72051420R00009.pdf

Date Issued: December 30, 2019 Questions Due Date: January 17, 2020 – 15:00 Bogota Time (LT) Past Performance Information Due Date: February 26, 2020 – 15:00 LT Proposal Due Date: February 28, 2020 – 15:00 LT

Subject: Request for Task Order Proposals (RFTOP) No. 72051420R00009, USAID’s Responsive Governance Activity – Programa Nuestra Tierra Próspera de

USAID

Reference: USAID/W “Public Financial Management II (PFM II)” Indefinite Delivery Indefinite Quantity (IDIQ) Contract.

The United States Government – represented by the United States Agency for International Development (USAID)/Colombia – is seeking task order proposals from current holders of an active contract under the PFM II IDIQ, to provide services to support the Government of Colombia (GOC) in its commitments on Responsive Governance Activity, as described in the attached Request for Task Order Proposals (RFTOP).

The Authorized Principal Geographic Code for this solicitation is 937 – Default. North American Industry Classification System (NAICS) Code for this solicitation is 541990 – All Other Professional, Scientific and Technical Services.

USAID anticipates awarding a single Cost Plus Fixed Fee (CPFF) Completion Task Order under the Indefinite Delivery, Indefinite Quantity Contract (IDIQ) contract referenced above. Please refer to Section L for information regarding proposal requirements.

Section L of the RFTOP sets forth all instructions for the preparation and submission of required proposal contents. Section M states the criteria by which proposals will be evaluated. Oral explanations or instructions given before award of the contract will not be binding and will not constitute a formal amendment of the RFP.

Proposals received after the closing time will be subject to the late proposal guidance at FAR

15.208 – Submission, Modification, Revision and Withdrawal of Proposals

Important Note: In accordance with Section L.6 – Delivery Instructions, prospective offerors must submit Past Performance Information by the date noted above. Offerors whose Past

RFP NO. 72051420R00009 USAID’S RESPONSIVE GOVERNANCE ACTIVITY

TABLE OF CONTENTS

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

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

B.4 INDIRECT COSTS (DEC 1997)

B.5 COSTS REIMBURSABLE

B.6 PAYMENT OF FIXED FEE

B.7 GRANTS UNDER CONTRACT (GUC)

B.8 MULTI-YEAR CONTRACT AND CANCELLATION CEILING

SECTION C – DESCRIPTION/ SPECIFICATIONS/ PERFORMANCE WORK

STATEMENT (PWS)

SECTION D – PACKAGING AND MARKING

D.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 12

D.2 BRANDING AND MARKING POLICY

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 13

E.2 INSPECTION AND ACCEPTANCE

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 14

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 PERFORMANCE EVALUATION

F.6 AUTHORIZED WORKDAY/WEEK

F.7 REPORTS AND DELIVERABLES

F.7.1 REPORTS AND PLANS

F.8 KEY AND NON-KEY PERSONNEL

F.8.1 CHIEF OF PARTY

F.8.2 DEPUTY CHIEF OF PARTY

F.8.3 KEY PERSONNEL POSITION 3 (TBD)

F.9 LANGUAGE OF REPORTS AND OTHER OUTPUTS

F.10 OTHER REPORTS

F.11 FIXED FEE

F.11.1 FIXED FEE PAYMENT SCHEDULE

F.11.2 FEE PAYMENT

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 29

G.2 TASK ORDER CONTRACTING OFFICER (TOCO)

