72061119R00003_Amendment_1_03_15_2019.pdf

(x)

72061119R00003 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 telegram 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 telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

10101 Lusaka, Zambia

720611

P.O. Box 320373 Ibex Hill Road Subdivision 694/Stand 100 USAID/Zambia

02/12/20190001

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

02/12/2019

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 date, 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:

1. Provide a copy of the amended Solicitation with updated Sections highlighted in yellow;

and

2. Provide answers to questions submitted by various prospective offerors electronically by the questions due date

All other terms and conditions remain unchanged

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)

Mohib Ahmed

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

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 .

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 infozambia@usaid.gov

USAID.gov

March 15, 2019

Subject: Request for Proposals (RFP) No: 72061119R00003-Amended

Reference: Electronic Supply Chain Management Information System (eSCMIS)

Dear Prospective Offerors, The United States Agency for International Development (USAID) Mission to Zambia is seeking proposals to provide technical services described in the attached Request for Proposals (RFP).

This procurement will be conducted under full and open competition procedures pursuant to

Part 15 of the Federal Acquisition Regulation (FAR), under which any type of organization is eligible to compete. However, Prime Local Partners will be given preference.

Definition of a Local Partner: Under PEPFAR, a local partner may be an individual, a sole proprietorship, or an entity. However, to be considered a local partner, the applicant must submit supporting documentation demonstrating their organization meets at least one of the three criteria listed below.

(1) An individual must be a citizen or lawfully admitted permanent resident of and have his/her principal place of business in the country served by the PEPFAR program with which the individual is or may become involved, and a sole proprietorship must be owned by such an individual; or

(2) An entity (e.g., a corporation or partnership):

a) Must be incorporated or legally organized under the laws of, and have its principal place of business in, the country served by the PEPFAR program with which the entity is or may become involved;

b) Must be at least 75% beneficially owned by individuals who are citizens or lawfully admitted permanent residents of that same country, per sub-paragraph

(2)(a),;

c) At least 75% of the entity’s staff (senior, mid-level, support) must be citizens or lawfully admitted permanent residents of that same country, per subparagraph

(2)(a), and at least 75% of the entity’s senior staff (i.e., managerial and professional personnel) must be citizens or lawfully admitted permanent residents of such country; and mailto:infozambia@usaid.gov

Request for Proposals (RFP) No.: 72061119R00003 Electronic Supply Chain Management Information System (eSCMIS)

d) Where an entity has a Board of Directors, at least 51% of the members of the

Board must also be citizens or lawfully admitted permanent residents of such country.

(3) Partner government ministries (e.g., Ministry of Health), sub-units of government ministries, and parastatal organizations in the country served by the PEPFAR program are considered local partners. A parastatal organization is defined as a fully or partially government-owned or government-funded organization. Such enterprises may function through a board of directors, similar to private corporations. However, ultimate control over the organization rests with the government.

This RFP directly responds to the PEPFAR goal of transitioning to local organizations and the

USAID Administrator’s vision of a Journey to Self-Reliance by creating sustainable local capacity.

USAID anticipates the award of a Cost-Plus-Fixed-Fee, Completion-Type Contract for a maximum five (5) year period of performance as a result of this RFP. USAID anticipates that the total estimated cost will range in the amount of $15 - $18 million. The North American

Industry Classification System (NAICS) code for this solicitation is 541990. The authorized geographic code for the prime contractor of this procurement is 935.

Please refer to Section L for information regarding proposal requirements. Failure to comply with the submission date and time may result in a submission being deemed unacceptable, such that it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated. Section M states the criteria by which proposals will be evaluated.

All questions related to the RFP must be submitted to oaa-solicit-lusaka@usaid.gov on the date and time indicated above. Unless otherwise notified by an amendment to the RFP, no questions will be accepted after this date.

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.

Action Date Time Submission/Location:

RFP Issuance Date February 12, 2019 N/A www.fbo.gov

Questions Due February 27, 2019 14:00 Lusaka Time oaa-solicit-lusaka@usaid.gov

Proposals Due April 3, 2019 14:00 Lusaka Time oaa-solicit-lusaka@usaid.gov

This RFP and any future amendments can be viewed and downloaded from www.fbo.gov.

USAID bears no responsibility for data errors resulting from transmission or conversion mailto:oaa-solicit-lusaka@usaid.gov http://www.fbo.gov/ mailto:oaa-solicit-lusaka@usaid.gov mailto:oaa-solicit-lusaka@usaid.gov http://www.fbo.gov/ processes. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same internet site from which you downloaded the solicitation. You are therefore advised to regularly check the above internet site for amendments.

Sincerely, Mohib Ahmed Supervisory Contracting Officer

Director, Office of Acquisition and Assistance cnyanoka Highlight cnyanoka Highlight cnyanoka Highlight cnyanoka Highlight cnyanoka Highlight cnyanoka Highlight cnyanoka Highlight

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this contract is for the Contractor to implement the Electronic Supply Chain

Management Information System in accordance with Section C – Performance-Based (SOW).

