AMENDMENT 2 PIMMELA RFP NO. 72049223R00001.pdf

Solicitation Issuance Date : November 23, 2022

Amendment 02 Issuance Date : January 13, 2023

Deadline for Receipt of Questions : December 9, 2022, at 0600H, Philippine Standard Time (PST)

Deadline for Receipt of Proposals : January 27, 2023 at 1500H (PST)

SUBJECT : Request for Proposal (RFP) No. 72049223R00001 Philippines, Pacific Islands and Mongolia Monitoring, Evaluation and Learning Activity (PIMMELA)

To All Prospective Offerors:

The United States Agency for International Development, through its Mission in the Philippines (USAID/Philippines) seeks proposals from qualified organizations interested in providing technical services for the activity as described in Section C of the attached solicitation. The applicable geographic code for this procurement is 937. The North American Industry Classification System (NAICS) code is 541611.

USAID/Philippines anticipates awarding cost-plus-fixed fee (CPFF) completion type contract as a result of this solicitation. The estimated period of performance is three (3) years, with one option year, subject to the availability of funds and satisfactory performance. The total estimated cost of the entire award is at a maximum of $24.9 million. Offerors must propose realistic and reasonable costs for the work described in their proposal. USAID encourages the most efficient and effective approach for achieving the expected results.

This procurement will be conducted under a full-and-open competition procedure for which the Federal Acquisition Regulation (FAR) Part 15 procedures for contracting by negotiation will apply. USAID Philippines encourages the participation, to the maximum extent possible, of small business concerns, either as prime contractor or as a subcontractor. USAID Philippines also encourages proposals that include partnerships of teams - prime contractor or subcontractor - with international or local partners.

Exclusive partnerships should not be required.

Offerors must submit all questions and requests for clarification concerning this solicitation electronically by the due date and time indicated above to manila-roaa-rfp@usaid.gov (copy furnish inarag@usaid,gov) with subject line”Questions on PIMMELA RFP submitted by (name of organization)” by deadline for questions indicated at the top of this page . If USAID receives substantive questions that affect the solicitation or necessitates changes to the closing date, time, or other aspects of the RFP, USAID will amend this solicitation. The RFP amendments will be issued and posted on Federal Business Opportunities, the Government-wide point of entry (GPE), located at https://www.sam.gov/. Offerors are strongly encouraged to check the SAM.gov website specifically USAID contract opportunity no periodically as acknowledgement of any such amendments is required to accompany the offeror’s mailto:manila-roaa-rfp@usaid.gov https://www.sam.gov/

USAID/Philippines RFP No. 72049219R00009

Amendment 02 proposal. When submitting questions and requests for clarification regarding this RFP, please state the specific RFP page and section.

It remains the offeror’s responsibility to ensure that it has downloaded and received the RFP in its entirety, including subsequent solicitation amendments, if any. USAID/Philippines bears no responsibility for data errors resulting from download, transmission, or conversion processes. Furthermore, offerors are advised to read the solicitation carefully. Block 12 of Standard Form (SF)-33 of this RFP requires that offers remain valid for 180 calendar days from the closing date.

Offerors are also instructed to pay careful attention to RFP Section K – “Representations, Certifications and Other Statements of Offerors.” Offerors must comply with FAR 52.204-7, the System for Award Management (SAM), by registering and completing the annual representations and certifications electronically at https://www.sam.gov/portal/public/SAM/. No award may be made to an offeror who is not registered and active in SAM.

USAID is not obligated to award a contract by the issuance of this solicitation. Neither is USAID committed to pay for any costs incurred by offerors in the preparation and submission of a technical proposal or in participation in oral presentation. Award will be subject to funds availability following the proper completion of required USAID internal processes and other internal USAID approvals.

Sincerely, Jennifer L. Crow Supervisory Contracting Officer Regional Office of Acquisition & Assistance http://www.sam.gov/portal/public/SAM/