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

G.4 OFFEROR’S PRIMARY POINT OF CONTACT

G.5 OFFEROR’S PAYMENT ADDRESS

G.6 ACCEPTANCE AND APPROVAL

G.7 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.8 PAYING OFFICE

G.9 ACCOUNTING AND APPROPRIATION DATA

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 33

H.2 AUTHORIZED GEOGRAPHIC CODE

H.3 ENVIRONMENTAL COMPLIANCE

H.4 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

H.5 NOTICE OF EXCLUSION OF MEDICAL EVACUATION COVERAGE

H.6 WAIVERS FOR THIRD COUNTRY AND LOCAL NATIONALS

H.7 EMPLOYEE COMPENSATION LIMITATIONS UNDER THE CONTRACT AND

SUBCONTRACTS

H.8 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.9 TRANSITION OF KNOWLEDGE, SKILLS AND ABILITIES

H.10 EXCHANGE VISITORS AND TRAINING

H.11 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.12 INHERENTLY GOVERNMENTAL AND CLOSELY ASSOCIATED FUNCTIONS38

H.13 PERFORMANCE MANAGEMENT INFORMATION SYSTEM

H.14 PRESS RELATIONS

H.15 REQUESTS FOR CONSENT TO SUBCONTRACT

H.16 SUBCONTRACTING PLAN

H.17 EXECUTIVE ORDER ON TERRORISM FINANCING

H.18 SECURITY CONDITIONS

H.19 LIFE SUPPORT AND SECURITY SERVICES

H.20 TITLE TO AND CARE OF PROPERTY

H.21 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION

TECHNOLOGY RESOURCES

H.22 USAID LEGAL AND POLICY CONSIDERATIONS

H.23 USAID/COLOMBIA COMMUNICATIONS AND OUTREACH REQUIREMENTS 43

H.24 EXPATRIATE PERSONNEL

SECTION I – APPLICABLE CLAUSES

I.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 45

I.2. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 45

SECTION J – ATTACHMENTS, EXHIBITS AND OTHER DOCUMENTS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS

K.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 47

K.2 KEY INDIVIDUAL CERTIFICATION NARCOTICS OFFENSES AND DRUG

TRAFFICKING

K.3 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE

PLAN 47

K.4 SIGNATURE

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

RESPONDENTS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

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

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

L.4 GENERAL INSTRUCTIONS

L.5 PROPOSAL PREPARATION AND DELIVERY INSTRUCTIONS

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

– VOLUME I

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL . 58

L.8 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL – VOLUME

II 60

SECTION M - EVALUATION FACTORS FOR AWARD

M.1. GENERAL INFORMATION

M.2. TECHNICAL EVALUATION (SEE Section L.7)

M.2.1. PERFOMANCE WORK STATMENT (ORAL PRESENTATION AND WRITTEN

(PWS) See Section L.7.C)

M.2.2. MANAGEMENT APPROACH AND CAPABILITY (ORAL PRESENTATION

AND WRITTEN MANAGEMENT APPROACH, See Section L.7.4) M.2.3. PAST PERFORMANCE (See Section L.6.3)

M.3. COST EVALUATION (SEE Section L.8)

M.4. DISCUSSIONS

M.5. SOURCE SELECTION

ATTACHMENTS AND OTHER DOCUMENTS

ATTACHMENT 1 – STATEMENT OF OBJECTIVES

ATTACHMENT 2 – PAST PERFORMANCE INFORMATION

ATTACHMENT 3 – BRANDING STRATEGY

ATTACHMENT 4 – BRANDING IMPLEMENTATION PLAN AND MARKING PLAN .. 79

ATTACHMENT 5 – BUDGET TEMPLATE

ATTACHMENT 6 – GENDER ANALYSIS MATRIX

ATTACHMENT 7 - U.S MISSION COLOMBIA LOCAL COMPENSATION PLAN SALARY

RANGES

ATTACHMENT 8 – INITIAL ENVIRONMENTAL EVALUATION LAC-IEE-19-49 ETD 89

ATTACHMENT 9 – ATTACHMENT, EXHIBITS AND OTHER DOCUMENTS

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this Task Order (TO) is to provide services that fall within the Performance Work Statement (PWS) specified in Section C below.

B.2 CONTRACT TYPE

This is a Cost-plus-Fixed-Fee (CPFF) Completion TO.

For the consideration set forth in the TO, the Offeror must provide the deliverables or outputs described in Section C and comply with all TO requirements.

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

The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is [TBD]. The fixed fee, if any, is [TBD]. The estimated Cost Plus Fixed Fee, if any, is

[TBD].

Within the estimated CPFF (if any) specified in the paragraph above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Offeror (and payment of fee, if any) for performance hereunder is [TBD]. The Offeror must not exceed the aforesaid obligated amount.

Funds obligated hereunder are anticipated to be sufficient through [TBD].

The following is the Budget summary for this activity:

Description Total ($)

Activity Costs………………………....... [TBD]

Non-construction sub activities……… Grants under Contract…………… Total Activity Fund…………………….

[TBD]

[TBD]

[TBD]

Total Estimated Cost…………………… [TBD]

Fixed-Fee………………………………. [TBD]

Total Estimated Cost Plus Fixed Fee [TBD]

The inclusion of any costs in the budgets above does not obviate the requirement for prior approval by the Task Order Contracting Officer (TOCO) of cost items designated as requiring prior approval by any of the terms and conditions of this TO, including the applicable cost principles (see FAR § 52.216-07, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the TOCO of any item of cost, unless specifically stated elsewhere in this TO. The Offeror will not bill any amounts against this TO in excess of the amounts specified for each line item.

B.4 INDIRECT COSTS (DEC 1997)

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

[TBD upon award]

B.5 COSTS 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.6 PAYMENT OF FIXED FEE

USAID will pay a proportion of the Offeror’s fixed fee pursuant to FAR § 52.216-8, “Fixed Fee,” upon the receipt of an invoice deemed proper by the Office of Financial Management (USAID/Colombia/FMO).

Pursuant to FAR 16.306(d), payment of fixed fee will be based on completion of the deliverables described in Section F.11, subject to inspection and acceptance by USAID as specified in Section E, of the same and otherwise in compliance with the terms of the contract. Upon acceptance by USAID and receipt of approval from the TOCO, the Offeror will submit an invoice for the amount of the fee associated with the deliverable.

B.7 GRANTS UNDER CONTRACT (GUC)

Adjustments between the Estimated Cost–Plus-Fixed-Fee and Grants under Contract budget line items are not authorized. The amounts for GUCs must only be used for grants. No indirect costs or fee will be applied to the GUC funds unless specified in terms and conditions of the Offeror’s

NICRA.

