72051421R00005 (01) - RFP Amended.pdf

Solicitation issue date: February 24, 2021 Local Time (LT) Questions due date and time: March 10, 2021 15:00 LT Past Performance Information due date and time: March 15, 2020 – 15:00 LT Closing date and time: March 24, 2020 – 15:00 LT

Subject: Request for Proposals (RFP) No. 72051421R00005 - USAID/Colombia's

Monitor System

The United States Agency for International Development (USAID) represented by the United States Agency for International Development Mission to Colombia (USAID/Colombia), is seeking proposals from local Colombian organizations to support services for its Monitoring and Information Support System for USAID/Colombia as described in the attached RFP.

The authorized Principal Geographic Code for this solicitation is 937. The NAICS Code for this solicitation is 541512 – Computer Systems Design Services

USAID anticipates awarding a single Cost-Plus-Fixed-Fee (CPFF) & Labor Hours contract. This procurement will be conducted pursuant to Part 15 of the Federal Acquisition Regulation (FAR) (48 CFR Chapter 1) but limited to limited to local Colombian organizations (see L.4 for the definition).

Please refer to Section L for information regarding proposal requirements. The Offeror is responsible for ensuring proposals are received at USAID by the due date and time as specified in this cover page. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated.

Section L of the RFP sets forth all instructions for the preparation and submission of required proposal contents. Section M states the criteria by which proposals will be evaluated.

Questions and comments related to this RFP must be submitted in accordance with the instructions found in Section L of the solicitation and received at USAID by the due date and time as specified in this cover page. USAID may consolidate and/or not respond to questions/comments and will publicly post all responses as an amendment to this RFP.

72051421R00005 – Monitor

All amendments to this solicitation will be issued and posted on the https://beta.sam.gov/ website.

Offerors are encouraged to check this website periodically. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

This RFP in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals.

Thank you for your interest in USAID programs.

Sincerely, R. Clark Pearson Contracting Officer USAID Colombia https://beta.sam.gov/

(x)

72051421R00005 x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

720514

DPO, AA 34004

Unit 3030, Box 5101 Office of Acquisition & Assistance USAID/Colombia

03/15/20210001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/24/2021

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to update the solicitation in order to reflect changes due to the Questions received.

Documents included:

- 72051421R00005 (01) - RFP Amended (this document)

- 72051421R00005 (01) - List of Changes

- 72051421R00005 (01) - Q&A

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Ronald (Clark) Pearson

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

PART I – SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. PURPOSE

The purpose of this award is to provide the deliverables or outputs described in Sections C and F in accordance with the performance standards specified in Sections C and F for the activity entitled “Monitoring and Information System Support Services”, also referred to as “The Activity” or “Monitor”.

B.2. CONTRACT TYPE AND SERVICES

This is a FAR 16.102(b) combination award consisting of a Cost-plus Fixed Fee (CPFF) CLIN and Labor Hours CLIN. For the consideration set forth in the contract, the Contractor must provide the deliverables or outputs described in Sections C and F and comply with all contract requirements.

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

a. The total estimated cost for the performance of the work under CLIN 001 , exclusive of fixed fee, if any, is [TBD]. The fixed fee, if any, is [TBD]. The total estimated Cost-plus Fixed Fee, if any, is [TBD].

b. The ceiling for the labor hours portion of this contract (CLIN 002) is $850,000.

c. CLIN 001: Cost Reimbursement

Description Total ($)

Direct Costs………………………

Indirect Costs……………………………...

Fixed-Fee………………………………….

Total Estimated Cost-Plus Fixed Fee CLIN

d. CLIN 002: Labor Hours

Description Total ($)

Labor Ceiling Amount $850,000

e. Total Ceiling of Contract

Total Ceiling of Contract

f. Within the estimated cost specified in the paragraphs above, the amount currently obligated for performance hereunder is [TBD]. The Contractor must not exceed the aforesaid obligated amount.

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

B.4. NEGOTIATED HOURLY RATES (NHR) FOR CLIN 002

These negotiated rates apply to any worked performed under the labor hours portions of this contract. Section C work is delineated as labor hours when that portion of Section C is labeled with CLIN 002. Each NHR for personnel listed below is “burdened” and must include all costs such as:

a. Payroll costs (fringe benefits, FICA, allowances, differentials, etc.).

b. Indirect Costs applicable to labor; and

c. Profit or fee, if any.

