identify activities to be carried out and the cost of such activities, and obtain written concurrence from the TOCOR, with specific reporting instructions, and approval from the Agreement Officer.

The scope and deliverables expected from the realignment of Activity resources will be mutually agreed upon by USAID/Bangladesh and the Contractor. This will also necessitate directing resources to other regions if a situation warrants and USAID requests it. Funds from the Crisis Modifier and/or Emergency Response budget line item must not be expended without the prior written approval from the Task Order Contracting Officer.

A separate line item will be added to the budget of the resultant award to fund implementation of emergency response activities.

[END OF SECTION B]

SECTION C - DESCRIPTION / SPECIFICATIONS / STATEMENT OF OBJECTIVES

Statement of Objectives (SOO)

This RFTOP’s Statement of Objectives is presented as an attachment in Section J.

The Contractor’s List of Abbreviations, Performance Work Statement and Technical Approach, developed in accordance with the Statement of Objectives and Sections L and M of this RFTOP, will be inserted in Section C of the task order contract resulting from this RFTOP.

[END OF SECTION C]

SECTION D – BRANDING STRATEGY AND MARKING PLAN (BSMP)

The Task Order Branding Strategy and Marking Plan shall be developed and performed in accordance with Section D – Packaging and Marking outlined in the basic Energy IDIQ II Contract.

The Contractor shall comply with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding; or any successor branding policy.

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1 TASK ORDER PERFORMANCE EVALUATION

The Task Order performance evaluation shall be performed in accordance with Section E – Inspection of the basic Energy IDIQ II Contract.

E.2 INSPECTION AND ACCEPTANCE/RESPONSIBLE OFFICIAL

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

USAID/BANGLADESH

U.S. Embassy Madani Avenue, Dhaka-1212 Bangladesh

Or at any other location where the services are performed and reports and performance objectives or outputs are produced or submitted. The Task Order Contracting Officer’s Representative (TOCOR) listed in Section G has been delegated authority to inspect and accept all services, reports and required performance objectives or outputs. However, the Task Order Contracting Officer has the right to conduct the inspection of all services, reports, and required performance objectives or outputs of the award at any time best for the Government.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The QASP will be submitted by the Offeror with its proposal. It shall describe a management process to encourage maximum performance, efficiency, and cost effectiveness by the Contractor. The progress, success and impact of the Contractor’s performance under this contract will be inspected employing, among other methods, the QASP.

The QASP may require modification and/or updates after selection for award to reflect the Contractor’s known strengths and weaknesses. The QASP is a “living” monitoring process that should be discussed, reviewed and updated regularly but no less than on an annual basis. It is based on the premise that the Contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract. The Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate.

It is the Contractor’s responsibility to follow up with the TOCOR to ensure the QASP monitoring process is implemented and updated.

A variety of mechanisms included but not limited to the following may be utilized by the Contractor and TOCOR to monitor the progress/success of the activity and the Contractor’s performance:

a) Weekly contract mobilization meetings including minutes (minutes may address issues, actionable items, steps to address and solve any issues/actions as well as POCs for each issue/action item) during the first three months of contract implementation;

b) Monthly progress review meetings, including similar protocols as above, with the implementation teams;

c) Review and proposed feedback and/or edits, if any, to the Contractor’s scheduled reports (see Section F);

d) Feedback in the form of action memos, emails or other forms of communication agreed upon by the parties from GoB and collaborating partners utilized to inform and improve program performance;

e) Site Visits as needed or directed by USAID personnel organized by the Contractor;

f) Quarterly reviews of work plan with performance milestones and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/ addressed;

g) Periodic impact and performance evaluations as required by the contract and /or determined as necessary by the TOCOR and approved by the TOCO during contract administration; and

h) Review of deliverables achieved as stated in section F and C and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/addressed

E.4 MONITORING, EVALUATION, AND LEARNING PLAN

The Task Order Contracting Officer’s Representative (TOCOR) will monitor and evaluate the progress, success, and impact of the Contractor’s performance under this contract as a part of the overall activity results using agreed-upon indicators through the Contractor’s Monitoring, Evaluation, and Learning (MEL) Plan. The TOCOR will utilize the MEL Plan to assess the impact of the activity and whether it achieves the stated objectives or if the parties should make performance-based adjustments. The MEL Plan exists as a “living” document reviewed and updated as required as specified in section F below. The MEL Plan sets forth the specific performance goals for the contract, all in accordance with and subject to Section C. Subject to the other terms and conditions of this Contract, the TOCOR, in consultation with the Contractor, may modify the MEL Plan at any time to reflect changing priorities and circumstances. USAID may also conduct management reviews of work progress during the contract’s period of performance.