B.8 MULTI-YEAR CONTRACT AND CANCELLATION CEILING

This contract is subject to the requirements of FAR 17.106.

a. Performance under this contract during the second and subsequent program years is contingent upon the appropriation of funds. All program years except the first are subject to cancellation. Cancellation must occur by the dates specified below if the TOCO:

1. Notifies the Offeror that funds are not available for contract performance for any subsequent program year, or

2. Fails to notify the Offeror that funds are available for performance of the succeeding program year.

b. Cancellation Ceiling:

In the event that the Government cancels requirements for services in subsequent program years under this contract, the following conditions will apply.

If cancellation under the clause at 52.217-2, “Cancellation under Multi-year Contracts” occurs, the Offeror will be paid a cancellation charge not over the cancellation ceiling defined as follows:

Program Year Cancellation Date Cancellation Ceiling

Year 1: 2020 – 2021 N/A N/A

Year 2: 2021 – 2022 [TBD] [TBD]

Year 3: 2023 – 2024 [TBD] [TBD]

Year 4: 2024 – 2025 [TBD] [TBD]

The Government’s liability for cancellation charges must not exceed [TBD]. This amount will be reduced in accordance with FAR 17.106-1 (c)(1) at the conclusion of each program year as follows:

The cancellation ceiling must be the amount allotted to this contract under the Limitation of Funds clause (FAR 52.232-22(b)) at the time the cancellation notice is issued by the

TOCO.

c. In accordance with the Cancellation under Multi-year Contracts clause, the cancellation charge will cover only:

1. Costs-i Incurred by the Offeror and/or subcontractor;

ii. Reasonably necessary for performance of the contract; and

iii. That would have been equitably amortized over the entire multi-year contract period but, because of the cancellation, are not so amortized; and

2. A reasonable profit or fee on the costs.

[END OF SECTION B]

SECTION C – DESCRIPTION/ SPECIFICATIONS/ PERFORMANCE WORK

STATEMENT (PWS)

(To be submitted by offeror)

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

All clauses from Section D of the PFM II IDIQ flow down as applicable.

D.2 BRANDING AND MARKING POLICY

The cover page of all report deliverables required in Section F must include the USAID Identity (or the name of the Agency written out) prominently displayed, the Contract number (see the cover page of this Contract), Offeror name, name of the responsible USAID office, the publication or issuance date of the document, document title, author name(s), Activity number, and Activity title [USAID “Responsive Governance” Activity]. Descriptive information is required whether Offeror-furnished products are submitted in paper or electronic form. All materials must include the name, organization, address, and telephone/fax/internet number of the person that submitted the materials.

In accordance with provision D.2 of the PFM II IDIQ, and where applicable, the Offeror will 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” at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy as detailed in ADS 320. The Offeror must follow the approved Branding Implementation and Marking Plan incorporated into this Contract as Attachment 4.

[END OF SECTION D]

http://www.usaid.gov/policy/ads/300/320.pdf http://www.usaid.gov/branding

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

All clauses from Section E of the PFM II IDIQ contract flow down as applicable.

E.2 INSPECTION AND ACCEPTANCE

TO inspection and acceptance will be performed in accordance with the PFM II IDIQ. USAID inspection and acceptance of services, reports and other required deliverables or outputs will take place at USAID/Colombia or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The TOCOR has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN

In accordance with Section E.2 of this task order, the deliverables listed in Section F. will be reviewed by the TOCOR, and potentially the TOCO, to ensure the quality of the deliverable is in line with the requirements listed in the description of the deliverable.

USAID/Colombia and the Contractor will co-create a QASP based on the deliverables in section F, the PWS and the AMELP. The first annual work plan (See F.7.1.b) shall include a draft

QASP.

Pursuant to the requirements from section F.4.a, the performance standard for Quality of Product and Service will be co-created in the QASP and actual performance will be evaluated against the standards established in it.

Additionally, the contractor’s quality in providing the services described in the PWS will be inspected by USAID. These inspections will include, but are not limited to, in person review, such as site visits, of the provision of the service or work as described in the annual work plan.

Similarly, USAID will monitor the overall quality of the contractor’s work through the activity monitoring, evaluation learning plan (AMELP). USAID will continuously track the contractor’s performance and their achievement of the overall task order objectives through the indicators and other measurements described in the approved AMELP.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

All clauses from Section F of the PFM II IDIQ flow down as applicable.

F.2 PERIOD OF PERFORMANCE

The estimated period of performance for this task order is four (4) years from the date of award.

F.3 PLACE OF PERFORMANCE

The place of performance is Colombia (514).

