SAFE_WATER_RFP_FINAL.pdf

Solicitation No. 72049219R00004 USAID/Philippines Safe Water Activity

Page | 3

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1. PURPOSE

The purpose of this contract is to provide technical assistance services necessary for the successful implementation of the USAID/Philippines Safe Water activity.

B.2. CONTRACT TYPE

This is a FAR 16.102(b) combination award consisting of a Cost-Plus-Fixed-Fee (CPFF) completion type contract (CLIN 0001) and a single-award Indefinite Delivery, Indefinite Quantity (IDIQ) contract (CLIN 0002).

Under the cost reimbursement completion portion of the contract (CLIN 0001 and CLIN 0002), the Contractor shall furnish all personnel, materials, equipment, supplies, facilities, services (except as expressly set forth in this contract as furnished by the Government) and perform all activities necessary for, or incidental to, the performance of work described in Section C and other sections of the contract not specifically identified under CLIN 0002 (Supplemental Technical Assistance IDIQ).

Under the IDIQ portion of the contract (CLIN 0002), the Contractor must furnish additional technical assistance arising out of or related to the completion portion of the contract, as required by Government-issued Task Orders. The services shall be ordered in accordance with Section H.35 entitled, “Ordering Supplemental Technical Assistance (CLIN 0002)” and the IDIQ clauses in Section I. As this CLIN is part of this contract and not a stand-alone award, the Government is not required to state or order any minimum number of person-days as otherwise provided in FAR 16.504(a)(1). The other CLINs contained in this contract provide sufficient consideration to make this a legally binding contract, and the Government has no obligation to fund or order under this

CLIN.

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

The total estimated cost plus fixed fee for CLIN 0001 and CLIN 0002 is [$TBD].

(a) Estimated Cost and Fixed Fee for CLIN 0001

The estimated cost of CLIN 0001, exclusive of fixed fee, if any, is [$TBD]. The fixed fee, if any, is [$TBD]. The total estimated cost plus fixed fee, if any, is [$TBD]. The Contractor shall not be paid any sum in excess of this amount.

(b) Estimated Ceiling Cost and Maximum Fee for CLIN 0002 (Supplemental Technical Assistance)

The total estimated ceiling cost and maximum fee of CLIN 0002 is $2,000,000. The Contractor shall not be paid any sum in excess of this amount.

Page | 4

(c) Within the estimated cost plus fixed fee amounts specified in paragraphs (a)-(c) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is as follows.

CLIN 0001 CLIN 0002 TOTAL

[$TBD] [$TBD] [$TBD]

The Contractor shall not exceed the obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract entitled “Limitation of Funds” (FAR 52.232‐ 22).

(d) Funds obligated are anticipated to be sufficient through [$TBD].

(e) Any costs that exceed the obligated amount of the CLIN or total amount are unallowable.

B.4. CONTRACT LINE ITEM SCHEDULE

CLIN 0001 Base Period Activity Costs TBD Indirect Costs TBD Total Estimated Cost TBD Fixed Fee TBD Total Estimated Cost Plus Fixed Fee TBD

CLIN 0002 Supplemental Technical Assistance (STA) Total Estimated Ceiling Cost and Maximum Fee $2,000,000

B.5. PAYMENT OF FIXED FEE FOR CLIN 0001 and CLIN 0002

Pursuant to FAR 16.306(d)(1), payment of the entire fixed fee shall be based on the achievement of the objectives indicated in the Performance Work Statement and on completion of the deliverables described in Section F of this contract.

Upon successful completion of each deliverable, the Contractor must provide evidence of completion to the Contracting Officer’s Representative (COR). Upon acceptance by the COR, the Contractor shall submit an invoice for the amount of fee associated with the deliverable(s).

B.6. OTHER DIRECT COSTS, LEVEL OF EFFORT, AND FIXED FEE UNDER CLIN

(a) The estimated cost of CLIN 0002 includes estimates for materials, equipment, subcontracts, travel, and training required for performance of the total amount of work that can be ordered by the Government under this CLIN during the life of the contract.

(b) In performing Government orders for Technical Assistance under this CLIN, the Contractor will provide up to a maximum of 3,000 professional/technical person-days for the entire life of the project.

Page | 5

(c) The total estimated cost and fixed fee will be established in the individual Government issued Task Orders and shall not exceed the amount set forth in section B.3(b). The contract type and fee for each Task Order shall be negotiated and will be based on the nature of the work and associated risks.