The NHRs set forth below are fixed for the contract period and are for a productive eight (8) hour day and apply to all subcontractors performing work under the labor hours portions of the contract (CLIN 002). If a new subcontractor is proposed to work on labor, the NHRs set forth below will apply, and the subcontract is subject to consent by the CO pursuant to FAR clause 52.244-2 included in Section I.

The negotiated rates presented below do not constitute approval of final salary rates above the Contractor Salary Threshold (CST) (see ADS 302).

NHRs BY LABOR CATEGORIES

Locally Hired National Personnel or Other Non-U.S. Expatriate Rates

All locally hired national personnel and other non-U.S. expatriates must be paid in accordance with AIDAR 722.170.

Labor Category Groupings Year 1 Year 2 Year 3 Year 4 Year 5 Mid Senior Mid Senior Mid Senior Mid Senior Mid Senior Project Manager Software Developer Functional Lead Testing Software Architect Special Testing

Salaries for individual locally hired personnel and other non-U.S. expatriates under this contract and any resulting subcontract must be in accordance with AIDAR 752.7007, Personnel Compensation (July 2007), and will be based upon a combination of factors including the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by USAID and consideration of the individual's education, work experience.

Unless otherwise authorized by USAID, the compensation for CCN and TCN labor must not exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by USAID and must be paid in the currency of the cooperating country.

B.5. INDIRECT COSTS (DEC 1997)

The contract clause entitled “Allowable Cost and Payment (AUG2018)”, FAR Subpart 52.216-7, specifies that the indirect cost rates must be established for each of the Contractor’s accounting periods which apply to this contract. Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

[TBD] [TBD] 1/ 1/ 1/

[TBD] [TBD] 2/ 2/ 2/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

B.6. PAYMENT OF FIXED FEE (CLIN 001)

Pursuant to FAR 16.306 (d), payment of fixed fee will be based on completion of the deliverables described in Section F.5, subject to inspection and acceptance by USAID as specified in Section E. Upon acceptance by USAID and receipt of approval, the Contractor will submit an invoice for the amount of the fee associated with the deliverable.

B.7. COST REIMBURSABLE (CLIN 001)

Allowable costs shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment. Fixed Fee for CLIN 001 will be paid in accordance with the Fixed Fee Payment Schedule at F.6.

[END OF SECTION B]

72051421R00005– Monitor

SECTION C – DESCRIPTION/ SPECIFICATIONS/

STATEMENT OF WORK (SOW)

C.1. BACKROUND

USAID/Colombia is guided by a five-year strategy with the goal “a more stable, peaceful, and prosperous Colombia through inclusive governance and equitable growth”. The 2020-2025 Country Development Cooperation Strategy's (CDCS) goal supports Colombia's Journey to Self- Reliance (J2SR). Self-reliance, in this context, is when a country has the capacity and commitment to plan, finance, and implement its own solutions to development challenges. There are three prerequisites to Colombia achieving self-reliance, all of which are reflected in the CDCS' goal statement. First, Colombia must continue its path away from over five decades of armed conflict toward peace. Second, this peace must be durable and inclusive to foster a stable society. Third, both durable peace and stability are prerequisites for the country's social and economic prosperity.

Once Colombia has durable peace, stability, and prosperity, Colombia's government, private sector, and civil society can independently address the country's challenges.

This CDCS specifically targets vulnerable geographies and populations, including youth, women, migrants, social leaders, ethnic minorities, and internally displaced persons and other conflict-affected populations. Religious freedom and faith-based organizations are not threatened in Colombia. The CDCS has a special focus on building the capacity of emerging young leaders to sustain long-term outcomes. This CDCS' target geography is aligned with the Colombian Government's "peace geography" as laid out in its Territorial Focused Development Plans, or PDETs. These territories are the most vulnerable and conflict-affected areas of Colombia.

Additional information can be found in the CDCS published here https://www.usaid.gov/colombia/cdcs.

USAID/Colombia implements this strategy through a mix of contracts grants agreements collectively referred to as “activities” or “implementing mechanisms” executed by “Implementing Partners” (IPs). For the last nine years, USAID/Colombia has tracked the performance of these mechanisms through a web-based platform, the Colombia Monitoring and Information System “Monitor”. Monitor is a flexible and complex platform that captures not just basic activity information (activity name, start date, end date) but also all interventions, budget figures, geography, indicators, themes, populations and environmental considerations.

The Monitor system is a dynamic information system that provides USAID with information about the status and progress of all USAID/Colombia activities.

a. Monitor is the only Mission system to gather information from all IPs.

b. Serves as the USAID/Colombia country-wide reporting platform.

c. Receives and consolidates all the monitoring data reported by the implementers.

d. Hosts the Environmental Compliance review and monitoring process of all activities.