F.4 PERFORMANCE STANDARDS

Evaluation of the Offeror's overall performance will be conducted on an annual basis jointly by the TOCOR and the TOCO and will form the basis of the Offeror's permanent performance record with regard to this contract. The following general performance standards will form the basis of the evaluation for the Offeror Performance Assessment Report (CPAR):

a. Quality of Product and Service

b. Schedule

c. Cost Control

d. Management

e. Small Business Utilization

f. Regulatory Compliance

F.5 PERFORMANCE EVALUATION

The Activity is subject to a performance evaluation contracted directly by USAID, fully compliant with the requirements of USAID’s 2016 Evaluation Policy. Offerors must be familiar with the content and requirements of this policy. Moreover, the Offeror is required to cooperate with and facilitate the work of an independent organization that would design and implement the evaluation. The suggested approach includes mixed methods, whereby the information is both quantitative and qualitative to strengthen its findings. USAID encourages the involvement of relevant stakeholders; therefore, the Offeror can be asked to coordinate meetings and provide logistics support in the field. The performance evaluation will take place two and a half years before the Activity’s termination, in order to give the implementing partner, the opportunity to make course corrections if these are relevant. The Offeror will incorporate the findings, conclusions and recommendations into Responsive Governance’s implementation following USAID policy on Collaborating, Learning, and Adapting (CLA) for maximum impact.

F.6 AUTHORIZED WORKDAY/WEEK

No overtime or premium pay is authorized under this task order.

For overseas employees: The work week for the Offeror’s overseas employees must not be less than forty (40) hours and will be scheduled to coincide with the work week of the employees of USAID/Colombia. Holidays taken by Offeror overseas employees may not exceed those of the U.S. Mission in Colombia, as published annually.

https://www.usaid.gov/evaluation

Non-overseas employees: The length of the Offeror’s U.S. non-overseas employee’s workday will be in accordance with the Offeror’s established policies and practices and will not be less than eight (8) hours per day and forty (40) hours per week.

Short-Term Technical Assistance (STTA): STTA personnel are authorized a six (6) day workweek with prior written concurrence of USAID.

F.7 REPORTS AND DELIVERABLES

The Offeror will be responsible for achieving the results outlined in Section C above and for the deliverables associated with each. In addition to those requirements, the following reports, plans, and deliverables or outputs will be submitted to the designated TOCOR. Each of the plans, reports or deliverables will be submitted electronically. Electronic versions of the reports will be submitted using unlocked Microsoft Word, Excel, or Portable Document Format, or Power Point software.

As required by the PFM II IDIQ, all deliverables submitted under this task order, once cleared by the TOCOR, must be provided to the IDIQ COR and the Knowledge Management Specialist within USAID’s Bureau for Economic Growth, Education and Environment (E3). All reports will be in English and plans are subject to written final approval and acceptance by the TOCOR.

The Offeror will be expected to coordinate work plan development with other USAID/Colombia activities, as relevant, including but not limited to USAID/Colombia DRG implementing partners.

The section below provides a schedule of required reports or plans to be submitted.

F.7.1 REPORTS AND PLANS

a. Rapid Mobilization Plan (RMP) The RMP must include a plan for a rapid start-up of activities covering the first 90 days of the contract. The RMP must describe the Offeror’s plan to ensure timely establishment of its office(s). It must also address benchmark technical, management, and logistical (vehicle, office space, etc.) requirements that include planning and schedule for the prompt mobilization of the Task Order Chief of Party (COP) and other key personnel. Expatriate personnel will not travel to Colombia until notified to do so by the TOCO.

Due date: 15 calendar days after contract award.

b. Annual Work Plan (AWP) AWPs are required for the life of the TO. The AWP serves as a detailed guide to program implementation and – once approved – represents an agreement as to the nature and timing of discrete tasks and interventions. The AWP details how the Offeror will use the work plan to effectively achieve the award’s objectives.

The AWPs must include:

1. A presentation of the overall strategy that must be broken down by quarter and by region;

2. A map of actors at the regional and national level identifying the levels of power and interest that each actor has in Activity components;

3. A political analysis of the period of performance and strategies for interaction with the different government counterparts within the political context;

4. A description of measures the Offeror will take to integrate the needs of women and vulnerable populations into all program activities.

5. A description of the principal tasks and activities to be undertaken by the Offeror for the period under each project component, and list of principal counterparts for each activity;

6. A proposed schedule for such activities;

7. A description of the accomplishments expected for each activity or combination of activities and an explanation of how and to what extent those accomplishments through the different components will contribute to achieving the project’s overall targets, benchmarks, and results;

8. A description of steps taken to leave processes, products, and expertise that are position for longevity beyond the life of the project; and

9. An annex with the Fixed Fee Deliverables Matrix in which the Offeror must list the component, Fixed-fee contract deliverable name, the proposed fee percentage, the verification method, the quality standard, the assumptions for the achievement of this deliverable, and the AMEP indicator it contributes to. Include outcomes rather than outputs that show the progress of the implementation of the Activity and how the objectives set forth in the SOO will be achieved.

10. An annex to the first AWP shall include the contractors draft QASP.

The first AWP must cover the major components and overall management of the program including strategies, activities, and actors involved and expected results up to the next USG FY. Through its quarterly technical reports, the Offeror may propose to USAID updates or revisions to the AWP based on changing priorities and conditions.

The first AWP will cover the period from the contract effective date through the end of the next U.S. Fiscal year (i.e. through September 2019). Subsequent AWP’s will cover the Activity from October 1 through September 30. Failure to have an approved AWP in place may be viewed as a failure to comply with essential terms and conditions of the contract. Significant deviations to the approved AWP will require the additional prior written approval of the TOCOR (and may require a revision to the approved AMEL Plan.