RFP No. 72049219R00009

USAID/Philippines PIMMELA Activity RFP No. 72049223R00001

TABLE OF CONTENTS

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS 8

B.1. PURPOSE 8

B.2. CONTRACT TYPE 8

B.3. ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT 8

B. 4 FIXED FEE (CPFF) 9

B.5 INDIRECT COSTS 9

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND FINAL

REIMBURSEMENT FOR INDIRECT COSTS 9

B.7 CANCELLATION CEILING 10

B.8 COST REIMBURSABLE 10

SECTION C- STATEMENT OF WORK 12

C.1 TITLE OF PROGRAM 12

C.2 SUMMARY STATEMENT 12

C.3. BACKGROUND 12

C.4 OBJECTIVES 13

C.5 SCOPE OF WORK 14

SECTION D—PACKAGING AND MARKING 30

D.1 AIDAR 752.7009 MARKING (JAN 1993) 30

D.2 BRANDING AND MARKING POLICY 30

D.3 BRANDING STRATEGY 30

D.4 APPROVAL OF CONTRACTOR BRANDING IMPLEMENTATION AND 31

MARKING PLAN 31

D.5 SOCIAL MEDIA AND ONLINE OUTREACH 33

D.6 AIDAR 752.7034 ACKNOWLEDGMENT AND DISCLAIMER (DEC 1991) 33

SECTION E – INSPECTION AND ACCEPTANCE 34

E.1 NOTICE LISTING FAR SOLICITATION PROVISION INCORPORATED BY REFERENCE 34

E.2 INSPECTION AND ACCEPTANCE 34

SECTION F - DELIVERIES OR PERFORMANCE 35

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 35

F.2 PERIOD OF PERFORMANCE 35

F.3 PLACE OF PERFORMANCE 35

F.4 AUTHORIZED WORKDAY AND WORKWEEK 36

F.5 KEY PERSONNEL 36

F.6 REPORTS AND DELIVERABLES 40

F.8 DELIVERABLES SCHEDULE 47

F.9 LANGUAGE OF REPORTS AND OTHER OUTPUTS 48

F.10 AIDAR 752.7005, SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEPT 2013) (Class Deviation OAA-DEV-13-01c) 48

SECTION G—CONTRACT ADMINISTRATION DATA 51

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) 51

G.2 CONTRACTING OFFICER’S AUTHORITY 52

G.3 ADMINISTRATIVE CONTRACTING OFFICE 52

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 53

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 53

G.6 ACCEPTANCE AND APPROVAL 55

G.7 INVOICES 55

G.8 PAYING OFFICE 55

G.9 CONTRACTOR’S PRIMARY POINT OF CONTACT 55

G.10 ACCOUNTING AND APPROPRIATION DATA 55

SECTION H – SPECIAL CONTRACT REQUIREMENTS 57

H.1 LANGUAGE REQUIREMENTS 57

H.2 GOVERNMENT FURNISHED FACILITIES OR PROPERTY 57

H.3 TITLE TO PROPERTY 57

H.4 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY 57

H.5 DISCLOSURE OF INFORMATION 57

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

ARRANGEMENTS 58

H.7 AIDAR 752.7007- PERSONNEL COMPENSATION (JUL 2007) 58

H.8 ADDITIONAL PERSONNEL COMPENSATION REQUIREMENTS 58

H.9 AIDAR 752.222-70 USAID Disability Policy (DEC 2004) 61

H.10 INSURANCE AND SERVICES 62

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

REQUIREMENTS FOR PRIVATELY OWNED VEHICLES 63

H.12 TRAVEL 63

H.13 AUTHORIZED GEOGRAPHIC CODE 63

H.14 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) 63

H.15 REQUESTS FOR CONSENT TO SUBCONTRACT 64

H.16 PRESS RELATIONS 64

H.17 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JUNE

2012) 65

H.18 EXECUTIVE ORDER 13224 – EXECUTIVE ORDER ON TERRORIST FINANCING 65

H.19 ENVIRONMENTAL COMPLIANCE 65

H.20. ADS 302.3.5.5 REPORTING OF FOREIGN TAXES (July 2007) 66

H.21 ADS 302.3.5.9 NONDISCRIMINATION (JUNE 2012) 67

H.22 ADS 302.3.5.21 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JULY 2014) 68

H.23 ADS 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCTOBER 2014) 68

H.24 HOST COUNTRY SALARY SUPPLEMENT (ADS 302.3.3 (d) (2) (viii) & (AIDAR 752.231-71 and

AIDAR 731.205-71)) 70

H.25 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997) 70

H.26 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) 71

H.27 HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12) (ADS 302.3.5.13) 71

H.28 STANDARDS OF CONDUCT -- IMPROPER BUSINESS PRACTICES 71

H.29 MANAGEMENT OF INFORMATION TECHNOLOGY RESOURCES 72

H.30 USAID IMPLEMENTATION OF SECTION 508 OF THE REHABILITATION ACT OF 1973

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

TECHNOLOGY ACCESSIBILITY 73

H.31 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE 2008) (AAPD 08- 01) 73

H.32 ELECTRONIC PAYMENTS SYSTEM (PEB No. 2014-16) 74

PART II – CONTRACT CLAUSES 76

SECTION I – CONTRACT CLAUSES 76

I.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 76

I.2 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 76

I.3 USAID ACQUISITION REGULATION (AIDAR 48 CFR CHAPTER 7) CLAUSES 84

PART III—LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS 88

SECTION J—LIST OF EXHIBITS AND ATTACHMENTS 88

J.1 INITIAL ENVIRONMENTAL EXAMINATION 88

J.2 PAST PERFORMANCE TEMPLATE 88

J.3 LOCAL COMPENSATION PLANS 88

PART IV – REPRESENTATIONS AND INSTRUCTIONS 89

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER 89

STATEMENTS OF OFFERORS 89

K.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 89

K.2 FAR 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (AUG 2020) 94

K.3 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018) 97

K.4 FAR 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS (OCT 2018) 98

K.5 FAR 52.209-11 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX

LIABILITY OR A FELONY CRIMINAL CONVICTION (FEB 2016) 99

K.6 FAR 52.222.22 – PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999) 100

K.7 FAR 52.222.25 – AFFIRMATIVE ACTION COMPLIANCE (APR 1984) 101

K.8 FAR 52.222.52 – EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT LABOR

STANDARDS TO CONTRACTS FOR CERTAIN SERVICES (MAY 2014) 101

K.9 FAR 52.222-56 – CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE

PLAN (OCT 2020) 102

K.10 FAR 52.230-1 – COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (JUN

2020) 103

K.11 FAR 52.230-7 – PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE CHANGES (APR