Produces reports for USAID/Colombia at different levels of detail; from the Mission Director to staff managing awards who are called Contracting Officer's Representative (CORs) for contracts or Agreement Officer’s Representatives (AORs) for cooperative agreements and grants.

e. Helps the Mission to streamline responses to periodic and ad-hoc information requests.

https://www.usaid.gov/colombia/cdcs

f. Implements data quality controls to ensure the quality and reliability of information in the system.

C.1.1 SCOPE OF THE SYSTEM

a. IPsreport in Monitor through predefined standards and automated interfaces. This process standardizes the attributes of all sub activities.

b. On a quarterly basis the system receives and consolidates all indicator-based results to track and analyze progress as an input for tactical and managerial decisions.

c. All environmental review approvals and assessments for every sub-activity are created, reviewed, and stored in the system.

d. On a periodic basis Monitor produces a set of predefined reports to help track activity progress in terms of their indicators.

e. User defined and custom reports are also available. Using the database information, other reports are being developed to complement the data quality reviews, assessments, and periodic reporting exercises.

f. Dashboard: a separate and basic dashboard using Monitor’s data has been developed for internal use of the Mission. The Dashboard is not accessible from the outside.

g. GIS and Advanced Reporting modules are planned to be deployed in CY2021.

C.1.2 CURRENT STATUS

a. Monitor has been operational since October 1st, 2011.

b. There are 7,000+ sub-activities, 45+ M&E Plans, and 200+ Environmental

Management Plans currently in Monitor.

c. More than 150 people from IPs have been trained and access the system on a periodic basis. All Contracting Officer Representative/Agreement Officer Representative (CORs/AORs) have been trained.

d. Current modules:

o Sub-Activity registry and approval o Performance Monitoring (Indicator reporting) o Environmental Compliance o Document Library o Log tracking, and o Reporting.

e. Operating environment: SQL Server 2012, Database size: 432 MB (including logs), .NET Framework 4.0.3, Visual Studio, Team Foundation Server, Maximum estimated number of concurrent users: 40

f. System’s size: 240 tables (116 parametric, 80 transactional, 44 other/not used), 353 views, 28 triggers, 22 stored procedures, largest user data-entry form with # of Lines of Code: 6,000+

g. Software updates. The Monitor system is constantly being updated where new functionalities and/or patches are released.

o Latest software update: September 2020 o Next needed software update: October 2020

h. Security requirements compliance: The Monitor system has been categorized as

“Moderate” risk level by the Chief Information Officer in Washington and according to FIPS-199 standard.

C.2. PURPOSE

The purpose of this activity is to provide services to USAID/Colombia in order to keep the Monitoring and Information System "Monitor" software, user services, and infrastructure operational.

USAID/Colombia requires the contractor to:

a. support the system operation and delivering training for all the users from USAID/Colombia and its Implementing Partners,

b. carry-out mutually agreed software updates,

c. support the web-hosting platform and all the related services to keep the software up and running, and

d. deliver other services through subcontracts or its technical expertise and capabilities to keep the system secure as well as up and running (e.g. non-functional requirements like additional expertise in cybersecurity, third-party software components, ethical hacking services, etc.).

The Contractor is expected to become knowledgeable of the USAID/Colombia operating principles and regulations related to information technology, and Monitoring, Evaluation, and Learning procedures and products. USAID’s Automated Directive System contains the organization and functions of USAID, along with the policies and procedures that guide the Agency's programs and operations for reference. The Contractor is also expected to comply with the Service Level Agreements specified below in Section 2.4.3.

C.2.1 SUPPORT AND TRAINING SERVICES (CLIN 001)

The Monitor system is a complex system that holds extensive data for a variety of purposes for a large audience. USAID Colombia staff are not the only users. Implementing Partners (IPs) input the data into the system. Currently there are over 150 active users that potentially can input data, approve workflows, and pull reports. All of this happens on a daily basis and requests from users vary from very simple tweaks in the system to massive information upload from external sources.

On a daily basis USAID and the IPs enter information into the system and use predefined reports or request ad-hoc information. This usually requires constant interaction with Mission or IP personnel.

To provide these support and training services, the contractor will provide 40hr work week, full time person (8-5pm Monday-Friday) to deliver the support service either in-person or by telephone, chat, and/or virtually (Skype, Meet, Teams, etc.) to Mission and IPs users.