Due date: Initial Draft: Due within 60 calendar days after award Final Draft: 10 calendar days after reception of USAID’s comments;

Subsequent AWP: 45 calendar days before the end of each U.S. Fiscal Year (FY)

c. Grants Management Plan

The Offeror is required to submit a Grants Management Plan (GMP) for USAID’s review and approval. A GMP Addendum with specific guidance related to local conditions is also required at the TO level. The GMP and any addenda must follow ADS 302 and ADS 303 in all respects including all relevant rules and regulations.

The Offeror will not award any GUCs under this TO until the GMP Addendum has received written TOCOR concurrence and approval from the TOCO.

Due Date: Within 60 calendar days after award

d. Activity Monitoring, Evaluation, and Learning Plan (AMEL Plan) USAID views overall program performance management as an iterative, collaborative approach in which assessment, planning, and design are continuous processes requiring ongoing rolling analysis and real-time monitoring and evaluation to assure flexibility and responsiveness of the program. The Offeror will be responsible for specific results under the process and will work with USAID to ensure that TO results contribute to higher-level program objectives within the USAID/Colombia strategic framework. The Offeror will support this continuous process through quarterly strategy reviews and an integrated monitoring and evaluation system.

The Offeror is required to have an AMEL Plan capable of tracking and documenting progress against the Activity objectives and results. The AMEL Plan reflects the award progress over the life of the Activity and is a critical tool for planning, managing, documenting, and evaluating performance. The AMEL Plan must be reviewed and validated annually and revised when appropriate in consultation with the TOCOR.

The AMEL Plan must include a full description of how data and information will be collected, analyzed, and used, based on data quality standards referenced in ADS 201.

The Offeror must ensure that the contract’s AMEL Plan focuses not only on quantitative reporting of outputs, but also gathers qualitative information.

The Offeror will provide all performance indicators with its correspondent Performance Indicator Reference Sheet (PIRS) to describe data sources, methodologies, frequency of and people responsible for data collection, as well as baselines for each of the indicators and annual targets.

The Offeror must include for all person indicators, data disaggregated by gender, ethnic group, region, and other categories to be identified by USAID, but also where possible, by vulnerable groups. The AMEL Plan will show how baseline measurements will be established and how the impact of proposed interventions will be assessed.

https://www.usaid.gov/ads/policy/200/201

In addition, the Offeror will fully cooperate with the third-party selected by USAID to do a midterm and final performance evaluation. The midterm performance evaluation will evaluate progress, provide lessons learned and inform USAID and the Offeror of adjustments required to achieve expected results. The final performance evaluation will inform the achievement of results, lessons learned, and best practices. For this purpose, the Offeror will provide the third party evaluator with monitoring and evaluation data collected at baseline and throughout the life of the project.

USAID will perform monitoring of the Activity through periodic site visits, technical meetings with the Offeror to discuss goods and services, and Activity implementation, key stakeholder meetings and interviews, and periodic reports.

Furthermore, the Activity will track performance, output, outcome, and context indicators during implementation. Context indicators will assist in monitoring assumptions and/or risks in the operational context that are outside the Activity’s control and could have a significant effect on Activity outcomes. The Offeror must also include capacity to carry out programmatic mapping of project activities to show impact and help drive strategic project implementation decisions. This system will be documented in writing, and the Offeror is expected to consult with USAID in developing this system

Ultimately, the Offeror, in collaboration with the TOCOR, USAID/Colombia Program Office and/or M&E Specialists, will verify that the proposed indicators are consistent with and meet the data collection needs of USAID’s AMEL Plan and the mission’s Activity Monitoring and Evaluation Plan (AMEP). USAID/Colombia may provide some higher-level indicators at the Project/ Development Objective level, that the Offeror will be required to track to support USAID/Colombia overall evaluation of the Activity’s impact.

The AMEL Plan will include:

1. A Results Framework (RF) or a Logical Framework (LF) that reflect the objectives described in the award;

2. The indicators that will be used to assess progress towards the Activity goal, purpose and sub-purpose; It must include both USAID Standard Foreign Assistance indicators as well as customized indicators developed specifically for the Activity;

3. Monitoring and evaluation structures and functions;

4. Detailed Performance Indicators Reference Sheet (PIRS) for each indicator;

5. Plan for dissemination/sharing and use of M&E data;

6. The sources, method, frequency and limitation of data collection, review, analysis and reporting;

7. Data entry, storage and security plan;

8. The parties responsible for data collection and management;

9. The baseline data or the plan and timeline for gathering the baseline data for each indicator;

10. The estimated cost associated with implementing this AMEL Plan;

11. Annual and tentative life of project targets for each indicator;

12. The Data Quality Assessment (DQA) plan and procedures;

13. An Evaluation Plan, if applicable, and how the internal and/or external evaluation results will be used to inform project implementation (learning and adapting);

14. In order to better represent the results of Activity interventions, in the AMEL

Plan, the Offeror must identify which indicators lend themselves to geographic representation and report accordingly;

15. Coordination with others for monitoring and evaluation tasks (as applicable);

16. Capacity building in monitoring and evaluation (as applicable);

17. Plan for specific reviews, evaluations and studies;

18. Learning activities, including knowledge capture at activity close out; and

19. Annexes to the AMEL Plan may include a schedule for performance monitoring tasks, indicators tracking table, indicator reference sheets, and any additional M&E tools and guidance as relevant to the Activity.