USAID will conduct Data Quality Assessments (“DQAs”) for selected indicators periodically to ensure that the Contractor collects quality data.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

The terms and conditions in Section F of the Energy IDIQ ll apply to this Task Order. Additional terms and conditions for this Task Order are provided below.

F.1 PERIOD OF PERFORMANCE

The period of performance of this contract is five (5) years from the date of award.

F.2 PLACE OF PERFORMANCE

The place of performance is Bangladesh. USAID projects are implemented in different districts of the country. As part of the implementation of this Task Order, the Contractor will be expected to travel to areas required by the PWS and the proposed technical approach.

F.3 DOCUMENTATION OF DELIVERABLES

The Contractor shall produce the tasks and deliverables listed under Section F of this RFTOP.

All of the deliverables shall be documented in the Final Report. All written deliverables shall also be submitted electronically to the TOCOR.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor's overall performance shall be in accordance with the performance standards set forth in the QASP, Section F and the Performance Work Statement (PWS) in Section C and shall form the basis of the Contractor's permanent performance record with regard to this contract. Evaluation of the contractor's performance must be conducted jointly by the Task Order Contracting Officer’s Representative (TOCOR) and the Task Order Contracting Officer (TOCO), and must form the basis of the contractor's permanent performance record with regard to this task order as required in FAR Part 42.15 and AIDAR 742.15.

The Contractor’s performance will be evaluated annually and at contract completion, utilizing at a minimum, the following factors:

Technical (quality of product or service).

Cost control (not applicable for firm-fixed-price or fixed-price with economic price adjustment arrangements).

Schedule/timeliness.

Management or business relations.

Regulatory Compliance

Other (as applicable) (e.g., late or nonpayment to subcontractors, trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments).

Definitions for each performance standard may be found in the CPARS Guidance Manual:

https://www.cpars.gov/pdfs/CPARS-Guidance.pdf.

https://www.cpars.gov/pdfs/CPARS-Guidance.pdf

F.5 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID OFFICIALS

Howard Weston

Contracting Officer

U.S. Agency for International Development/Bangladesh

American Embassy, Madani Avenue, Baridhara, Dhaka 1212

Telephone: 880-2-5566 2056

Email: hweston@usaid.gov

The Task Order Contracting Officer’s Representative (TOCOR) will be designated separately by letter.

F.6 KEY PERSONNEL

The Contractor must propose three to five Key Personnel to successfully implement the program activities under this Task Order. The number of key personnel must not be more than five percent of the total number of employees working under the contract. Two of the proposed Key Personnel must be, 1) Chief of Party and 2) Deputy Chief of Party. See section L for specific instructions and requirements regarding Key Personnel and other staff.

Unless otherwise agreed to in writing by the TOCO, the contractor shall be responsible for providing such personnel as specified in the Task Order. Failure to provide key personnel may be considered as being grounds for non-performance by the contractor, unless such failure is beyond its control, and through no fault or negligence.

The contractor shall immediately notify the TOCOR and TOCO of any key personnel’s planned departure, and the reasons for the departure. The contractor shall take the necessary steps to immediately propose a substitute candidate for each vacated position along with a budget impact statement, if requested, in sufficient detail to permit evaluation of the impact on the project. The replacement of key personnel, including the termination of their contracts, when feasible and outside of extenuating circumstances, should be coordinated with the TOCOR and

TOCO.

Non-Key Personnel Functions

The Contractor will hire sufficient staff to provide the support required to enable key personnel to meet their responsibilities. The Contractor is required to hire Objective-based personnel, support staff and Short-Term Technical Assistance (STTA) that are necessary for Activity implementation with the understanding that most personnel perform more than one function.