The person provided under this requirement can work from the contractor’s office and should be available to attend meetings in USAID/Colombia or with its IPs located throughout the country. Occasional travel may be required in case that the Mission requires support/training for an IP outside Bogotá. Travel expenses should be included in the proposed budget.

The following is an illustrative list of types of the most common support and training services:

a. Upload and/or configure Performance Management Plans according to USAID policies and regulations.

b. Adjust targets and results for the indicators.

c. Update the Environmental Compliance information taking into account the 22 CFR

216 regulation

d. Adjust system parameters

e. Adjust sub-activities attributes

f. Perform massive uploads of data (e.g. sub-activities, indicators, other)

g. Perform any modification to parameters, configuration, monitoring or sub-Activity data, etc., in coordination with Mission’s M&E specialists, CORs/AORs, and/or Mission Environmental Officer (MEO)

h. Generate and/or process data for ad-hoc reports

i. Support IPs in the use of the system

j. Support Mission personnel in the use of the system

k. Follow-up on the indicator reporting compliance by the IPs

l. Document and track recurring requirements from users with the purpose of generating a functional backlog

m. Solve minor glitches to keep the system up and running

n. Interact with the Implementing Partners on a regular basis in order to follow-up on their needs, responsibilities, and commitments

o. Coordinate or contribute with other professionals and/or contractors that intervene on the software and the database

p. Raise USAID’s COR and System Owner (SO) attention on important matters related to the system frequent requests from users, availability issues, risks, etc.

The following is an illustrative list of types of the most common support and training services:

a. Train Implementing Partners (IPs) in the use of the system.

b. Train Mission personnel in the use of the system.

C.2.2 SOFTWARE UPDATE AND DEVELOPMENT SERVICES (CLIN 002)

The Monitor system also requires regular updates and additions to its functionalities. Users from USAID and IPs are constantly sending feedback or suggestions, as well as there are internal decisions and policy changes that demand adjustments to the system functionality and database structure. USAID has also identified a set of priority requirements that are intended to improve data quality and precision, GIS functionality, and reporting capabilities.

The contractor will:

a. Perform a thorough initial analysis of the current system.

b. Design and manage a system to continually collect feedback from stakeholders on

Monitors usability and effectiveness.

c. Propose recommendations to improve the system; and implement changes approved by

USAID.

The contractor will monitor and control the software development process according to its internal practices using (preferably) an Agile approach.

C.2.2.1 Information system assessment and initial planning

The contractor must develop a report that will include an in-depth analysis of the current status of the system, its weaknesses and strengths, the development process, and recommendations to implement best practices and to improve, among others, its functionality and usability (See Section F.4.2).

C.2.2.2 Requirements elicitation, analysis, estimation, and design

During the software development life-cycle process, the contractor must implement a strong process for eliciting, analyzing, estimating, and designing all the functionalities requested to be developed using an agile software development methodology (See Section F.4.3).

Depending on the complexity of the requirement, the software development process for each requirement can include or update a set of these documents.

The contractor can also propose a set of tools/documents to plan and track the process.

USAID has identified a set of illustrative requirements aimed to improve Monitor functionality and reporting capabilities (See Table#3 below).

High level functional requirements

The requirements for each update will be validated with internal stakeholders and the Level of effort (LoE) in hours will be negotiated with the contractor for each new or existing requirement. The negotiation will be based on the number of hours needed to deliver the different requirements from concept to deployment once USAID/Colombia issues an acceptance notice.

The list below is illustrative and depicts the most relevant priorities as a wish-list of the functionalities for the short and medium term. Changes in requirements can occur depending on the requirement real complexity and the priorities of the Mission; each requirement Level of Effort (LoE) will be discussed and negotiated between the contractor and the COR in order to agree on the number of hours to be allocated to existing or new requirements.

Table 1 – Illustrative List of High-Level Functional Requirements.

# REQUIREMENT BRIEF DESCRIPTION

1 Dashboard Develop a comprehensive and adjustable dashboard that can be used as a tool to show the status of a project/Mission and can help Mission users to make informed decisions and track the status of their projects

2 Multi-strategy adaptation

Continue adjusting the system to be able to seamlessly host multiple strategies and generate reports using any combination of strategies

3 Improve reporting module

Analyze, streamline, and propose a new set of reports including general purpose, tactic, and managerial reports

4 GIS interface and related web services

Develop new functionalities and/or endpoints to facilitate the display and extraction of GIS-related data stored in the system. Also, create/update database/filesystem to store other forms of GIS layers (e.g. shapefiles, x-y coordinates, etc.)