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion-type contract consistent with Federal

Acquisition Regulation 16.306(d) (1). The Contractor must provide the outputs as described in

Section C and the deliverables as described in Section F in accordance with the performance standards specified in Section F and H.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

In accordance with FAR Part 52.232-22 - Limitation of Funds:

(a) 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.

(b) Budget

Line Item

Description

PERIOD

Yr. 1 Yr. 2 Yr. 3 Yr. 4 Yr. 5 Total All Years

Salaries and Wages

Fringe Benefits

Travel, Transportation and

Per Diem

Equipment and

Supplies

Subcontracts

Participant Training

Other Direct Costs

Indirect Costs

Fixed Fee

Total Cost Plus Fixed Fee

The contractor will not be paid any sum in excess of the Total Cost-Plus-Fixed-Fee amount.

(c) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the

Contractor (and payment of fee, if any) for performance hereunder is $TBD. The Contractor will not exceed the aforesaid obligated amount.

(d) In accordance with FAR 52.232-19, Availability of Funds, funds obligated hereunder are anticipated to be sufficient through o/a TBD.

B.4 52.216-8 FIXED FEE (JUN 2011)

The Government must pay the Contractor for performing this contract the fixed fee specified in Section B.3. The payment of fee will be in accordance with the following fee schedule which is tied to the deliverable schedule as outlined in Section F.5 and provided below:

% of Fixed Fee

No Deliverables Yr. 1 Yr. 2 Yr. 3 Yr. 4 Yr. 5

1 Two Identified Senior Key Personnel 5%

2 Annual Work-plan 2.5%

Activity Monitoring Evaluation and Learning

Plan (AMELP) 2.5%

4 Quality Assurance Surveillance Plan (QASP) 3%

5 System Assessment 10%

6 Sustainability and Transition Plan 10% 5% 5% 5% 5%

8 eSCMIS Deployed and Operational 20%

10 Final Transition 20%

21 Final Activity Report 7%

Total 100%

The following fee schedule breakdown applies for late delivery:

FEE SCHEULE FOR DELAY OF DELIVERABLE

No. Deliverables

% of

Fixed

Fee

Proportion of Overall

Fixed Fee

Dollars

Week

Delay

Proportion of Overall

Fixed Fee

Dollars

Week

Delay

Proportion of Overall

Fixed Fee

Dollars

3+

Week

Delay

Proportion of Overall

Fixed Fee

Dollars

5 System Assessment 10% TBD 8% TBD 5% TBD 0% TBD

Sustainability and

Transition Plan (YR

1 only)

10% TBD 8% TBD 5% TBD 0% TBD

The following fee schedule applies to deliverable 08 (eSCMIS Deployed and Operational) only:

# of Facilities Target % Fixed Fee Proportion of Overall

Fixed Fee Dollars

1000 - 1200 20% TBD

800 - 999 15% TBD

600 - 799 10% TBD

500 - 599 5% TBD

0 - 499 0% TBD

B.5 INDIRECT COSTS

The Contractor is authorized to recover applicable indirect costs, if it is part of the contractor's usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect

Cost Rate Agreement (NICRA).

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 as below:

[To be inserted at the time of Award]

Contractor Fringe

Rate %

Overhead

Rate %

G&A

Rate %

PRIME (insert)

Type of Rate (insert)

Base of Application (insert)

Source: (insert)

Period: (insert)

MAJOR SUBCONTRACTOR(S)

(insert)

Type of Rate

Base of Application (insert)

Source: (insert)

Period: (insert)

NOTE: Insert additional indirect rates as needed for all primes and subcontractors in the above table.

NOTE: The un-shaded columns in the indirect cost table are the current approved indirect cost rates for the prime and subcontractor(s).

NOTE: Contractors are allowed to recoup indirect costs (OH, G&A, etc.) as other direct costs if it is part of the contractor’s usual accounting procedures, consistent with FAR 31 and the contactor’s NICRA.

NOTE: Major subcontractors are those subcontractors whose proposed costs exceed 20% of the Offeror’s proposed total cost or perform a key element of the RFP.

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

Reimbursement for indirect costs shall be at final negotiated rates.

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), 2 CFR Part 200 (Cost

Principles), FAR 52.216- 7 (Allowable Cost and Payment), FAR 52.216-8 (Fixed Fee) if applicable, and AIDAR 752.7003 (Documentation for Payment), may be reimbursable under this contract.

B.7 LABOR

(a) Compensation of personnel under this contract or any resulting subcontracting must be in accordance with AIDAR 752.7007 Personnel compensation (July 2007) , and will be based upon a combination of factors including the Mission’s Local Compensation Plan for the professional category being negotiated and consideration of the individual's education, work experience and recent relevant salary history. Unless otherwise authorized by the Mission

Director or AA having programmatic responsibility, the compensation for CCN and TCN labor must not exceed the Missions’ Local Compensation Plan and must be paid in the currency of the cooperating country.