F.7 REPORTS AND DELIVERABLES OR OUTPUTS

All deliverables must be produced in English, unless otherwise specified by the TOCOR. In addition to the requirements set forth for submission of reports in Annex J and any reports and deliverables in the Contractor’s PWS, the Contractor must submit the following deliverables or outputs to the TOCOR:

Deliverable Description Due Date

Post-Award The Contractor will participate in a start-up session to be held with Within 30 days mailto:hweston@usaid.gov

Conference in

Dhaka, Bangladesh

USAID/Bangladesh and Contractor staff. It is highly desirable that all of the Contractor’s key staff, including the start-up team, designated

Chief of Party, and other key field staff and home office staff participate in person or through tele-conference in this session. In close consultation with the Contractor, this session will be organized by USAID/Bangladesh, which will take place not later than 30 days after the effective date of the award unless otherwise approved by the TOCO.

The agenda for this session will be established by USAID (through the TOCOR) in consultation with the Contractor. A central part of the session will be to ensure mutual understanding of USAID’s priorities and expectations of the award and the roles and relationship of the TOCO, TOCOR, and the Contractor’s Chief of

Party. The session will review the evolving situation in-country and focus on communication and implementation tools including the database, and monitoring and evaluation functions.

after effective date of award

Draft Quality

Assurance

Surveillance Plan

(QASP)

The purpose of the QASP is to describe the systematic methods used to monitor performance and to identify the required documentation and resources. The QASP provides a means for evaluating whether the contractor is meeting the performance metrics, standards and quality levels identified in the PWS and the contractor quality assurance plan, and to ensure that the

Government pays only for the level of services received. The Offeror must submit a draft QASP that will answer the following questions:

What will be inspected, monitored or reviewed?

How will it be inspected?

Who is responsible for inspection?

At time of proposal submission

Final Quality

Assurance

Surveillance Plan

(QASP)

The final QASP will be inserted into the Task Order after award Within 90 days of award.

Periodic Review

– at least once a year

Branding

Strategy and

Marking Plan

The Offeror must submit a draft Branding Implementation Plan and draft Marking Plan with their proposal. The draft plans must implement the Branding Strategy for the activity and comply with the requirements of ADS 320 Branding and Marking. The Offeror may request certain exceptions in their Branding Implementation and

Marking Plans based on programmatic needs. Per ADS 320, Exceptions to Marking Requirements must be approved by the

Contracting Officer.

Final BSMP before the award is issued.

Draft Work Plan In consultation with the USAID TOCOR, the Contractor will develop a preliminary work plan that will include a basic plan for the first year of the task order including a preliminary assessment and planned collaboration with the target community, civil society, and government institutions; the schedule and process by which the

Contractor will consult with key stakeholders; preliminary benchmarks on initial support; as well as a specific training and development plan with a strategy towards building the capacity of staff. This work plan will be updated during the year as required. No activities will be conducted without prior approval by the TOCOR as part of a work plan (as may be amended).

Within 60 days of award, and

30 days prior to the start of each

USAID fiscal year thereafter

Monitoring, Evaluation and

Learning Plan

The MEL Plan reflects the award progress over the life of the

Contract and is a critical tool for planning, managing, documenting and evaluating performance.

The contractor will develop a comprehensive MEL Plan that will track progress towards achieving the desired results, meeting

Draft within 90 days of award, Final TOCOR approval within

120 days of award. The annual and life of contract targets. The MEL Plan will include relevant indicators taken from the Standard Foreign Assistance

Master Indicator List. (https://www.state.gov/foreign-assistance-resource-library/#managing)The Contractor, in collaboration with the TOCOR, and USAID/Bangladesh M&E staff, will verify that the proposed indicators are consistent with and meet the data collection needs of USAID’s Project MEL Plan and the mission’s

Performance Management Plan (PMP). Disaggregated data should be collected in monitoring, whenever possible. The

Contractor will work with these individuals to refine and finalize its

MEL Plan.

As monitoring, evaluation, and learning are overlapping processes, the MEL Plan draws upon the same indicators and data sources to inform all three functions, resulting in focused investment in data collection and analysis to inform learning priorities.