B.7. INDIRECT COSTS

(a) FAR 52.216-7 “Allowable Cost and Payment (Jun 2013” specifies that the indirect cost rates shall be established for each of the Contractor’s accounting periods which apply to this contract. Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period % 1/ 1/ 1/ % 2/ 2/ 2/ % 3/ 3/ 3/

1/Base of Application:

Type of Rate:

Period:

2/Base of Application:

Type of Rate:

Period:

3/Base of Application:

Type of Rate:

Period:

(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.

B.8. COST REIMBURSABLE

The U.S. dollar costs allowable will 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,” FAR 52.232-20, “Limitation of Cost,” and FAR 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

B.9. CANCELLATION PROCEDURES

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 2 -5 of the contract.

Page | 6

Cancellation Ceiling:

This hybrid contract contains a CPFF completion type portion where the Contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment”. Therefore, the Contractor is expected not to incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2. Therefore, the cancellation cost for each cancellation date is [TBD – to be filled in at the time of award].

Cancellation Dates

Total Cost Fixed Fee Total CPFF Cumulative

CPFF

Contract Year 2 Contract Year 3 Contract Year 4 Contract Year 5

[END OF SECTION B]

Page | 7

SECTION C – DESCRIPTION/PERFORMANCE WORK STATEMENT

[Contents of this Section shall be derived from the Contractor’s proposed Performance Work Statement (PWS)].

Refer to Attachment J.1 for the Statement of Objectives (SOO), which includes the purpose, background, scope, objectives, and desired outcomes.

[END OF SECTION C]

Page | 8

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 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 BRANDING STRATEGY

The Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” which can be found at https://www.usaid.gov/ads/policy/300/320; and USAID “Graphics Standards Manual” available at http://www.usaid.gov/branding, or any successor branding policy.

The Branding Strategy for this contract is as follows:

Objective: To provide prospective Offerors with areas to be addressed in the development of the Safe Water Branding and Marking Plans so as to deliver the message that the assistance is “from the American People”.

Activity name: The name of the activity is “Safe Water.” In every public event or document and in discussions with the Government of the Philippines and other counterparts from the private sector and civil society, the Contractor shall identify the activity as the “Safe Water Project” on each reference.

Branding: The branding strategy will incorporate the message that the assistance is “From the American People”, and is sponsored by USAID. USAID policy is to require exclusive branding and marking in all its direct contracts.

Positioning: Publicity materials and communications shall clearly reflect the notion that this activity is provided by the American People through USAID with close collaboration and support of the Government of the Philippines. No other organizations will be acknowledged publicly in https://www.usaid.gov/ads/policy/300/320

Page | 9 connection with Safe Water.

Visibility: USAID seeks a very high level of visibility through USAID‐branded public events, high‐level visits, community awareness and training activities, and media coverage. The Contractor may propose activities to be exempted from this requirement, and will be subject to the Contracting Officer’s Representative’s concurrence and Contracting Officer’s approval.

Anticipated Elements of the Branding and Marking Plan: Deliverables to be marked include products, equipment and inputs delivered; places where activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs and any such events. Studies, reports, publications, Web sites, and all informational and promotional products not authored, reviewed, or edited by USAID must contain a provision substantially as follows:

“This study/report/Web site (specify) is made possible by the support of the American People through the United States Agency for International Development (USAID.) The contents of this (specify) are the sole responsibility of (name of organization) and do not necessarily reflect the views of USAID or the United States Government.”

Approval Procedures: In carrying out the approved Branding and Marking Plans, the Contractor shall seek approval from the COR for all public and media documents, speeches, and event preparation forms at least three (3) weeks prior to the implementation date of the subject activity.

Specific waivers of branding implementation and marking require Contracting Officer’s prior written approval.

[END OF SECTION D]

Page | 10

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 (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-3 52.246-5

INSPECTION OF SUPPLIES – COST REIMBURSEMENT

INSPECTION OF SERVICES – COST-REIMBURSEMENT

MAY 2001

APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at:

Environment Office USAID/Philippines Annex 2 Building, U.S. Embassy 1201 Roxas Boulevard, 1000 Ermita Manila, Philippines or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted.

The 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.

[END OF SECTION E]

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

Page | 11

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 provision’s full text may be accessed electronically at this address:

http://www.acquisition.gov/far

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER ALTERNATE I AUG 1984

F.2 PERIOD OF PERFORMANCE

The estimated period of performance for this contract is five years from the effective date of the award.