5 Data quality report Develop a dynamic data quality report using a multiple-criteria approach in order to identify the fields that have potential missing or incorrect information. Adding or removing criteria should be easily configurable.

6 Improve user experience

Improve system’s usability by using new approaches or technologies for interacting with the user in order to facilitate the tasks that users have to do in the system.

7 Open data reports Develop a set of reports to support USAID’s OpenData policy (ADS-579).

Complete information for this requirement is to be provided by the Mission’s Data Steward.

8 Mobile website/app

Propose, define, and develop an app or a set of mobile webpages/microsites where authenticated users can track and report on the status of their projects as well as to approve sub-Activities and project indicators

9 Implement security requirements

The Office of the Chief information Security Officer in USAID/Washington may request adjustments to the configuration of the hosting server or the software in order to comply with the NIST 800-53 Rev4-based security policies for USAID information systems.

(e.g. Security Plan, Backup Plan, Double authentication)

10 Sub-Activity contributions by municipality

Modify the input, validations, and reporting of dollar contributions for any sub-activity and record those disaggregated by municipality

11 Environmental compliance module modifications

Develop a set of modifications to screens and functionalities in order to reflect the changes proposed by the Mission Environmental Officer -MEO

12 Ad-hoc/unplanned requirements Ad-hoc/unplanned requirements

C.2.2.3 Software development and testing

The objective is to carry out the designed software solution (data-capture screens, modifications to database structure, reports, etc.), configure, validate, and prepare its rollout according to what was defined in the design process. USAID/Colombia will rely on the software coding methodology and standards of the contractor.

Different kinds of users may be involved in the new functionalities testing (e.g., Mission, MEO, Implementing Partners). However, the final approval will be provided by the contract COR.

The expected deliverables can include one or more of the following:

computer code, documentation, installation guide, data dictionary updates, functionality tests report, user acceptance, user manual.

C.2.2.4 Deployment

The contractor must deploy through an informed and planned roll-out of the new functionality without generating major downtimes in the availability of the system. The contractor must first test the new functionality in a staging/test environment and only executes the deployment once all the applicable functional and non-functional tests have been conducted.

The contractor shall deploy the solution in the production environment which also will be supported under this contract (see Section C.2.3).

C.2.2.5 Ad-hoc/unplanned requirements

The contractor will also solve unplanned and unexpected functional or non-functional requirements (see requirement #12 in Table#3 in Section C.2.2.2 for more details). The contractor must obtain written COR approval for the use of hours to address these unplanned or unexpected issues. The COR can agree that other requirements may be lowered in priority to increase the number of hours for unplanned requirements.

The contractor must maintain a detailed log of all identified functionalities and their current status in light of the software development process (elicit, design, estimation, deployment, etc.)

C.2.2.6 Monitoring and control of the software development process

USAID/Colombia and the contractor will review on a quarterly basis the list of proposed functionalities depicted in Section 2.2.2. in order to update or change the list and adjust priorities when needed.

The contractor must put in place reliable methodologies and tracking systems to manage the status and progress of the development of the unplanned requirements.

C.2.2.7 Requirements Development Procedure

The contractor must estimate the number of hours to be used in each individual software development requirement. All estimates will be reviewed and approved by the USAID’s Contracting Officer Representative (COR). All changes/adjustments will be subject to review and/or prioritization by USAID/Colombia.

USAID/Colombia will rely on the contractor’s experience and expertise to organize the whole software development process leaving to the Offeror to propose to USAID a set of tools, methodologies, and best practices to manage, follow-up, and report on the progress of the solution of the requirements. See Section L - Instructions to Offerors.

C.2.3 IT PLATFORM SUPPORT (CLIN 001)

USAID/Colombia is currently hosting the Monitor system using Microsoft Azure Commercial that is outside of the USAID network. USAID/Colombia requires continued use of Azure, hosting the system externally with at least 99.8% level of availability.

The contractor must provide specialized hosting and support for the Monitor system production in the .NET environment, either directly or through a sub-contract.

The contractor can rely on the backup provided by the Hosting service but will be responsible for monitoring its application and the continuity of the service, and for ensuring that a proper backup strategy of the is followed for the databases and source code.

C.2.3.1 Monitor System Components Information

C.2.3.1.1 Hosting

The current hosting provider where the www.monitor.net.co website is located is Microsoft Azure (Location US East) that has its servers in the US and Canada.