2005) 106

K.12 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS 107

K.13 AUTHORIZED NEGOTIATORS 107

K.14 SIGNATURE 107

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS 108

L.1. NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY 108

REFERENCE 108

L.2 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY TEXT 108

L.3 GENERAL INSTRUCTIONS TO OFFERORS 109

L.4 SUBMISSION/DELIVERY INSTRUCTIONS 111

L.5 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 112

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL 119

L.7 INSTRUCTIONS FOR THE PREPARATION OF BRANDING AND MARKING PLANS 126

L.8 REPRESENTATION REGARDING COVERED TELECOMMUNICATIONS EQUIPMENT AND

SERVICES 127

L.9 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND EQUIPMENT

(December 2021) 127

L.10 GOVERNMENT OBLIGATION 129

SECTION M - EVALUATION FACTORS FOR AWARD 130

M.1 GENERAL INFORMATION 130

M.2 EVALUATION CRITERIA 130

M.3 COST PROPOSAL EVALUATION 132

M.5 SOURCE SELECTION 133

M.6 CONTRACTING WITH SMALL BUSINESS CONCERNS AND DISADVANTAGED 134

ENTERPRISES 134

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1. PURPOSE

The purpose of this contract is to provide the services described in Section C – Statement of Work.

B.2. CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion-type contract. 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.

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

a. The following budget sets forth the estimates for individual line items of cost:

Items CLIN 1: Base Period (Year 1-3)

CLIN 2: Option Year

Total

Program Costs TBD TBD TBD

Travel TBD TBD TBD

Subcontracts TBD TBD TBD

Total Direct Costs TBD TBD TBD

Indirect Cost TBD TBD TBD

Fixed Fee TBD TBD TBD

Total Federal Funding

TBD TBD TBD

b. The total estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is $TBF. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any is $TBD.

c. The total estimated ceiling cost of BASE - CLIN 1 is $TBD; inclusive of the fixed fee, is

$TBD.

d. The total estimated ceiling cost of OPTION 1- CLIN 2 is $TBD; inclusive of the fixed fee, is $TBD.

B. 4 FIXED FEE (CPFF)

Pursuant to FAR 16.306(d), the fixed fee payable shall be based on completion of the deliverables described in Sections C and F of this contract and in accordance with the approved Fee Schedule below.

Milestones/Outcomes Due Date Percentage Fee Amount ($)

TBD TBD TBD TBD

TBD TBD TBD TBD

TBD TBD TBD TBD

TBD TBD TBD TBD

Upon successful achievement of the deliverable, the Contractor shall provide evidence of the achievement to the Contracting Officer’s Representative (COR). Upon acceptance and approval by the COR, the Contractor shall submit a proper invoice for the amount of the fee associated with the deliverable.

B.5 INDIRECT COSTS

FAR 52.216-7 “Allowable Cost and Payment” 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 contractor’s current NICRA rates.

NOTE: The Contractor is allowed to recover applicable indirect costs (i.e., Overhead, G&A, etc.) on Other Direct Costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA). Indirect costs shall not be allowed for local organizations unless they have an approved NICRA issued by USAID/Philippines or USAID/Washington. Without an approved NICRA, all costs for local organizations shall be budgeted and billed as direct cost.

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND

FINAL REIMBURSEMENT FOR INDIRECT COSTS

a. The Contractor will make no changes in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

b. Reimbursement for indirect costs must be at the lower of the negotiated final (or predetermined) rates or the following ceiling rates:

Description 2023 2024 2025 2026

TBD TBD% TBD% TBD% TBD%

c. The government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

d. This advance understanding shall not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs require the prior written approval of the Contracting Officer.

B.7 CANCELLATION CEILING

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 -4 of the contract.

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 canceled in accordance with FAR FAR 52.216-7. Therefore, the cancellation cost for each cancelation date is (TBD

- to filled in at the time of the award)

Cancellation Date

Total Cost Fixed Fee Total CPFF Cumulative

CPFF

Contract Year 2

Contract Year 3

Contract Year 4*

*Subject to the exercise of Option Year

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 (AUG 2018)”, FAR §52.232-20, “Limitation of Cost (APR 1984)”, and FAR §52.232-22, “Limitation of Funds (APR 1984)”, if applicable, and AIDAR 752.7003, “Documentation for Payment.”

[END OF SECTION B]

SECTION C- STATEMENT OF WORK

C.1 TITLE OF PROGRAM

The title of this program is the USAID “Philippines, Pacific Islands and Mongolia Monitoring, Evaluation and Learning Activity (PIMMELA)” activity.

C.2 SUMMARY STATEMENT

The USAID Mission in the Philippines seeks monitoring, evaluation, and learning (MEL) support services across its geographic area of coverage, which includes 12 Pacific Island countries and Mongolia.

C.3. BACKGROUND

USAID/Philippines’ FY 2021 budget was $124 million in FY 2021. USAID supports programs that bolster human rights and strengthen civil society; promote economic governance, transparency, and digital connectivity; address public health concerns, including COVID-19, tuberculosis, HIV/AIDS and adolescent pregnancy; improve the quality of education; and confront climate change and biodiversity conservation. USAID has approximately 150 staff based in Manila.