F.3 PLACE OF PERFORMANCE

The place of performance is Philippines.

F.4 KEY PERSONNEL

(a) The key personnel that the Contractor must furnish for the performance of this contract are as follows:

Position Title Name

Chief of Party [To be filled in at the time of award] Deputy Chief of Party [To be filled in at the time of award] Resource Mobilization Specialist [To be filled in at the time of award] Water Supply & Sanitation Specialist [To be filled in at the time of award] Water Resource Management Specialist [To be filled in at the time of award]

(b) The key personnel identified above are considered essential to the work being performed under this contract. The Contractor must remain responsible for providing such key personnel for full-time performance for the term of this contract unless otherwise agreed to by the Contracting Officer.

(c) Failure to provide the key personnel designated above may be considered non-performance unless such failure is beyond the control, and through no fault or negligence, of the Contractor.

http://www.acquisition.gov/far

Page | 12

(d) The Contractor must immediately notify the Contracting Officer and the COR of any key personnel’s departure and the reasons thereof.

(e) The Contractor must take steps to immediately rectify this situation and will propose a substitute candidate for each vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program.

(f) The Contractor must not replace any of the key personnel without advance written consent of the Contracting Officer or his designee.

(g) USAID reserves the right to adjust the level of key personnel during the performance of this contract.

(h) The descriptions of the major responsibilities and qualification requirements for the key personnel are the following:

Chief of Party

The Chief of Party (COP) shall be an employee of the prime Contractor.

Responsibilities: At a minimum, the COP shall be responsible for the following:

• Responsible for the overall project management

• Responsible for setting the overall strategic direction and framework under which the project will be implemented

• Will work closely with beneficiaries, government counterparts, and other stakeholders advising on project activities

• Will be the primary in-country liaison with USAID, host government counterparts, the private sector, donor community and other stakeholders

Required Qualifications:

• Master’s degree in natural resource management, environmental science and/or policy, water and sanitation engineering, public finance, public administration, or related fields;

• Minimum of 10 years of progressively responsible experience and expertise on water security issues;

• Has extensive and substantive experience working with counterparts at various levels of government, as well as with non-government organizations in managing international development assistance projects; and

• Strong technical expertise, superb management and relationship building skills, and exceptional writing and communications skills in English.

Deputy Chief of Party

Responsibilities: [To be proposed by the Offeror]

Required Qualifications:

• Bachelor’s degree and seven years of relevant, progressively responsible experience;

• Proven track record of implementing and/or managing projects focusing on water supply

Page | 13 and sanitation and/or natural resource management;

• Possesses a combination of technical familiarity and management skills that spans the subject areas covered by the project and in-depth experience in the areas of disaster risk reduction, climate change adaptation, and/or resilience

• Has the requisite experience to: a) effectively backstop and reinforce the other long and short-term specialists and b) ensure that the project focus remains on achieving results;

• Possesses superior project management skills to manage the day-to-day operations of the project and report directly to USAID; and

• A Filipino citizen

Resource Mobilization Specialist [To be proposed by the Offeror]

Responsibilities: [To be proposed by the Offeror]

Required Qualifications:

• Master’s degree in finance, development economics, business administration, civil engineering, environmental science, natural resource management, or relevant field;

• Has at least five years of relevant, progressively responsible experience in infrastructure finance or resource mobilization in the water supply, sanitation, and environment sectors in the Philippines or countries with similar contexts;

• Has: a) an in-depth understanding of Philippine finance policy, challenges and opportunities; and b) extensive and substantive experience in promoting collaboration as well as building or facilitating partnerships with public and private sectors; and

• A Filipino citizen

Senior Technical Advisors [To be proposed by the Offeror]

Responsibilities: [To be proposed by the Offeror]

Required Qualifications:

• Master’s degree in natural resource management, environmental science and/or policy, water and sanitation engineering, hydrology, or related fields;

• Minimum of 10 years of progressively responsible experience and expertise working on local and/or international projects similar in scope and scale as Safe Water;

• Has proven ability to develop new ideas and find solutions for water security challenges as well as have excellent ability to work with counterparts at various levels of government, water utilities, as well as with various partners (e.g. NGOs, communities); and

• A Filipino citizen

F.5 AUTHORIZED WORK DAY/ WORK WEEK

No overtime or premium pay is authorized under this contract. The Contractor is authorized up to a six-day workweek for short-term consultants in the field with no premium pay. Any other authorizations for extended work day/week of other personnel will need to be sought in a formal written request to the COR.