The MEL Plan is anchored in assessing the desired changes as a result of the implementation of the contract and is based on requirements of the USAID Evaluation Policy. Logic in the development hypotheses and related TOC will be tested and evaluated through a combination of annual reflection sessions and possible mid-term evaluation.

MEL Plan will be reviewed no less than annually as determined by the TOCOR.

The contractor will submit a revised MEL

Plan, if applicable, within 30 days of the end of the review period.

Quarterly

Progress

Reports (QPR)

These reports summarize activities undertaken, progress made, and results achieved, trends, problems and explanation for why established goals were not met (as appropriate). The reports shall also include a data table and corresponding narrative tracking results for each performance indicator in the Monitoring and

Evaluation Plan. The report shall summarize the country situation;

political updates; project highlights, achievements, and major activities; budget information (including amounts obligated, contractor funds obligated to activity and grant activities, and funds disbursed); summary of grant implementation and appraisal; and problems encountered and proposed remedial actions. The content outline of QPRs will be agreed upon with the TOCOR within the first

30 days of the contract. There is no page limit for progress reports.

The first QPR may be omitted as determined by the TOCO depending on the effective date of the award.

Within 30 days of the end of each USAID fiscal year quarter.

Annual Progress

Reports

The annual report will contain the final quarter’s QPR and similar information for the entire reporting year. The content of Annual

Reports will be agreed upon with the TOCOR before the end of the first fiscal year.

Within 30 days of the end of each USAID fiscal year.

Final Report The content of the End of Project report will be agreed upon with the

TOCOR before the end of the first fiscal year.

Within 90 days of award expiring.

Bi-Weekly

Energy Updates

The purpose of the bi-weekly updates is to keep the Bureau for

Development, Democracy, and Innovation (DDI) leadership abreast of USAID project achievements, energy sector news/events in

USAID assistance countries, and engagement with other U.S.

government agencies and/or the U.S. private sector. Your submissions will be compiled for the bi-weekly DDI Front Office meeting updates that take place every other Tuesday.

Please submit your bi-weekly updates (via the form with this link:

https://docs.google.com/forms/d/e/1FAIpQLSd-

7GUNcus1RmmnUnVyBdW5WdNFjtmOwaB9UMC_gtvIB1rH5Q/vie wform) every other Monday, starting TBD. If you have questions

Every alternate

Monday.

http://www.state.gov/foreign-assistance-resource-library/#managing http://www.state.gov/foreign-assistance-resource-library/#managing http://www.state.gov/foreign-assistance-resource-library/#managing https://docs.google.com/forms/d/e/1FAIpQLSd-7GUNcus1RmmnUnVyBdW5WdNFjtmOwaB9UMC_gtvIB1rH5Q/viewform https://docs.google.com/forms/d/e/1FAIpQLSd-7GUNcus1RmmnUnVyBdW5WdNFjtmOwaB9UMC_gtvIB1rH5Q/viewform https://docs.google.com/forms/d/e/1FAIpQLSd-7GUNcus1RmmnUnVyBdW5WdNFjtmOwaB9UMC_gtvIB1rH5Q/viewform about the bi-weekly updates, please contact Jamila Amodeo at jamodeo@usaid.gov and copy Dorian Mead at dmead@usaid.gov.

For issues or questions related to the submission form, please contact Cory Ragsdale at cragsdale@seek-project.com.

Revised

Mobilization Plan

Drawn from the proposal’s Management and Staffing Plan (See

Section L), the revised mobilization plan should address any changes requested by the TOCOR and shall be approved by the

TOCOR

Submitted within 30 days of the effective date of the award

Operational

Security

The Contractor shall submit a plan for the project that discusses physical security, information security, and communications protocols. The following elements shall be submitted (as individual documents or as a comprehensive document):

1) Physical Security Plan: The Contractor will submit a full security plan outlining how the Contractor will provide for the physical security of all staff throughout project implementation. The plan should address the country and programmatic context and define specific policies for the implementation of security protocols.