In addition to the USAID Mission in Manila, USAID/Philippines currently has eight offices led by Senior Development Advisors (SDA) in Mongolia, and the Pacific Islands countries of Papua New Guinea (PNG), Federated States of Micronesia (FSM), Fiji, Republic of the Marshall Islands (RMI) and Solomon Islands (SI). The SDAs report to the Deputy Mission Director for the Pacific Islands and Mongolia, who is based in Manila.

The Contractor will work closely with Manila staff, field staff in the Pacific Islands and Mongolia, A/CORs, implementing partners and relevant stakeholders to implement activities.

The contract will be managed in the Manila Mission’s Program Office, which has an ambitious MEL agenda across the Mission’s area of coverage.

Philippines Context

USAID activities in the Philippines are implemented country wide. Manila staff, both American and local, serve as A/CORs and activity managers for these activities. There are four technical offices: Environment, Education, Health, and Economic Development and Democratic Governance. There are approximately 40 A/CORs spread among these offices. Currently, there are approximately 40 active awards. More information may be found here:

https://www.usaid.gov/philippines/our-work.

https://www.usaid.gov/philippines/our-work

Pacific Islands Background

The Pacific region is characterized by its wide geographical expanse, increasing importance to U.S. foreign policy interests, and a wide range of USAID programming across the democracy and governance, economic growth, environment, and health sectors. USAID’s Pacific Islands funding in FY 2021 was $25 million.

USAID/Philippines programs are implemented in a combination of 12 Pacific Island (PI) countries: Federated States of Micronesia (FSM), Fiji, Kiribati, Nauru, Palau, Papua New Guinea (PNG), Republic of the Marshall Islands (RMI), Samoa, Solomon Islands, Tonga, Tuvalu, and Vanuatu.

USAID has limited presence offices led by Senior Development Advisors (SDAs) or Country Coordinators (CCs) in the following countries: Papua New Guinea (PNG), Solomon Islands, Fiji, Palau, FSM, and RMI. The PNG and Fiji offices have Deputy SDAs, and locally employed staff with an anticipated expanded presence over the next three years.

The contractor will provide services region-wide.

More information about USAID programming in the Pacific Islands region may be found here:

https://www.usaid.gov/pacific-islands.

Mongolia Background

In 2019, Mongolia’s strategic importance to the USG’s Indo Pacific Strategy (IPV) resulted in a revitalization of USAID activities in Mongolia. Mongolia is characterized by its extreme continental climate, varied geography, and the lowest population density on earth. USAID operates an office in Ulaanbaatar, staffed by a Senior Development Advisor, a Deputy Senior Development Advisor, and locally employed staff. USAID’s Mongolia annual funding varies between $3 million and $6 million annually.

The contractor will provide services wherever activities are implemented in Mongolia.

More information about USAID programming in Mongolia may be found here:

https://www.usaid.gov/mongolia.

C.4 OBJECTIVES

USAID/Philippines, Pacific Islands and Mongolia (hereinafter referred to as USAID/Philippines or “the Mission”) is committed to the key principles and practices that foster a results‐oriented culture. Toward this end, the Contractor will work collaboratively with the Mission’s staff and its implementing partners (IPs) to provide fast, flexible, robust and rigorous monitoring, evaluation and related support under a single integrated umbrella contract. In addition, the activity will support assistance for USAID programmatic objectives as needed for capacity building. The Contractor will neither replace nor substitute for: (1) the monitoring and evaluation responsibilities as well as other related inherently governmental functions of the https://www.usaid.gov/pacific-islands https://www.usaid.gov/mongolia

Agreement/Contracting Officer’s Representatives (A/CORs) and other Mission staff concerned, and (2) the contractual obligations of the various Implementing Partners (IPs) of USAID/Philippines.

The Contractor will fulfill its Monitoring, Evaluation, Research, Reporting, Learning, Analysis and Adapting (MERRLAA) obligations as mandated in Automated Directives System (ADS) 201 Program Cycle Operational Policy (and any future updates thereof). Evaluations under this Contract must meet the standards of USAID’s Evaluation Policy (https://www.usaid.gov/evaluation/policy).

C.5 SCOPE OF WORK

The Contractor must provide all necessary services to meet the purpose of this Activity. The Contractor will use flexible and adaptable systems and work plans to manage unanticipated changes. Should new MERRLAA priorities arise during the course of this contract, the Contractor will recognize and adhere to the adjustment of tasks in line with the overall PRM contract Statement of Work. The Contractor is required, to the extent practicable, to partner with local institutions, host government entities, and consultants in the Philippines, the Pacific Islands and Mongolia and with U.S. small businesses in completing the monitoring and evaluation assistance tasks outlined under this contract. Overall, under the scope of this contract, taking technical directions from the PIMMELA COR for this contract, and collaborating closely with DO teams, IPs, and stakeholders to carry out contractual requirements, the Contractor will perform the tasks under the following four components within the context of USAID/Philippines.

The Mission’s Office of Health has specific MERRLAA requirements which are detailed in each component.

Component 1: Performance Management Data Collection, Reporting and Analysis Component 2: Third Party Monitoring and Verification Services Component Component 3: Evaluation and Research Services Component 4: Collaboration Learning and Adaptive Services (CLA) Component 5: Office of Health Monitoring, Evaluation, Reporting, Research, Learning and Analysis (MERRLAA) Services

C.5.1 Component 1: Performance Management Data Collection, Reporting and Analysis

Contractor support is required for increased reporting burdens, requiring systematic compilation, tracking, and analyses of performance results at the strategy, Agency priority and activity levels.