Page | 14

F.6 PERFORMANCE STANDARDS

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

Evaluation of the Contractor’s performance will be conducted in accordance with the Contractor’s overall performance toward achievement of objectives in Section C, and provision of deliverables in Section F and the Contractor’s compliance with all other terms and conditions of the contract.

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

a) Technical (Quality of products and services)

b) Cost Control

c) Schedule/Timeliness

d) Management or business relations

e) Small business contracting (as applicable)

f) Others (as applicable) (e.g. late payments 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)

During the period of performance, the COR will conduct periodic performance reviews to monitor the progress of work, determine if programmatic adjustments or adaptations were conducted, and if the required results are achieved. 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.

F.7 MANAGEMENT OF CONTRACT

The Contractor will provide the management necessary to complete all the requirements of this contract, including cost and quality control, within the period of performance.

All work under this contract must be completed within the period of performance. The following contract management processes and reporting will be required. All reports indicated below must be submitted to USAID in English language. The following processes and reporting may be amended or changed as agreed upon by the COR and Contractor. Specifically, the following may be amended by the COR in consultation with the Contractor based on the annual reporting guidance by USAID.

Page | 15

• Start-up. Within thirty (30) calendar days of the contract’s effective date, the COR and the Contractor will meet to review the requirements of the contract in order to plan for the first three months of implementation which includes: (1) establishing a project office in Manila, Philippines;

and (2) staffing plans. As part of start-up, the COR and the Contractor will review and discuss the Contractor’s draft first year work plan, and draft monitoring, evaluation and learning plan prior to their final submission.

• Work plans. The contractor will provide yearly work plans that detail the work to be accomplished during the upcoming year.

• Monitoring, Evaluation & Learning (MEL) Plan. The Contractor’s performance will be monitored and evaluated based on the MEL Plan, the principal tool for assessing the achievement of the project’s objectives, results and deliverables.

• USAID and contractor management meetings: The COR and Contractor will organize a meeting schedule that will focus on routine administration of the Contract (which includes fiscal management and procurement administration as well as identification and resolution of implementation issues during the course of the Contract period). The completion of meeting minutes will be the responsibility of the Contractor and will include a summary of key decisions made between USAID and the Contractor and follow up actions required. The meeting minutes will be submitted to the COR within two calendar days after the conclusion of each monthly meeting. The Contract and COR will agree on meeting minutes format. These meeting minutes will be part of the official USAID management files for the Contract. Depending on the issues or subjects to be discussed at any of the weekly meetings, meeting participants may vary. The location of the meeting will be determined by the Contractor and COR and may vary throughout the life of the Contract.

• Outreach, reports and analyses: The Contractor will articulate a plan for outreach, dissemination and collaborative learning about the results (outputs and outcomes) of the project/activity, performance improvements, and lessons learned. Over the course of the project, USAID will have occasional unanticipated and changing needs for reports or analyses related to project progress, funding, and implementation that go beyond the routine reports prescribed in other parts of the contract. The Contractor must respond promptly to these requests, as communicated through the COR.

• Success Stories: The Contractor will submit success story/ies on people level impact of the Safe Water activity and related items of interest to the COR. Both COR and Contractor will determine frequency of submission. Success stories will follow the standard USAID format and will be accompanied by photographs with captions.

• Other public relations requirements: The Contractor will be required, on an as needed basis, to arrange project implementation site visits (including all related technical documents) for site visits by high-ranking USG delegations (i.e. the U.S. Ambassador, Congressional Delegations, USAID senior management). The Contractor will also provide assistance in obtaining services of communications/public relations specialists and writers who may be needed to prepare press releases, news articles and other outreach documents as needed. The COR will provide the formats for supporting documentation and timelines for submission in advance. The COR and USAID’s outreach team/representatives will work in collaboration with the Contractor’s designated public

Page | 16 relations representative. The Contractor will develop and maintain an official electronic library of all public relations materials, photos, and other related documents (i.e. major media news releases in Philippine periodicals) for use by both the Contractor and USAID. Upon completion of the Contract, the complete electronic library will be turned over to USAID for official filing and archiving.