2) Operational Communications Plan: The Contractor shall submit an Operational Communications Plan providing for equipment and systems, for enabling continuous and reliable communications between the Contractor, USAID/Bangladesh DG Team, TOCOR, as well as within the Contractor’s staff operations, serving as a requisite for effective project implementation as well as staff security.

This plan will also cover the provision of necessary equipment, telecommunications services, etc., to be reviewed regularly and adjusted as necessary by the Contractor in conjunction with the TOCOR.

3) Emergency Plan: Documentation reviewed by and approved by the TOCOR, outlining an Emergency Plan that covers the Contractor’s expatriate and local staff. This plan shall include phone/SMS trees and plans for other forms of communication. In addition to being delivered to the TOCOR, it will also need to be implemented once approved.

4) Information Security Plan: Documentation reviewed by and approved by the TOCOR, for an Information Security Plan covering the security and management of information to protect the integrity of activities, grantees, vendors, and staff.

All of these deliverables shall include a protocol for immediate notification of USAID, via the TOCOR in emergency and security sensitive situations.

45 days after the end of the start-up period

Grants Manual The Grants Manual explains the process by which the goals, objectives and results of Grants Under Contract (GUCS) are determined, and how GUCs are solicited, awarded and administered. Must be approved by TOCOR.

Draft within 60 days of effective date of award, final approval

30 days after submitting draft.

Report on Short-

Term Technical

Assistance

(STTA)

Providers

Describe objectives, tasks and results of STTA. Within one month of completion of in-country STTA

Strategic

Communication

Plan (SCP)

The contractor is required to submit the draft SCP following the required USAID policies and regulations on Branding Strategy and

Marketing Plan for TOCOR’s clearance.

Within 120 days of effective date of award

Exit Strategy The Contractor will outline a specific plan to close the activity and ensure sustainability of achievements.

6 months prior to the start of the close-out mailto:jamodeo@usaid.gov mailto:dmead@usaid.gov mailto:cragsdale@seek-project.com phase

Close-out Plan The Contractor shall submit a task order close-out plan, covering all programmatic, administrative, and operational functions of the task order. The plan shall be developed in close coordination with the TOCOR and USAID/Bangladesh EG Team. The Contractor Close-out Plan shall include:

• Schedule for the final delivery of all goods and services for all activities. The plan shall document the last day for approval of new activities and when activities shall be closed and committed;

• A budget forecast and analysis of all projected close-out costs;

• Final reports and activity close-out procedures;

• Staffing phase-out

• Personnel notifications and assistance;

• Resolution of personnel and property insurance accounts, severance and social payments.

• Organization of expatriate staff household shipments.

• Termination of vehicle and property leases.

• Closing of bank accounts and utilities accounts.

• Resolution of all Government obligations.

6 months prior to the start of the close-out phase

Environmental

Management and Mitigation

Plan (EMMP)

EMMP should outline how the Contractor will identify activities that may have an impact on the environment including soil, water, and eco-systems, and proposed approaches for mitigating and monitoring any negative impacts. If the Contractor proposes use of any pesticides, the EMMP must also indicate how and when the

Contractor will undertake the required Pesticide

Evaluation Report and Safe Use Action Plan (PERSUAP).

Within 75 days of effective date of the award, but before any activities commence that are likely to have a significant impact on the local environment.

Geographical

Information

System (GIS)

Plan

The Contractor shall create a computer-based geographic information system (GIS) to be updated monthly. The system will at a minimum be able to: use computerized mapping as a management and communication tool for improving USAID intra-and inter-project coordination; track all individual sub-contract/grant/partnership progress including start date, level of progress, completion date, purpose, results, membership size (in the case of associations), dollar amount, and contributions by the beneficiary or other partners; maintain organization profiles for beneficiaries and partners; separately categorize the introduction/adoption of various technologies and management practices, aggregated by organization; separately categorize support for various focus crops/value chains aggregated by organization; and generate customizable tables/maps/reports.

USAID is required to make non-proprietary geospatial data available to the public. Such data will be electronically submitted to the

TOCOR.

Initial version within 6 months of effective date of the award.