Current technical characteristics of the server are:

a. Virtual dedicated server

b. 4Gb memory

c. Windows Server 2012

Additional subdomains: test.monitor.net.co and helpdesk.monitor.net.co

C.2.3.1.2 Technical characteristics

Also, the technical characteristics of the system and its development environment are:

a. SQL Server 2012

b. Database size: 432 MB (including logs)

c. Databases installed: production and test

d. .NET Framework 4.0.3

e. Visual Studio Professional 2010 (two licenses)

f. Team Foundation Server 2015 (Cloud free service)

g. Active users: 306

h. Maximum estimated number of concurrent users: 40

i. # of database objects: 240 tables (116 parametric, 80 transactional, 44 other/not used), 353 views, 28 triggers, 22 stored procedures

j. Largest user data-entry form with # of Lines of Code: 6,000+

k. Other components used: DevExpress 13, Crystal Reports

Viewer, Node.js package ecosystem (GIS reporting)

C.2.3.2 Domain and Email Management

The Monitor system relies on an email domain/service to provide some email addresses and manage communication with the Mission, Implementing Partners, and others. The main email account is info@monitor.net.co which all users know and use to report incidents, request for assistance, and provide configuration changes or approvals.

There are also five email accounts under the monitor.net.co domain that are used to login in the production and test environment to provide a “sandbox” space for training and testing of new functionalities.

The contractor will cover the costs for the domain name and email management as well as cover any costs for any MX or records migration in case of a change of domain/service provider for these services.

C.2.3.3 GIS/Geography module

Monitor has an integrated GIS reporting platform that is connected to the data stored in its database. The contractor will support and develop future functionalities for the GIS module in the Monitor system. New requirements could be, but not limited to: (a) allow filtering based on user profile, (b) enable storage and cataloging geographic layers like shapefiles, and (c) improve geographic coordination reports.

C.2.4 NON-FUNCTIONAL REQUIREMENTS

C.2.4.1 Contract Monitoring, Maintenance, and Control

The contractor will be responsible for monitoring and controlling its team (helpdesk, developers, architects, testing experts, etc.) for ensuring quality and timely delivery.

C.2.4.2 Software programming and production environment

Currently the Monitor system is being developed using Microsoft Visual Studio .NET 2010, Framework 4.0.3, DevExpress 13, Crystal Reports Viewer, and Microsoft SQL Server 2012.

The contractor shall provide all the development, test, and production environments.

The contractor will receive full custody of Monitor’s source code, database, and other necessary files. These will be returned to USAID at the end of the contract.

The contractor shall comply with the required development environment (listed above). The contractor may propose using a higher release of any of mailto:info@monitor.net.co the products only if the contractor can guarantee that the system will continue working at the same level and there will not be any impact to the stability, reliability, and availability of the system and the database integrity. In case of moving to an upgraded software development/testing environment, it will be at the contractor’s expense.

C.2.4.3 Service Level Agreements (SLAs)

The contractor shall comply with the expected level of service for supporting the users and the operations of the system, and for the warranty of the developed software artifacts.

The following is a list of illustrative and proposed SLAs. The definite times to respond and resolve issues will be agreed at the Work Plan level and modified based on experience, frequency, and complexity assessments provided by the contractor. The COR will have the final say on any modification to the SLAs.

Service/Event SLA

System availability At least 99.8% No more than 17.52 cumulative calendar hours/year No more than 1.46 cumulative calendar hours/month

Major software/database error/defect attributable to contractor’s provided services

1 hour to respond. 8 calendar hours to solve

Minor software/database error/defect attributable to contractor’s provided services

4 hours to respond. 24 working hours to solve

Intrusion, cyber-attack, Denial of Service attack, etc.

1 hour to report. 24 calendar hours to solve

For all other non-listed requests/services, the USAID COR and the contractor’s Project Manager will agree on an ad-hoc SLA and will include it in the current Work Plan. Sample SLAs will be: System parameters or configurations adjustment, Data upload, Generate ad-hoc database table(s) dump-like report, Update indicators performance information (results or targets), Major software/database unexpected update, and Minor software/database unexpected update.

SLAs will not be mandatory during the first quarter in order to gather data on service requests and responses. However, USAID expects a timely solution. SLAS will be evaluated on a quarterly and an ad-hoc and case-by-case basis. The contractor can also propose adjustments based on the experience, historic complexity of the requests, and/or other technical criteria that is supported by data from system use.

C.2.4.4 Cyber security

Authorization to Operate Process

The Monitor system is undergoing an Authorization to Operate (ATO) process before USAID’s Chief Information Office in the Management Bureau (M/CIO). This process requires that the Monitor system complies with various technical requirements in order to guarantee security and privacy of the information.