Report in MONITOR - Mission-wide Monitoring Management Information System (MIS) Once the AMEL Plan is approved by the TOCOR, the Offeror must register in USAID/Colombia approved Monitoring and Management Information System (MIS)1. Detailed instructions of the activity and sub-activity information that should be reported will be provided in the contract.

Due Date: Draft AMELP – 60 calendar days after award

Final AMELP – 10 calendar days after USAID comments.

e. Communications and Outreach Plan The Offeror must incorporate a Learning, Knowledge Management and Communication Strategy to build the Activity’s knowledge management and communication efforts.

The Communications and Outreach Plan must explain how the Offeror will create and implement a variety of appropriate outreach and communications tools and platforms for getting this message out to the public and the media. The plan must guide the program’s communication efforts and support the design and production of information materials such as, but not limited to, brochures, videos, fact sheets, infographics, and presentations to communicate activity key messages and results.

The Communications and Outreach Plan must include an in-depth strategic considerations section providing an analysis of the internal and/or external environment, a set of communication objectives, target audiences (both primary and

1 The performance management information system can be either Monitor (www.monitor.net.co), the Development Information solution (DIS) developed by M/CIO, or any other type of performance reporting system that the Mission designates in the kick-off meeting and is established in the AWP.

http://www.monitor.net.co/ secondary), key messages, implementation plan, budget, and evaluation framework.

The Communications and Outreach Plan must align with the Branding Implementation Plan and Marking Plan, and describe how the Offeror will communicate to beneficiaries and stakeholder audiences that the work of this contract is from the American people per the Branding Strategy and USAID Branding Guidelines (see www.usaid.gov/branding).The Offeror will also include a Communications Calendar noting key elements and activities warranting public information and outreach activities.

In order to build USAID’s expertise and connect stakeholders to the latest field findings, best practices and lessons learned, the Offeror will share information with practitioners, the environmental sector, donor organizations, the development community, and key internal actors (e.g. Activity staff, Home office and USAID staff). Also, the Offeror will share this knowledge with external stakeholders (e.g.

policy makers, the GOC, and the general public). In collaboration with other USAID/Colombia activities and USG implementing entities working in the environment sectors, the Offeror may be expected to implement joint outreach activities to highlight joint efforts as an intervention aligned with the SOO.

The TOCOR and USAID’s outreach team/representatives will work in collaboration with the Offeror’s designated person/company for public relations. The Offeror 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 Colombian periodicals) for use by both the Offeror and USAID. Upon completion of the Contract, the complete electronic library will be turned over to USAID for official filing and archiving.

Due Date: Due within 60 calendar days of award and to be updated with each AWP.

f. Quarterly Financial Report

The Offeror will submit quarterly expenditure reports concurrently with the Quarterly Technical Reports. The Quarterly Financial Report must contain a summary page that reflects cumulative spending by line item for both quarter and life of project, followed by a detailed breakdown of all spending under each line category. The financial report will show by component and by line item the cumulative totals for the previous report, the total for the quarter being report upon, the new cumulative total, and the amount remaining to be expended for each line item and for the contract as a whole. The Offeror will provide additional breakdown if needed or requested by

USAID.

Due date: 15 calendar days following the end of each U.S. FY quarter.

g. Quarterly Accruals Report The Offeror must submit a spreadsheet showing cumulative disbursements and estimated (undisbursed) accruals to the TOCOR.

Quarterly Accrual Reports must contain the following information:

1. Total Estimated Cost remaining in the contract;

http://www.usaid.gov/branding

2. Unliquidated balance in the contract;

3. Accrual amount;

4. Estimated Pipeline amount.

Due Date: 20 calendar days before the end of each U.S. Fiscal Year quarter.

h. Quarterly Performance Progress Report

The Offeror will submit brief quarterly performance reports to reflect progress and activities of the preceding quarter. The report must describe the tasks completed in the last quarter relative to what was anticipated by the approved AWP and will assess overall Activity’s impact to date relative to the performance indicator targets.

Reports should be concise and not repeat information or updates contained in previous reports, yet still convey all relevant program activities. Often times, narratives from reports are extracted for use in USAID reports and publications, and therefore need to be developed by implementing partners with this in mind. These reports will summarize progress against the results, benchmarks, and milestones defined in the AWP and must include a description and analysis of results achieved, problems encountered and proposed solutions, planned activities not completed, lessons learned, planned activities for the next quarter, and factors influencing (positively or negatively) the prospects for achievement of program benchmarks and results, as well as reporting on accomplishment within the guiding principles Any failure in regard to progress towards achieving established results, benchmarks, milestones and indicators must be documented and clearly justified.