Other Reports

(when applicable)

The Contractor shall submit additional reports, studies, analyses, and other documents as identified and approved through the annual work plan process. In addition, the Contractor may be requested to submit documents and information to USAID on an ad hoc, and sometimes urgent basis. The due dates for these deliverables will be established in the work plan or by the TOCOR in writing.

TBD

Other reports may include, but are not limited to: 1) Stakeholder consultation reports during inception phase; 2) Lessons sharing and

Closing Workshop report; 3) Training modules for all in- country courses developed; 4) Specialized studies/training reports as agreed with USAID TOCOR; 5) case studies; 6) Weekly activity reports, newsletters, research papers and all publications; 7) CD

ROM(s) prepared before the end of the contract to include all publications, trainings, management and communication tools developed by the Contractor; 8) All activity-generated data and methodologies.

Reports and other documents as directed by the TOCOR shall be submitted in English.

Whenever applicable, all reports shall contain Gender – disaggregated data (i.e., percentage of public meeting participants are women, what percentage of committee members are women, etc.). All reports shall be submitted electronically. The reports shall be submitted to the TOCOR and cc’d to the TOCO at USAID/Bangladesh. All reports and deliverables shall follow USAID branding and marking requirements.

All reports must adhere to USAID’s requirements for reporting as stipulated in ADS 203. As a minimum, the draft and final versions for all technical products published under FACTORS must include the following elements (unless directed otherwise by the TOCOR):

✓ Executive Summary

✓ Scope and Methodology used

✓ Limitations

✓ Important findings

✓ Conclusions

✓ Recommendations

✓ Lessons Learned

✓ Annexes with all data collection instruments and actual sources of information

In addition to the reports outlined above, the nature of the Activity may require the Contractor to respond quickly to information requests. The reports listed below may be required from the Contractor based on the evolving needs of the Activity, and as modified or approved by the TOCOR in writing:

Bi-Weekly Report - The Contractor will submit via email to the TOCOR, a concise weekly activity report. The format of this report will evolve over the course of Phase 1 based on discussions with USAID/Bangladesh’s DG Team, TOCOR, and Contractor. The report may include weekly activities; summary of grant implementation and appraisal; specific indicators; funds obligated and disbursed; problems encountered and proposed remedial actions. As the situation evolves, the TOCOR may request, in writing, that the Contractor either end or reduce the frequency of this reporting (bi-weekly/monthly).

Snapshots/Public Outreach Material – Summary accounts of notable activities according to USAID guidelines and direction from the TOCOR.

Financial/Budget - The Contractor will provide budget information and financial pipelines before each contract modification/incremental funding; at the end of each quarter for USAID’s accruals exercise; and as required by the TOCOR.

Foreign Assistance Reporting - The contractor will provide indicator data and other information as needed for reporting under the relevant foreign assistance objectives, areas and elements. The activity database shall be used to record this data.

F.8 SECURITY REPORTING

As part of the overall security requirements, the Contractor shall report any security threats and/or incidents verbally / by telephone, immediately to the following USAID/Bangladesh representatives:

✓ Partner Security Liaison Unit (PSLU) Security & Safety Specialist and any other

USAID/Bangladesh EXO designated official(s);

✓ Executive Officer (EXO);

✓ Task Order Contracting Officer Representative (TOCOR) or Alternate TOCOR in the

TOCOR’s absence;

Subsequently, a written report shall be submitted in accordance with approved procedures delineated below. The Contractor shall develop a list of specific steps to track any potential/identified threats, which will be part of its overall security system. All subcontractors will be required by the Contractor to report any threats/incidents to the prime Contractor, who will immediately after, notify the above listed USAID/Bangladesh representatives.

SECURITY REPORTING RESPONSIBILITIES

USAID requires appropriate Security reports be submitted to the USAID/Bangladesh Safety & Security Specialist, Executive Office; TOCOR and other USAID/Bangladesh officials as directed by USAID Executive Office. The type and frequency of these reports may vary with the project scope, location, and criticality. The Contractor shall report an Initial Threat Assessment and subsequent changes as often as the situation requires (weekly, bi-weekly, monthly etc.). The Contractor is also required to notify USAID of any security related incident in a timely manner according to the following guidelines:

Incident Reporting There are various types of Incident Reporting: Serious Incident Report (SIR); Incident Report (IR); Situation Report (SITREP); and any other security related report that may be required by

USAID.