The process for obtaining the ATO includes, among other, that M/CIO will perform a Security Assessment and Authorization Process (SA&A) and an evaluation of the compliance of the Monitor system for NIST 800-53 Rev4.

Monitor is currently categorized as “Moderate”.

Once the assessments are conducted, a subsequent Plan of Action and Milestones (POA&MS) will be issued depending on the findings of the assessment. These actions will lead USAID/Colombia to be fully authorized to use the Monitor system. Currently, the Monitor system holds a Provisional ATO (PATO) that expires in July 2021.

The contractor will deploy its technical capacity and expertise in order to support this process. All LoE required to fulfill this requirement will be charged to roles and the amounts of hours budgeted in the contract.

C.2.4.5 Language

The Monitor system has been built using a combination of English and Spanish -- fields, data, handbooks are in a mix of languages. The contractor shall adopt a proactive approach when designing and estimating effort to guarantee that substantial information will be stored both in English and Spanish. This can be specified in each requirement associated documents and will be approved by the COR.

Some deliverables (e.g. Work Plan, Infrastructure Report, etc.) will be requested in English. See Section F for more details.

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1. AIDAR 752.7009 MARKING (JAN 1993)

a. It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

b. Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this Contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

c. Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

d. A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

D.2. BRANDING IMPLEMENTATION PLAN AND MARKING PLAN

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), Contractor 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 Amazon Alive”. Descriptive information is required whether Contractor-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 submitted the materials.

The Contractor’s deliverables must be consistent with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding or any successor branding policy.

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1. NOTICE LISTING CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-5 INSPECTION OF SERVICES - COST-REIMBURSEMENT (APR 1984)

52.246-6 INSPECTION-TIME-AND-MATERIAL AND LABOR-HOUR (MAY 2001)

E.2. INSPECTION AND ACCEPTANCE

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 COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3. PERFORMANCE STANDARDS

Evaluation of the Contractor's overall performance in accordance with performance standards/indicators established under Section C of this Contract will be conducted jointly by the COR and the Contracting Officer and must form the basis of the Contractor's permanent performance record with regard to this contract. The COR and Contracting Officer will undertake periodic evaluations to discern their level of satisfaction with services rendered under this contract.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP WORK ORDER (AUG 1989)

ALTERNATE I (APR 1984)

52.246-6 GOVERNMENT DELAY OF WORK (APR 1984)

F.2. PERIOD OF PERFORMANCE

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

F.3. PLACE OF PERFORMANCE

The place of performance is Colombia (514).

F.4. REPORTS AND DELIVERABLES

In addition to the requirements set forth in Section C, and in accordance with AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit reports, deliverables or outputs as further described below to the COR. All reports and other outputs must be in the English language, unless otherwise specified by the COR. See also AIDAR 752.211-70, Language and Measurement (June 1992), which is incorporated by reference into this contract.

All Activity outputs and deliverables will be submitted to the COR in an electronic format. Work Plans and Reports will align with the U.S. fiscal year. Hard copies may be requested on a case-by-case basis as deemed appropriate by the COR.

Additionally, all data generated by the Contractor under this contract will be reported in accordance with USAID’s Open Data policies as described in Section H under “submission of Datasets to the Development data Library (DDL)”.

http://acquisition.gov/far/index.html

F.4.1 DELIVERABLES SUBMISSION DEADLINES

Report To be submitted Language

Monitor System Assessment and Improvement Recommendations

Within the first 90 days of the contract

English

Work Plan

First Annual Work Plan

Following Option Years Work Plans

Within the first 60 days of the contract

Within the first 30 days of the corresponding year

English

Quarterly Accomplishment Report

Within 30 days after the end of each fiscal quarter

English

Software development, update, and support deliverables

On a case-by-case basis and depending on the priority established by the COR

Spanish

Branding and Marking Plan Within the first 60 days of the contract English

Non-disclosure agreements Within the first two weeks of the contract or before the appointment of any new person working on sensitive data

English

Infrastructure Report Monthly English

Deployment reports When applicable Spanish and English

F.4.2 MONITORING SYSTEM ASSESSMENT AND IMPROVEMENT

RECOMMENDATIONS

The contractor must conduct an assessment of the Monitor system aimed at diagnosing and reviewing different aspects of the system.