All performance reports should use the following format:

1. Table of Contents

2. List of Acronyms Acronyms may be listed at the beginning of the report document in lieu of in the narrative. Only list acronyms referenced in the report content.

3. Executive Summary The executive summary should briefly summarize key accomplishments and challenges during the quarter. The summary should be no longer than two (2) pages in length, as more detailed descriptions can be provided in other sections of the report.

4. Introduction and Background A brief introduction summary should provide context to readers that may not be familiar with the project, its history, evolution, and activities or objectives. The introduction and background should be no longer than one (1) page in length.

5. Project Activities A narrative describing project activities for the quarter should be organized by work plan objective, activity, or other work plan structure. Descriptions should include status of project progress and performance, activities completed and not completed, activities planned during the following quarter and any constraints or opportunities, and achievement during the quarter and accumulated at the national level and by regions. Any anticipated or actual delays will also be explained and a plan for corrective actions provided. Any accomplishments and/or difficulties will be described both quantitatively and qualitatively as they relate to the TO.

Once all updates for AWP activities have been given, other activities performed during the reporting period may be described. These activities could include project management or any other relevant matter.

6. Project Specific Performance Indicators Quarterly reports will provide accurate quantitative information on the indicators established in the Task Order and others as agreed upon with the TOCOR.

The quarterly report at the end of each USG FY (year ending September 30) will incorporate a summary report that includes annual cumulative results data and indicators.

7. Status of the implementation of the Gender Strategy, the CLA plan, and the

Communications and Outreach Plan.

8. List of services/deliverables completed in the reporting period

9. Description of any short-term consultants’ progress and observations, identifying any significant issues, and a description of the follow-on interventions

10. Status of budget expenditures, analysis of any cost overruns or high cost units, available funding for the remainder of the activity and any variances from planned expenditures.

11. Identification of problems, delays or adverse conditions that impair the ability to meet the objectives of the award, including a statement of the action taken or contemplated, and any assistance needed to resolve the situation;

12. List of major interventions planned for the next quarter;

13. List of indicators with targets for the next quarter (as relevant);

14. Status of implementing the conditions of the IEE.

15. Success Story USAID publishes a wide variety of material for government and public audiences.

Experience shows that readers understand our programs best when they are explained through stories of project beneficiaries. Therefore, each quarterly report will include a success story that demonstrates the impact that Responsive Governance has had during the reporting period on its beneficiaries. The success story must be submitted as a separate annex for use in the production of online and print content to promote land tenure and property rights issues, programs, and best practices.

Stories should be between 350-500 words and contain direct quotes from project beneficiaries and project staff or local officials. Full names should be provided for any individual quoted or referenced. Stories must also be accompanied by four (4) photographs. To allow for any necessary follow-up by USAID, success stories must be accompanied by the author name, or point of contact, along with their email and phone number.

16. Project Fact Sheet

An update to (or initial creation of) the Activity Brief will be submitted as a separate annex within each quarterly report. Project briefs are two (2) page documents that provide a summary of the project objectives, activities and key results to general audiences. Used as a marketing and informational tool in print and online, briefs contain narrative and graphics.

The text must contain an overview, summary and status of activities/objectives, successes, challenges, and future activities. Graphics should include a minimum of two (2) photos with captions and a text box highlighting significant narrative (or any other appropriate visual element).

17. Media Electronic copies (scans) and web links for any media, such as YouTube videos, blogs, letters to the editors, etc. produced or published under, by, or for project use must be submitted as part of the quarterly report, if applicable.

Other Guidance:

• Capture people and activities as much as possible. Landscape and building shots are not recommended.

• Include a 1-2 sentence caption that describes the activity taking place in the photo.

(Bad Example: A fishpond in the Central African Republic. Good Example:

Fishponds such as this one in Lobaya, Central African Republic help communities reuse exhausted mine pits to produce food and obtain greater economic stability.)

• Contain the photographer’s name and organization, for photo credit purposes.

• Sent as separate files, in .jpeg file format.

18. Project Staff A table containing all home office and in country project staff names and email addresses. New staff and those leaving the project must be designated as such. This list must be maintained diligently, as it will affect access to information sharing platforms. The report must not be longer than 30 pages without the annexes described above.

Due Date: 30 calendar days following the end of each U.S. FY quarter.

i. Annual Performance Progress Report The fourth quarterly performance report must provide a summary of the annual progress and be no more than 30 pages. This annual report may be submitted in lieu of the fourth quarterly technical report. USAID will work with the Offeror during start-up to provide specific guidance on what should be included in the annual summary report. The initial annual performance report will cover the period from the contract’s effective date through the end of the fiscal year. The Offeror must submit annual reports in lieu of the 4th quarterly report. For the 4th quarter, the report must capture the level of detail required in the Quarterly Performance Reports. For last year, the final report will be submitted in lieu of the Annual Performance Report.

Due date: 15 calendar days after the end of each U.S. FY

j. Final Report The Final Report must discuss all interventions and achievements of the various Components and Tasks from the start of the contract through its completion. The Offeror must submit a detailed final report of no more than 40 pages, not including annexes. This report must include, but is not limited to:

1. An overall description of all outputs, interventions completed, benchmark achieved (as measured by performance indicators included in the AMEL Plan and the significance of these interventions to the attainment of the Activity’s objectives.