Specific reporting may be related to the region’s Performance Management Plan (PMP), Performance Plan and Reports (PPRs), Indo Pacific Strategy, COVID, Private Sector Engagement, Gender and other Agency-required reporting, as well as reporting that may be required by host governments and other stakeholders. The Contractor will support the Mission in more systematically analyzing the results of its programming across activities, development objectives, thematic foci, and technical sectors, among others, to be able to better understand and communicate the impact of USAID programming in the region.

https://www.usaid.gov/evaluation/policy

The Contractor will assist USAID in moving away from “counting heads and people trained” to measuring the outcomes and results of its activities and overall programming in the region that may require collecting data that are outside the traditional USAID input-output indicators. The contractor will be instrumental in reviewing, developing, and proposing measurement systems for A/CORs and IPs to measure, analyze and report the performance and results of their activities.

C.5.1.1 Performance Management Support Services

The Missions plans, at the strategy, project, and activity levels, to measure progress toward achieving results. Working in close collaboration with the Office of Program Resources Management (PRM), the Contractor will support the Mission in managing performance results across the Mission portfolio. This support includes identifying approaches to strengthen results measurement, support for the development, review and updating of strategy-level PMPs and their corresponding results framework (RF) for each of the Philippines, Pacific Islands and Mongolia portfolios, and supporting the Mission in undertaking more systematic and holistic analyses of overall performance and results, which will be communicated clearly, adequately, appropriately and in a timely manner to different stakeholder groups.

Performance management is a responsibility of USAID Mission staff. The Contractor will not assume direct responsibility for any tasks and/or functions that are deemed inherently governmental or otherwise perform functions that are the purview of PRM, Technical Offices or CORs/AORs. Rather, working in close collaboration with PRM, the Contractor will provide targeted performance management support to enable USAID staff to more successfully fulfill their performance management responsibilities.

C.5.1.1.1 Strengthening results measurement: The Contractor, working in collaboration with PRM and serving in an expert advisory role, will provide advice as requested on strengthening the measurement of key results in the Mission’s portfolio. This Contract will serve as a vehicle to provide the Program, Technical and Field Offices with performance management assistance linked to the USAID program cycle.

Recommended measurement approaches should consider effectiveness, efficiency, technical merit, sustainability, and existing/anticipated management burden, among others, in the choice of a particular approach.

Illustrative Tasks:

Indicator Development

● Assist activity design teams and technical offices as needed to develop strategy‐ and activity‐ level indicators and performance targets, which will eventually feed into the Mission’s PMPs and activity design documents.

● Identify appropriate output and outcome measurements, particularly indicators, for higher level results, and/or suggest proxy indicators;

● Develop Performance Indicator Reference Sheets for higher level indicators, including Context Indicator Reference Sheets;

● Support baseline data collection for higher level indicators (Intermediate Results level and above), including context indicators;

● Support the Mission in analyzing and determining the rationale and reasonableness of targets;

● Conduct data quality assessments (DQAs) for higher level performance indicators, and provide auxiliary support to A/CORs and IPs in the conduct of activity level DQAs

● Provide guidance to the Mission on strengthening the integration of appropriate inclusive development measurements, including LGBTQI, the disabled, and gender-specific and gender-sensitive measurements in the portfolio;

● Recommend and analyze gender-sensitive indicators, socio-economic indicators, earmark indicators, and inclusive development analytics, to include gender, LGBTQI+, indigenous persons, youth, Private Sector Engagement and other cross cutting priorities for the Mission and the Agency.

Performance Results Analysis

● Analyze performance results on a quarterly and annual basis, at the technical office, DO, country office and Mission-wide level, and provide recommendations to improve USAID’s ability to measure and communicate these results. Use simulation models to estimate the Mission’s performance in select or priority areas.

● Consistent with the new ADS 201 requirement, support PRM in setting up the Beneficiary Feedback structure at the Mission-level that will actively seek inputs from beneficiaries and stakeholders on ways that USAID can increase the effectiveness and relevance of its assistance. The results of this Beneficiary Feedback will feed into the analyses of USAID’s performance at the activity and strategic levels.

● In the course of undertaking analysis, the Contractor will identify limitations and gaps in the Mission’s ability to sufficiently understand performance and results in a particular DO, sector, or office;

● Conduct spatial analysis using data from USAID and other sources, producing different maps and other related knowledge products for use in programming, and maintaining and updating Geo/Meta databases for use by USAID and its partners, in support of all components.

● Conduct periodic rigorous analyses of performance indicator data, including, but not limited to, discovering patterns, aggregating results, for instance, across activities, sectors, officers and DOs, on a quarterly and annual basis at the activity, sector, country, strategic, and other levels and communicate results.

● Develop managerial and detailed dashboards showing results attainment and activity locations, by sector, region, province, municipality, and country;

● Determine programmatic overlap and possible synergies or duplication;

● Incorporate analysis into learning exercises with the Mission, IPs, and/or other stakeholders;

Analyze integration of inclusive development including gender, LGBTQI+, indigenous persons, and youth, along with progress in Private Sector Engagement and other cross cutting priorities for the Mission and the Agency.