• Coordination. Periodic coordinating meetings are planned which will involve both the US Government and various project implementers. Under the supervision of USAID, the Contractor will be expected to participate and contribute to these coordination meetings as needed.

• Meeting with host government officials: In the course of implementing the project, the Contractor may be interacting with officials from various agencies and levels of the Government. Regular interactions with government officials at the working level (e.g. local-level government or national- level government official at the working-level such as office/unit director or the equivalent) must be reported as part of regular progress reports. If higher level host government officials (e.g., Bureau Chief or Agency/Ministry Head) invite the Contractor for a meeting, the COR must be informed of these requests in advance of the meetings and be given the opportunity to attend or to designate an official on behalf of the US Government. In no case will the Contractor initiate a request for a meeting with a national-level host government officials without the COR’s concurrence.

F.8 DELIVERABLES (To be inserted in the award after completion of negotiations)

F.9 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to providing the services described in the PWS, and requirements as set forth in AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit to the COR reports, plans, and other documents as listed below. All reports must be submitted electronically.

Report/Deliverable Due Date Distribution Co-design Planning Workshop

To be conducted for the purpose of developing the Year 1 work plan – Due date to be agreed by the Contractor and the COR.

COR

Year 1 Work Plan (covers period from award through September 30, 2019)

Final Year 1 work plan – Within 60 calendar days after contract effective date. Year 1 work plan will include a Rapid Mobilization Plan

COR

Subsequent Annual Work Plans

45 calendar days prior to start of subsequent year of implementation

COR

Monitoring, Evaluation & Learning Plan

Final – Within 75 calendar days after contract effective date

COR, USAID

M&E Specialist

Branding and Marking Plan Final – Within 45 calendar days after contract effective date

COR, USAID

DOC Specialist, CO

Quarterly Performance Report

Within 30 calendar days after end of each USG fiscal quarter. The last quarterly report of the reporting year will be replaced by an annual report that summarizes the entire year’s accomplishments

COR, CO

Page | 17

Quarterly Financial Reports No later than the 20th day of the third month of the quarter (i.e., March, June, September, and December) covering the period through the end of that particular quarter

COR, CO, USAID

Controller

Consultants’ Reports No later than 10 calendar days after completion of services

COR

Commodity Inventory and Tracking Report

First Report – no later than the first quarter of the following year.

Subsequent reports – annually or anniversary month

COR, CO

Report on Foreign Taxes Annually, no later than April 16, for the immediately preceding one year period ending March 31

COR, USAID

Controller

Closeout and Property Disposition Plan

6 months before contract completion date COR, CO

Final Performance Report Draft report – 30 calendar days after completion of contract Final report – 90 calendar days after completion of contract

COR, CO, DEC

Final Financial Report Draft report – 30 calendar days after completion of contract Final report – 90 calendar days after completion of contract

COR, CO, USAID

Controller

Co-design Planning Workshop. Co-design is an integral part of the Safe Water activity.

Following execution of the award, the Contractor shall develop the activity’s first year work plan through a multi-stakeholder co-design planning workshop. The Contractor shall be responsible for coordinating and hosting this conference, in consultation with USAID.

USAID Automated Directive System (ADS) 201.6 defines co-creation as “a design approach that brings people together to collectively produce a mutually valued outcome, using a participatory process that assumes some degree of shared power and decision-making.” By involving local organizations, the private sector, traditional USAID implementing partners, local experts, host country government officials, and other international donors during the co-creation process, co-creation can greatly enhance opportunities for increasing local ownership of USAID programming.

Moreover, co-creation can also lower the programmatic risk that USAID will not achieve the intended results, because the activity design and implementation will be informed by engagement with a broader array of stakeholders. USAID envisages an open, creative back-and-forth process with external experts and implementers to:

• build a strong evidence-analysis rooted in multiple and diverse perspectives and expertise;

• promote multiple viewpoints that will help to identify parameters, prioritize focus areas, or identify opportunities for system collaboration;

• validate and solicit feedback and strong support from multiple stakeholders;

• better understand local context, needs, constraints and encourage local communities to act accordingly; and

• approach development through a more inclusive, collaborative, creative, and open process.

Work Plans. The work plan is a key document for contract performance that will detail the work

Page | 18 to be accomplished during the upcoming year. The scope and format of the annual work plan shall be agreed to between the COR and the Contractor, with the first year’s work plan due no later than sixty (60) calendar days after contract effective date. The first year work plan shall include a Rapid Mobilization Plan that provides activities for the critical first 90 calendar days of the contract.