Sample topics and components to be analyzed are, but not limited to:

• Technology Stack

• Hosting Service

• Source code

• Production, Test, and Development environments

• Security and Vulnerabilities (for both the code and hosting platform)

• System Usability

• Reports and reporting module

• Tools used in the software development cycle

• Suggestions of new tools or third-party components (including cost and benefit analysis) The contractor shall produce a report containing findings and recommendations to improve Monitor’s functionality, usability, and stability.

F.4.3 ANNUAL WORK PLAN (AWP)

The contractor, as a minimum, shall include the following information:

• Software development methodology o Detailed description of the iterative process: definition and description of the agile approach or methodology to be used.

o Backlog tracking tool: monthly report with the requests and their status (e.g.

pending, ongoing, completed), effort (estimation, actual), and accompanying documents (e.g. user stories).

o Level of Effort estimation method(s) to use.

o Software testing methodology

• Hosting server: Infrastructure Report. Containing the hosting conditions, backup, vulnerabilities, and other variables that account for the health and security of the hosting environment. Variables to include will be agreed in the Work Plan.

• Management Approach o OrgChart o Project Personnel and Roles and Responsibilities

• External service providers o Contractors and Service Providers

• Risk Management approach: covering the different failure scenarios (

• SLAs not specified as mandatory.

o The contractor must also specify the SLAs for the Work Plan and in addition to the mandatory SLAs also include, as a minimum the following ones: System parameters or configurations adjustment, Data upload, Generate ad-hoc database table(s) dump-like report, Update indicators performance information (results or targets), Major software/database unexpected update, and Minor software/database unexpected update.

The contractor may propose a different organization of the chapters but must cover at least the above-mentioned topics.

F.4.4 QUARTERLY ACCOMPLISHMENT REPORT

The quarterly accomplishment report must detail all the work completed during the quarter.

At a minimum, the report must contain:

• A summary of the services provided,

• Next steps for ongoing/planned software development requirements,

• Difficulties/challenges that arose in the last quarter or are ongoing from previous quarters that need to be addressed.

• SLAs compliance summary (see Section C.2.4.3.)

F.4.5 SOFTWARE DEVELOPMENT, UPDATE, AND SUPPORT DELIVERABLES

The contractor will have to expect submitting artifacts related to the software development process. Possible deliverables are, but not limited to:

• Artifacts: Requirements list, User stories, LoE estimation, Computer Code, Database

Objects, Database Data, meeting minutes, manuals, checklists, and helpdesk support incidents as user creation.

• Procedures/Checklists: Activity creation, AMELP creation, create/activate reporting periods, create sub-contractors, change/update sub-activity data.

These reports/documents will not be applicable to every requirement and their delivery will be scheduled in the Work Plan or generated on a as needed basis as requested by the COR.

The contractor must prepare to deliver an organized electronic file with all artifacts at contract closeout.

F.4.6 BRANDING AND MARKING PLAN

USAID policy is to require exclusive branding and marking in USAID direct acquisitions using any source of funds; this must include a Branding Strategy, a Branding Implementation Plan and a Marking Plan unless otherwise granted an exception by the appropriate USAID officer or official. The USAID identity, as provided, must follow guidance laid out in the USAID Graphic Standards Manual, no contractor logos or other competing identities are to be included.

The contractor will use full branding and the USAID tagline “From the American People” on materials and communications. Co-branding and no branding will only be considered on a case-by-case basis as considered appropriate by the Contracting Officer’s Representative (COR) and Contracting Officer (CO).

The contractor shall also prepare a Marking Plan that will enumerate all the public communications, commodities, and program materials (mainly website forms) that visibly bear or will be marked with the USAID identity. Contract deliverables to be marked with the USAID Identity must follow design guidance for color, type, and layout in the USAID Graphics Standard Manual.

Branding Strategy for the Monitor Information System Support Contract - MSS

• Program or Project Name: Monitor System Support Contract

• How the materials and communications will be positioned: the contractor will use full branding and the USAID tagline “From the American People” on materials and communications, which may be translated into local languages as appropriate. Co-branding and no branding will only be considered on a case-by-case basis as considered appropriate by the Contracting Officer’s Representative (COR) and Contracting Officer (CO).

• Desired level of visibility: the services have a desired high level of visibility within USAID since the purpose of the contract is to provide support services to the Colombia Monitoring and Information System “Monitor” by providing helpdesk services and software update to users in the Mission, implementing Partners, and the Government of Colombia.

• Any other organizations to be acknowledged: Project documents will not use the contractor’s logo but will acknowledge that the document was prepared for USAID Colombia by the contractor.

• The contract states that copyrights and rights to data shall be in…