Reporting

● Support the Mission in developing or updating strategy-level PMP and learning plans;

● Support the portfolio review process with internal and external stakeholders to include assisting offices with presentations, note taking, and using a knowledge library for tracking of issues, changes in strategy, targets and/or activities;

● Recommend different methods of data collection, such as alternate data sources or undertaking studies to obtain the data;

● Communicate findings to the Mission and provide concrete recommendations, as practical and feasible, as to how these limitations and gaps will be addressed;

● Assist technical office, country office and Mission-wide strategic and performance planning, and portfolio reviews;

● Provide dashboards, infographic and other summary reports on performance by countries, activities, projects, indicators and analytical results to inform CORs, offices, PRM and Mission Management;

● Provide data management and analysis services related to performance results data, in support of activity and Agency reporting, to include the annual Performance Plan Reports (PPR) and other required reporting;

● Assist with set up, maintenance, analysis and report generation of the data in the Development Information Solution (DIS) or other Performance Results Trackers, at the implementing partner, Mission and DO level, for purposes such as quarterly and annual review of results by office, Mission-wide portfolio reviews, PPR compilation and analysis and other reporting exercises.

Capacity Building

● Design globally accepted best practices, protocols, guidance, and standard operating procedures (SOPs) on MERRLAA, which adheres to the operational policy and guidelines under ADS 201, for wide use by Mission staff and IPs.

● Meet the demand to coach, mentor, and/or assist work with DO and technical teams and IPs to complete, improve, and update project and Activity, Monitoring and Evaluation Plans (AMELPs);

● Meet the demand to coach, mentor, and/or assist with project- and activity-level monitoring and evaluation (M&E) and tasks, such as DQAs, AMELP reviews with IPs and indicator development

● Possible educating of Host Country Monitoring, Evaluation and Learning (MEL) specialists and strengthening local MEL capacity, especially among existing, or potential new, and/or a network of MEL firms who conduct work with our IPs.

C.5.1.1.2 Review of Indicators, Project/AMELPs and Data Quality Assessments (DQA): As requested by USAID, the Contractor will review the project- and activity MELPs. The Contractor will provide sector-specific advice to PRM and Technical Offices to strengthen AMELPs.

Illustrative tasks may include:

● Reviewing and providing recommendations on results frameworks or logic models for plausible causal relationships between inputs, outputs, outcomes, and impacts;

● Reviewing and providing recommendations on appropriateness of performance indicators and any other non-performance indicator-based approaches to measure results;

● Reviewing and providing recommendations on required or relevant F/Standard performance indicators to meet the funding (earmark) conditions.

● Reviewing and providing recommendations on inclusion of context indicators, as relevant and appropriate;

● Coordinating and assisting with completion of custom indicator Performance and Context Indicator Reference Sheets (PIRS) have been completed for all performance and context indicators;

● Ensuring baseline, targets and actual values are recorded for all performance indicators and review reasonableness of proposed targets;

● Ensuring appropriate integration of evaluations and assessments in work plans and AMELPs;

● Assessing the integration of a project or activity learning approach in work plans and

AMELPs;

● Ensuring that the learning approach feeds into the development of annual work plans

● Ensuring that AMELPs include Beneficiary Feedback practice as required in ADS 201, and the results of which are weaved in the learning approach, and maximized in the development of the annual work plan.

● Ensuring compliance with USAID performance management policies, guidance, and procedures, and;

● Assist in the compilation and review of partners’ reporting in ARC-GIS and DIS in terms of compliance, timelines and accuracy, and generating reports.

The Contractor will support the Mission in conducting DQAs in the field for its PMP indicators that are not part of project/activity indicators, as well as for project/activity indicators based on COR/AOR requests. This task assists Technical Offices in verifying the quality of the indicator data collected. The goal of the DQA is to ensure that decision makers are fully aware of data strengths and weaknesses and the extent to which data can be trusted when making management decisions and reporting. The major decision point in conducting a DQA is to determine what level of data quality is acceptable, weighing tradeoffs in terms of time and cost of pursuing data.

A DQA verifies the reliability, accuracy, timeliness, precision and integrity of all performance indicator data. A DQA must be conducted at least once every three years for indicators reported in the PPR.

Beyond the Agency guidelines for having effective monitoring and evaluation and meeting IT systems requirements, effective management of foreign assistance increasingly requires managers and policy makers to use enhanced data visualization and smart information management techniques. These tools can be invaluable to analyze voluminous information flows, and make ideas more engaging by data becoming more contextually meaningful for making informed decisions. Performance results for activities implemented in the Philippines are recorded in the DIS. The Pacific Islands and Mongolia may transition from an EXCEL system to the DIS. Currently, location data for activities implemented in the Philippines is stored in a database and uploaded to DIS. However, ARC-GIS is used for mapping and Tableau is used for analysis. The Contractor obtains the necessary software and will hire adequate staff to analyze Mission-wide performance results data and location data.