Serious Incident Report (SIR)

✓ An incident that involves the death, injury, kidnapping of IP personnel and/or damage to IP property.

✓ An incident that has critically damaged the funded program, such as fire, catastrophic flood, etc.

✓ Initial SIR must be reported verbally immediately, and within 4 hours of the incident occurrence/discovered.

✓ A complete SIR must be filed in writing /e-mail within 24 hours of the incident.

✓ Updated written SIR will continue to be filed on a timely basis (daily, weekly) as long as the situation exists. The timeline will be adjusted as required by the USAID/Bangladesh/

Partner Security Liaison Unit (PSLU).

✓ Final Report SIR will summarize the incident, the subsequent happenings and the final resolution.

Incident Report (IR)

✓ An incident involving accidents, potential harm, SUSPICIOUS persons or acts, threats or harassing actions against personnel or the program.

✓ IR should be initially reported by phone immediately, follow up with a written report filed as soon as possible (within 24 hours). After the incident is evaluated, a complete detailed written report must be submitted to USAID/Bangladesh, not later than 72 hours after the incident.

Situation Report (SITREP)

✓ A report that a significant, but not critical action or activity, has taken place that has impacted, or may have impact on the well-being of the personnel or the success of the program.

✓ This report may describe trends, secondhand information that may have bearing on the project, or impact on future operations.

✓ There is no pre-determined reporting timeline. The report will be issued as needed and required by the USAID/Bangladesh/PSLU.

Telephonic communication is the preferred method to provide the initial information of an incident.

A written report by e-mail must follow as soon as possible within above described guidelines, and it shall be as detailed as possible. The report shall follow the format approved in the original Security Plan but at a minimum, it shall contain the name of the company, name of the victim(s), date, time, a description of what happened, where the incident occurred, and any other relevant details surrounding the incident. If this is an ongoing incident, progress reports should be submitted in accordance with the guidelines provided in order to keep USAID/Bangladesh Security personnel apprised of the situation.

F.9 STAFFING PLAN

The Contractor must propose an overall staffing pattern that demonstrates sound technical expertise and experience required for successful performance of the Task Order. The staffing plan shall demonstrate a solid understanding of key technical and organizational requirements and an appropriate mix of skills, while avoiding excessive staffing and duplication of staff deployment. The staffing structure shall be as cost effective as possible, and specifically consider the ability to grow and shrink based upon obligated and available funds for implementation. The staffing plan shall be regularly updated and shared with the TOCOR to reflect any changes.

F.10 AUTHORIZED WORKDAY / WEEK

No overtime or premium pay is authorized under this Task Order. A six-day workweek may be approved by the cognizant TOCO on a case-by-case basis for short-term assignments during the first 75 days following the post-award conference. The work week in Bangladesh is Sunday to

Thursday. The contractor is expected to work during the regular Bangladeshi work week.

F.11 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014)

(a) Definitions. For the purpose of submissions to the DDL:

(1) “Dataset” is an organized collection of structured data, including data contained in spreadsheets, whether presented in tabular or non-tabular form. For example, a Dataset may represent a single spreadsheet, an extensible mark-up language (XML) file, a geospatial data file, or an organized collection of these. This requirement does not apply to aggregated performance reporting data that the contractor submits directly to a USAID portfolio management system or to unstructured data, such as email messages, PDF files, PowerPoint presentations, word processing documents, photos and graphic images, audio files, collaboration software, and instant messages. Neither does the requirement apply to the contractor’s information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information. Datasets submitted to the DDL will generally be those generated with USAID resources and created in support of Intellectual Work that is uploaded to the Development Experience Clearinghouse (DEC) (see AIDAR 752.7005 “Submission Requirements for Development Experience Documents”).

(2) “Intellectual Work” includes all works that document the implementation, monitoring, evaluation, and results of international development assistance activities developed or acquired under this award, which may include program and communications materials, evaluations and assessments, information products, research and technical reports, progress and performance reports required under this award (excluding administrative financial information), and other reports, articles and papers prepared by the contractor under the award, whether published or not.