Annual work plans thereafter are due forty-five (45) calendar days prior to the start of the following implementation year.

During contract performance, the work plan shall be updated, as required, subject to COR approval. Contracting Officer’s approval of work plan updates will be required if the proposed changes impact on the use of available contract funds. It is anticipated that USAID Mission staff will review the work plan updates in order to provide comments thereon and to recommend changes, if any.

Such comments and changes, however, if accepted by the Contractor, will not constitute a change from the terms of the contract. Work plans must describe the activities and interventions required to meet the contract results, including:

• Proposed interventions, accomplishments and progress towards achieving results for the given year;

• Corresponding schedule for implementation of activities;

• Description and estimate of amounts of short-term technical assistance, training, and other support resources that would be required to provide the assistance proposed;

• Detailed budget for implementation;

• Annual Communication and Outreach Plan and Outreach Calendar (listing description of events, expected attendance from local government officials, whether media is present);

and information on how interventions will be implemented in a collaborative and coordinated manner with partners and other entities;

• Information on how interventions will be implemented in a collaborative and coordinated manner with partners and other entities;

• The Activity’s environmental mitigation and monitoring plan (EMMP) in the initial work plan, and adjustments in subsequent work plans

The work plans are intended to be working documents for the use of the Contractor and the COR.

Much of the information may be presented in tabular format and there is no expectation of widespread dissemination.

As part of its initial work plan, and all annual work plans thereafter, the Contractor in collaboration with the COR and the Mission Environmental Officer or Bureau Environmental Officer, as appropriate, will review all planned and ongoing activities under this contract to determine if they are within the scope of the approved Regulation 216 environmental documentation. If the Contractor plans any new activities outside the scope of the approved Regulation 216 environmental documentation, it must prepare an amendment to the documentation for USAID review and approval. No such new activities will be undertaken prior to receiving written USAID approval of environmental documentation amendments. Any ongoing activities found to be outside the scope of the approved Regulation 216 environmental documentation will be halted until an amendment to the documentation is submitted and written approval is received from USAID.

Monitoring, Evaluation, and Learning (MEL) Plan. The Monitoring, Evaluation & Learning

Page | 19

(MEL) Plan will identify the indicators that the Contractor must report to USAID to track progress, describe how the Contractor will evaluate the performance of the project, and the ways in which the contractor will incorporate learning from the project into implementation. The final MEL Plan must be submitted within 75 calendar days after contract effective date and/or before major implementation actions are underway.

At the minimum, the MEL Plan must have the following:

1. A description of the Contractor’s established management system within which the USAID/Safe Water MEL Plan will operate – the management system refers to:

• Organization-wide policies and procedures for monitoring and their relation to the particular MEL Plan.

• Organizational staffing/expertise, roles, and responsibilities and how these are to be used in the particular MEL Plan, including the role of subcontractors.

• Automated and other methods used to gather, store, process, summarize, analyze, and/or report performance data.

• Procedures for regular communication with USAID regarding the status of monitoring activities, including early notification of problems.

• Means of addressing a discovered lack of progress or success. Procedures will focus on learning from mistakes, analyzing them, and ascertaining the reasons for missteps.

2. Information about all activities to be monitored under the M&E Plan – the listing of activities must be provided in a logical framework which:

• Links activities to contract results—both those dictated by USAID in the contract and lower level or complementary results contained in the Contractor’s technical approach.

• Describes assumptions being made about the relationship of the activity to the contract result.

• Identifies the indicators against which progress is to be measured

• Sets the baseline data, and the quarterly/annual target for every indicator

• Describes the methods/tools/techniques to be used for monitoring. Methods for monitoring vary according to what it is being monitored. Some activities can be observed easily and costs and outputs can be measured against the original targets and timetable. Other activities are less easy to monitor in terms of quantitative achievements, especially such intangible effects as awareness and empowerment and their direct links to program interventions. Indirect or proxy indicators may have to be identified, even if these cannot be verified. By considering these factors at the planning stage, expected results can be kept realistic and cost-effective and the Contractor can recognize that not all available and useful indicators are ‘objectively verifiable.

• Provides an illustrative schedule for discrete monitoring activities tied to the overall project work plan.