Regardless of the system in use, illustrative tasks include:

● Support the adoption and use of ARC-GIS mapping database for telling USAID stories;

ensure integration with DIS data and working closely with the USAID GIS systems analyst;

● Develop dashboards showing results attainment and activity locations, by sector, region, province and municipality;

● Analyses of the suitability of potential new activity sites;

● Analyses of current sites;

● Socio-economic indicator analysis using advanced analytical software and methods (such as simulation modeling software),

● Providing evidence of results for learning exercises,

● Conducting beneficiary and other surveys;

● Planning for monitoring, evaluation, or assessments;

● Supporting CLA efforts; and reporting results, among others.

C5.2 Component 2: Third Party Monitoring and Verification Services

The Contractor will develop a comprehensive approach to conducting monitoring, to include third party monitoring (TPM), third party data verification (TPV) and performance results Reporting services for all activities covering the expansiveness of the entire Philippines, Pacific Islands region and Mongolia. The Contractor must abide by strict data security protocols, appropriate data handling and collection protocols to be used at all times. The range of field monitoring services expected under this activity fall roughly into the following two categories:

1) TPM and verification/activity oversight and

2) Performance/outcome monitoring and data verification.

TPM and verification/activity oversight services are requested at least once per year for every activity in the portfolio. Performance/outcome monitoring and data verification services are expected on a rolling basis for all activity-level data and twice annually for each Agency-required annual report (PPR, IPS, or other special reports), and the Mission PMPs. These services will aid the Mission’s systematic collection of information about conditions and external factors relevant to the implementation and performance of strategy, projects, and activities. In both cases, the information will form the basis for monitoring efforts for strategy and activities outlined in the Philippines Country Development Cooperation Strategy, the Pacific Islands and Mongolia Strategic Frameworks, other strategy approaches as directed by the Agency, the Pacific Islands and Mongolia Performance Management Plans, activity work plans, AMELPs, along with any weekly, quarterly and annual reports, and COR/AOR or other stakeholder requirements.

Though monitoring is a core responsibility of the A/COR, the geographic expansiveness of the area covered by USAID/Philippines necessitates a TPM/TPV component, as a complement to A/COR on-site monitoring. The oversight, monitoring and reporting services provided under this contract will be independent of and supplemental to that provided by A/CORs and USAID implementing partners.

The contractor will design the protocol for TPM/TPV, which upon approval by the Mission, will provide the operational guidance in the conduct of TPM/TPV. Some important considerations in establishing the protocol may be as follows:

● A TPM/TPV work plan to outline third party monitoring efforts, in conjunction with PRM and CORs/AORs, will define the verification and monitoring needs for each activity, with the minimum established in the PMP, or at least a minimum of at least one semi-annual visit per mechanism to on-the-ground activities, unless otherwise specified in the work plan co-creation.

● If required, all field monitoring tasks would be done in close collaboration with USAID staff and only at the request of the Contracting Officer via the M&E COR. If ordered to do so, the Contractor would be responsible for the recruitment, hiring, and training of third party AMELP monitors. The Contractor will be responsible for hiring staff or consultants directly or sub-contract with a local firm capable of providing such services.

● In the case of TPM and TPV, the activity work plan and AMELP would serve as the basis for monitoring efforts.

● If required, all field monitoring tasks verification/activity oversight would be focused on compliance, implementation progress, quality, accuracy, internal control, and the timeliness and quality of inputs and outputs.

● Performance/outcome monitoring focuses on whether the inputs and outputs are achieving the intended outcomes and impacts.

● The Contractor would be responsible for providing regular and timely monitoring and verification reports to USAID that detail findings and recommendations and provide tracking of such findings, recommendations, and implementing partner and USAID actions on these findings.

● The Contractor must not share monitoring findings directly with implementing partners, unless explicitly requested by USAID, nor will the Contractor provide monitoring-related consultation, guidance or technical direction to USAID partners.

● Monitoring must always be done in accordance with the Do No Harm principle for activity beneficiaries and partners.

● The Contractor must abide by strict data security protocols, appropriate data handling and data collection protocols must be used at all times.

● If any concerns arise about potential risks to beneficiaries, partners, or the third party monitors as a result of monitoring efforts, these must be immediately communicated to this Contract’s COR.

The Contractor must utilize USAID-approved, verifiable, data gathering methods to analyze the quantitative and qualitative data obtained through monitoring activities. In addition, the Contractor is required to build a methodical learning and utilization focus into its monitoring approach. The contractor must include analysis of opportunities to increase efficiency and effectiveness of monitoring approaches.

The Contractor will work with PRM and CORs/AORs to ensure that all data reported to the Agency have been validated with DQAs. The Contractor will assist with the collection and filing of DQAs.

It is expected that the TPM, TPV and the data validation approach implemented by the Contractor under this award must be adaptively managed in response to the changing operating environment and opportunities to continuously improve how USAID does monitoring and oversight in the Philippines, Pacific Islands and Mongolia.

C.5.3 Component 3: Evaluation and Research Services

The contractor will provide the full range of assistance for evaluations, assessments, research, and other studies and surveys. This assistance includes, but not limited to, performing: case studies; performance, impact and other forms evaluations; and other studies as identified like geographic and sectoral assessments, activity-specific assessments and verifications, sectoral surveys, and baseline analyses.

Due to the region’s vastly diverse political, cultural and economic landscape, the contractor must be nimble and responsive to quickly respond to and to manage concurrent services outlined above, as requested by the activity’s A/COR, and coordinate with USAID personnel to provide these products and services.