2. Accomplishments against the approved annual work plans, including overall Activity results per impact indicator;

3. Summary of Success Stories;

4. Lessons learned during the implementation and suggested ways to resolve constraints identified; including those that are gender related;

5. A summary of program implementation, accomplishments and shortcomings in achieving program goals and results, referring to the intermediate results listed in the contract;

6. Reasons why expected results were not met, if applicable;

7. Commentary upon the status of all Colombian organizations and institutions with which the Offeror worked, with emphasis on institutional development, Colombianization, their expected future activities, and their capacity to develop and sustain future programs in similar programmatic areas;

8. Brief analysis of the changes in the Activity context and assumptions;

9. Practical or political factors that should be considered when analyzing the performance data;

10. Status of and lessons learned in implementing the conditions of the environmental compliance document (IEE) reporting on the effectiveness of the evaluation activities to inform programming positive or negative impacts to the environment (as related to the IEE);

11. A list of all host country, international donor, and financial institution contacts and collaboration; and

12. Sustainability of the interventions after the Activity has ended;

13. Comments or recommendations where follow-up work by USAID and other entities could reinforce and further consolidate achieved results under the contract;

14. An index of all reports and informational products produced under this contract, indicating the web address within the Development Experience Clearinghouse (DEC) where the document has been uploaded.

15. Annex with consolidated financial report, detailing how funds were expended, line by line.

Due Date: Draft report: 60 calendar days prior to the end of the contract

k. Meetings The Key personnel along with technical personnel and other staff – as needed – will meet with the TOCOR on a regular basis. Succinct (one page) meeting notes will be sent to the TOCOR one week after the meeting. Short-term advisors will provide an entry and exit briefing for the TOCOR and other appropriate USAID/Colombia staff on all in- country visits. In addition, appropriate Offeror representatives will have bi-weekly meetings with the coordinators of the other USAID activities as directed by the TOCOR and as applicable.

In the course of implementing the Activity, the Offeror may be interacting with officials from various agencies and levels of the GOC. Regular interactions with government officials at the working level (e.g. local level government or national‐ level government as office/unit director or the equivalent) must be reported. If higher level host government officials (e.g. Bureau Chief or Agency/Ministry Head) invite the Offeror for a meeting, the TOCOR 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 Offeror initiate a request for a meeting with a national‐level host government official(s) without the TOCOR’s concurrence.

Due Date: As required. Notes are due one week after the meeting

l. Security Reporting and Responsibilities As part of the overall security requirements, the Offeror must report any security threats and/or incidents verbally or by telephone, immediately to the TOCOR or Alternate TOCOR in the TOCOR’s absence. Subsequently, a written report must be promptly submitted. All subcontractor will be required to report any threats/incidents to the prime Offeror, who will immediately after, notify the TOCOR.

At the minimum, a security incident report must contain the name of the company, name of the individual(s), date, time, a description of what happened, where the incident occurred, and any other relevant details surrounding the incident. If this is an ongoing incident, progress reports should be submitted to keep the TOCOR apprised of the situation.

Due Date: As required. Frequency may vary with the Activity scope, location, and criticality.

m. Security Plan

The Offeror will submit a full security plan outlining how the Offeror will provide for the physical security of all staff throughout contract implementation. The plan must address the country and programmatic context and define specific policies for the implementation of security protocols.

Due Date: 45 calendar days after contract award

n. Gender and social inclusion analysis and baseline for project implementation An activity-level gender and social inclusion analysis should be conducted in year one of activity implementation to inform a gender and social inclusion strategy for implementation in future years of the activity. It should be specific enough to provide insights about key gaps and needs pertaining to gender, ethnic communities and youth. The gender and social inclusion analysis should include, but is not limited to:

analysis of sex-disaggregated data and information; assessment of roles and responsibilities/division of labor on a regional basis relative to the activity’s geographical scope; consideration of access to and control over resources particularly as it pertains to land; patterns of decision-making (such as use of land and family budget); and analysis of possible differential effects the project might have on men and women, boys and girls. Further information on how to conduct a gender and social inclusion analysis at the activity level can be found in ADS 205: Integrating Gender Equality and Female Empowerment in USAID’s Program Cycle.

Due Date: 60 calendar days after award

o. Annual Inventory All U.S. Government-funded property (either Offeror-acquired or US Government-furnished) must be inventoried in accordance with the Government Property clauses of this contract. An annual inventory must be sent to the TOCO and TOCOR. The inventory will also form the basis of an equipment disposition plan for the Close-out Phase. The Offeror is also responsible for keeping records of all in kind procurement inventory for grants.

Due Date: 30 calendar days after the end of each Fiscal Year

p. Close-Out Plan The Offeror will begin to plan for contract close-out, including all programmatic, administrative, and operational functions in close coordination with the TOCOR. A draft Close-Out Plan must be submitted to the TOCOR and TOCO for review and approval. The Offeror Close-Out Plan must include:

1. Timeline for…