3. Gender Consideration. To the greatest extent possible, the Contractor will include both men and women in all aspects of this program including participation and leadership in e.g., meetings, training, etc. The Contractor must collect, analyze and submit to USAID sex- disaggregated data and proposed actions that will address any identified gender-related issues. To ensure that USAID assistance makes the maximum optimal contribution to gender equality, performance

Page | 20 management systems and evaluations must include gender-sensitive indicators and sex-disaggregated data when the technical analyses supporting the Contract demonstrates that:

● The different roles and status of women and men affect the activities to be undertaken; and

● The anticipated results of the work would affect women and men differently.

The MEL Plan must include key evaluation questions that will guide the understanding and interpretation of results in line with USAID Evaluation Policy. Under USAID’s new Evaluation Policy, the implementing partner is primarily responsible for monitoring and ongoing evaluations (typically formative and mid-term evaluations) that inform management decisions by assessing whether projects are being implemented as planned, reaching targeted groups, and achieving expected outputs and outcomes. However, the primary responsibility for summative and other third-party evaluations that assess the overall performance and results from the project/activity rests with USAID and will not be funded under this Contract. While the implementing partner will provide supporting data and analysis, such evaluations will be designed, implemented and separately contracted (where contract support is needed) by the Mission to assure objectivity and rigor.

Where projects or activities are implemented in particular locations, the M&E Plan must include a discussion on ways to map and track the type of intervention by project component and fund use.

The Contractor is encouraged to collaborate with relevant stakeholders in monitoring efforts to assure that monitoring and evaluation systems are as cost-effective as possible.

During contract performance, the MEL Plan shall be updated, as necessary, and is subject to COR approval.

Branding and Marking Plan must meet the requirements included in Section D. The Contractor’s Branding and Marking Plan shall be finalized and submitted for Contracting Officer’s approval not later than 45 days after contract effective date. The Contractor shall follow the approved plan during implementation of this contract unless a waiver is requested and approved by the Contracting Officer. Guidance on applying waivers can be found in USAID Automated Directives System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” (https://www.usaid.gov/ads/policy/300/320).

Quarterly Performance Reports must meet the requirements included in the contract schedule and provisions. The following detailed structure/format must be used:

• Executive Summary – This section is a narrative summary of overall achievements against planned achievements and a brief description of any realized or potential performance challenges. Achievements must be quantified against all principal and collateral contract targets/indicators wherever possible, leaving detailed analysis for later sections.

• Correlation to the MEL Plan – In this section, the Contractor must describe how the progress being reported was monitored. This description will reference the MEL Plan methods used during the reporting period. If the MEL Plan was not strictly followed, the Contractor must provide a rationale for not doing so.

https://www.usaid.gov/ads/policy/300/320

Page | 21

• Result by result analysis – This section will provide detailed analysis of the results summarized above as well as additional narrative regarding the achievements and challenges.

The Contractor shall promptly notify the Contracting Officer, with copy to the COR, of any problems, delays or adverse conditions which materially impair the Contractor’s ability to meet the requirements of the contract.

Quarterly Financial Reports. The Contractor must submit to the COR and the Controller every quarter a financial report consisting of a pipeline analysis that includes the following:

• Current contract budget;

• Actual costs incurred to-date;

• Projected expenditures through the end of the current quarter and the expiration date of the contract;

• Remaining funds under the contract;

• Level of Effort expenditures to-date per staff member.

Reports which indicate that expenditures are less or more than anticipated will be supported with a rationale detailing the probable cause(s). Reports which indicate that expenditures are more than anticipated must also include a plan for ensuring that the performance of the result will be met within the estimated award budget for that result. This section does not obviate requirements elsewhere in the Contract for notifying USAID regarding obligation balances and potential Contract overruns.

The report must be submitted no later than the 20th of March, June, September and December of each year, covering the period through the end of the reporting quarter.

Consultants Reports. Within ten (10) calendar days after completion of the services of all short-term consultants, the Contractor shall submit to the COR a report summarizing the activities, accomplishments, and recommendations of the consultant. The report can be either in written or verbal form as approved by the COR.

Commodity Inventory and Tracking Report. No later than the first quarter of the second year, the Contractor must submit to the COR a report containing an inventory of all commodities purchased for the DELIVER project activities. Subsequent reports must be submitted annually or during contract anniversary month.