PRM will provide the contractor with an annual evaluation plan to include, at a minimum, evaluation types, purpose, expected users, start/end dates, and an estimated budget. The Mission has averaged six to eight end-of-activity evaluations per year for the past two years. All this information will inform the evaluation Statement of Work (SOW), which the Contractor will design with PRM, and the Technical Office/Operating Unit concerned. The Contractor will provide feedback to PRM on consideration of new evaluations. The Contractor must support all stages of the evaluation process in a timely manner, from STTA personnel recruitment, evaluation planning, design through actual logistics of undertaking evaluations, dissemination of findings, recommendations and follow up, and the conduct of learning events, if deemed necessary. The Contractor will be responsible for maintaining an evaluations tracker, to review and track evaluations findings and share results mission-wide.

The Mission’s structure includes A/CORs located both in Manila and the field, and Activity Managers in the field. The Contractor will nimbly support the design, development and review of evaluation SOW with Activity Managers, Field Offices, technical offices and the Program Office, under the direction of the COR. These evaluations and special studies or assessments may be done at the region, sub-region, country, or at the Strategy, Sector or Activity levels.

For both performance and impact evaluations, the Contractor must be able to support all stages of the evaluation process, from evaluation planning and evaluation implementation to supporting evaluation dissemination and follow-up on evaluation findings and recommendations. The Contractor must be able to adeptly mobilize and support field evaluation teams to conduct specified evaluations. Evaluation team members fielded by the Contractor must have the appropriate methodological and subject matter expertise to conduct high quality evaluations that comply with the standards in the USAID Evaluation Policy (https://www.usaid.gov/evaluation/policy) and ADS 201 guidance on Evaluation. In some cases, particularly for impact evaluations, this may entail subcontracting with institutions or firms with a track record of high-quality quantitative studies. The Contractor must demonstrate acceptable https://www.usaid.gov/evaluation/policy in-house technical, quantitative and analytic capacity to undertake evaluations, and/or the ability to sub-contract with international and local consultants, research firms, or academic institutions with a proven track record of delivering high quality, rigorous impact. In addition to the contractual requirements, CVs for proposed evaluation team members that detail team members’ technical expertise and evaluation qualifications must be shared and approved by USAID in advance.

Beyond USAID evaluation requirements, a number of circumstances could trigger the need for additional evaluations, assessments, or other forms of studies, including (but not limited to):

● Decisions of USAID's senior management;

● Funding changes;

● Adjustments in the Mission's Strategy and Performance Management Plan or options to perform joint evaluations and assessment or studies with like-minded donors, and regional and bilateral stakeholders;

● Monitoring data or informed feedback of beneficiaries and partners suggests implementation problems or unintended consequences/impacts of programming;

● Potential issues around sustainability, cost-effectiveness, and/or programming relevance have been identified;

● Initial activity performance suggests more positive or higher impact than expected, best practices or an optimal technical approach need to be documented and/or opportunities exist for more resources and intervention;

● Questions around the validity of the Theory of Change, logic model, or development hypothesis;

● Provide Mission staff and stakeholders information for decision-making, to understand outcomes, respond to stakeholder queries, or inform the design of follow-on programming.

At the request of USAID, the Contractor will support USAID’s review and development of evaluation statements of work. This support will include working with technical offices to develop and refine evaluation questions; infusing a strong “utilization focus” throughout the evaluation planning process; ensuring the relevance and evaluability of the evaluation questions; reviewing the appropriateness of proposed methods; and flagging issues if proposed resources and level of effort are potentially in conflict with the proposed evaluation design.

C.5.2.1 Performance Evaluations: The Contractor will provide high quality performance evaluation services for activities included in the annual evaluation plan. The Contractor, in collaboration with USAID, will be involved through the evaluation life cycle, including consulting on evaluation SOWs, fielding evaluation teams and implementing evaluations, and post-evaluation dissemination and follow-up. While most evaluations will be at the activity/award-level, the Contractor will support evaluations at the project and strategy levels, as well as meta-evaluations and ex-post evaluations. The Contractor must be able to design and implement performance evaluations that rigorously employ a range of quantitative, qualitative, and mixed methods approaches that can yield credible before-after comparisons and/or make credible assertions about the contribution of USAID programming to particular development outcomes.

C.5.2.2 Impact Evaluations: The Contractor will provide high quality impact evaluation services, including the design of impact evaluations using experimental (i.e. randomized control trial) and quasi-experimental (e.g., propensity score matching, regression discontinuity) methods, as included in the annual evaluation plan. The Mission foresees no more than two impact evaluations during the course of this contract, though teams may request additional impact evaluations due to changing business needs. ADS 201.3.6.4 (Section on Types of Evaluation) is succinct in emphasizing two key considerations in the conduct of a rigorous, high quality impact evaluation, namely: attribution and counterfactual. The Contractor must, therefore, be able to demonstrate acceptable in-house technical, quantitative and analytic capacity to undertake impact evaluations, and/or the ability to sub-contract with and to provide technical/managerial oversight to international and local consultants, research firms, or academic institutions with a proven track record of delivering high quality, rigorous impact evaluations, including in challenging environments. Unless otherwise justified, all impact evaluations will have a qualitative component to give richer understanding and context to the findings observed.

The Contractor will provide guidance and support to PRM and…