Report on Foreign Taxes. No later than April 16 of each year, for the immediately preceding one year period ending March 31, the Contractor must send the originals of the reports directly to the COR and to the USAID Controller (aidmnlrfsc@usaid.gov) a report on actual foreign tax payments incurred for the coverage period of the report.

Close-out and Property Disposition Plan. No later than six (6) months prior to contract completion, the Contractor must develop and submit to the COR for approval a closeout plan (administration, information, finance, procurement and management) that will include, but will not be limited to, the following:

1. Dates for final delivery of all goods and services for subcontracts;

mailto:aidmnlrfsc@usaid.gov

Page | 22

2. A property disposition plan for the Contractor and subcontractor(s) in accordance with contract requirements, which must be approved by the Contracting Officer;

3. Review of contract files for audit purposes and final billing to USAID;

4. A schedule to address office leases, bank accounts, utilities, cell phones, personnel notification, outstanding travel and social payments, household shipments, vehicle; phone subscriptions, etc.;

5. Receipt of all final invoices and contract performance reports;

6. Report on the estimated amount of funds not required for the completion of the contract;

7. Report on compliance with all local labor laws, tax clearances, and other appropriate compliance matters.

Final Performance Report. Thirty (30) calendar days prior to the contract completion date, the Contractor must deliver a draft final report to the COR for comments. The report will:

1. Summarize accomplishments;

2. Contain an overall description of all activities during the period of the contract, and the significance of these activities to the attainment of Project Objective;

3. Describe the methods of work used;

4. Provide comments or recommendations where follow-up work could reinforce and further consolidate achieved under the contract; and

5. Contain a financial report that describes in detail how contract funds were utilized.

The final report is due no later than ninety (90) calendar days after contract completion date.

F.10 LANGUAGE OF REPORTS AND OTHER OUTPUTS

All reports and other outputs must be in the English language, unless otherwise specified by the

COR.

F.11 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (SEP 2013)

(a) Contract Reports and Information/Intellectual Products.

(1) Within thirty (30) calendar days of obtaining the contracting officer representative's approval, the contractor must submit to USAID's Development Experience Clearinghouse (DEC) one copy each of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results and experience. These reports include: Assessments, evaluations, studies, technical and periodic reports, annual and final reports, and development experience documents (defined as documents that:

(i) Describe the planning, design, implementation, evaluation, and results of development assistance; and

(ii) Are generated during the life cycle of development assistance programs or activities. The contractor must also submit copies of information products including training materials, publications, videos and other intellectual deliverable materials required under the Contract Schedule. The following information is not to be submitted:

Page | 23

(A) Time-sensitive materials such as newsletters, brochures or bulletins.

(B) The contractor's information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information.

(2) Within thirty (30) calendar days after completion of the contract, the contractor must submit to the DEC any reports that have not been previously submitted and an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause.

(b) Submission requirements. The contractor must review the DEC Web site for the most up-to-date submission instructions, including the DEC address for paper submissions, the document formatting and the types of documents to be submitted. The submission instructions can be found at: https://dec.usaid.gov.

(1) Standards. (i) Material must not include financially sensitive information or personally identifiable information (PII) such as social security numbers, home addresses and dates of birth.

Such information must be removed prior to submission.

(ii) All submissions must conform to current USAID branding requirements.

(iii) Contract reports and information/intellectual products can be submitted in either electronic (preferred) or paper form. Electronic documentation must comply with Section 508 of the Rehabilitation Act of 1973.

(iv) The electronic submissions must consist of only one electronic file, which comprises the complete and final equivalent of the paper copy.

(v) Electronic documents must be in one of the National Archives and Records Administration (NARA)-approved formats as described in NARA guidelines related to the transfer of permanent

E-records. (See http://www.archives.gov/records-mgmt/initiatives/transfer-to-nara.html).

(2) Essential bibliographic information. Descriptive information is required for all contractor products submitted. The title page of all reports and information products must include the contract number(s), contractor name(s), name of the USAID contracting officer's representative, the publication or issuance date of the document, document title, (if non-English, provide an English translation of the title), author name(s), and development objective or activity title (if non-English, provide a translation) and associated number, and language of the document (if non-English). In addition, all hard copy materials submitted in accordance with this clause must have, attached as a separate cover sheet, the name, organization, address, telephone number, fax number, and internet address of the submitting party.

[END OF SECTION F]

Page | 24

SECTION G – CONTRACT ADMINISTRATION DATA

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

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The COR is the authorized representative of the Government to approve vouchers under this contract.