(b) All locally hired national personnel and other non-U.S. expatriates must be paid in accordance with AIDAR 722.170(a). Third Country Nationals (TCNs) and Cooperating

Country Nationals (CCNs) who are working in the United States or are legal residents of the

United States at the time they are hired, must be extended benefits, and be subject to restrictions on the same basis as U.S. citizens who work in the United States.

(c) The work day and work policies and method of accounting for paid absences including holidays for the contractor and major subcontractors is set forth the contractors policies and procedures which are hereby incorporated by reference.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF OBJECTIVES

C.1 ACTIVITY TITLE

The activity title is Electronic Supply Chain Management Information System

(eSCMIS)

C.2 PURPOSE

The purpose of this Activity is to create an efficient and reliable health supply chain, supported by a well-designed and functional logistics management information system.

C.3 BACKGROUND

Currently, USAID/Zambia mechanism for addressing supply chain information management is the AIDSFree Project which has been rolling-out Electronic Logistics Management Information

System (eLMIS) to new facilities and providing on-going technical support to users. The project is expected to end on June 30, 2019 with official close out in September 30, 2019. eSCMIS contributes to the Health PAD, Improving Health Status of Zambians under DO3, Human

Capital Improved, sub IR 3.2.2 Health Systems and Accountability Strengthened.

USAID/Zambia is supporting Government of the Republic of Zambia (GRZ) through MoH to establish and operate a safe, secure, reliable, and sustainable supply chain system to ensure availability of essential medicines, laboratory commodities, and malaria, HIV/AIDS, and family planning products at health facilities in Zambia. The MoH is mandated to provide health services to Zambians across all 10 provinces. In provision of these services, a well-designed and functional supply chain system, supported by an adaptable and responsive electronic information system, is cardinal to achieve improvements in the quality of both curative and preventive health services.

In the past 10 years, the MoH has driven to improve access to essential medicines for the population of Zambia. In recent years there have been a number of interventions by government and cooperating partners to improve drug availability at health facility level. One such specific intervention for supply chain management is the development and implementation of an electronic supply chain management information system called eLMIS which supports monitoring of key supply chain actions and risks, and fosters the use of supply chain data for strategic decision making.

C.4 OBJECTIVES

The activity has six objectives:

1. Build upon the current nationwide eLMIS for continued provision of an open-source logistics eSCMIS that is easily adaptable to changing environments and emerging best practices for every level of the public health supply chain in Zambia;

a. The eSCMIS will be required to have easy to use dashboards and reporting platforms;

b. The Contractor must establish a systematic and innovative learning agenda to increase data use for informed supply chain decision making; and

c. The Contractor will engage with other open source LMIS programs, such as

OpenLMIS, at the global level to share experiences and leverage resources for enhancements

2. Support procurement, installation, and training for eSCMIS;

3. Ensure the system is interoperable with other health management information systems, as required;

4. Ensure proper technical assistance is readily deployed to provide assistance to transition and operationalize the current eLMIS into eSCMIS;

5. Create public private partnerships and leverage outside support for the system and

MOH; and

6. Establish external collaboration systems that will ensure to transition the system ownership, maintenance, and technical support to the MOH.

The following general parameters and assumptions are made for the five year timeline to achieve the above objectives:

YEAR 1:

The activity will begin with a rapid ‘inception phase,’ encompassing:

Two Identified Senior Key personnel: See Section F;

Staffing: All full time staff must be in place no later than three months after award. To ensure ongoing Technical Assistance is provided to the existing system;

Year 1 Work Plan: See Section F:

System Assessment: See Section F;

Sustainability and Transition Plan: See Section F

YEARS 2-5:

Once the system assessment and all planning are complete, the contractor will:

System Enhancements: Execute the approved MOH and USAID list of system enhancements based on the System Assessment that is completed in Year 1;

Technical Assistance: Provide comprehensive technical assistance to existing Facility

Edition (FE) and Central Edition (CE) sites and to sites scheduled for deployment, this includes support for transitioning existing eLMIS into proposed eSCMIS as required;

eSCMIS Deployed: Execute installation of and training for the open-source solution with the goal of transitioning ownership of the system to MOH by the end of project;

Public Private Partnership: Working with MOH to identify and enter PPP to ensure sustainability after the activity ends; and

Final Transition: Execute the final transition of all assets and support to MOH.

Ideally this is done in the beginning of year 5, which will allow the contractor to provide technical support in the final year.

C.5 SUCCESS

By achieving the objectives above, this Activity will build upon the current eLMIS to a next generation eSCMIS that will lead to the ability of the GRZ to independently make data driven decisions to ensure availability of adequate quantity and quality of health commodities at health facilities to meet patient demand.

The Activity’s greatest value is that it will facilitate data collection and report sharing in low-infrastructure environments for review, aggregation, analysis, and forecasting—the foundation for using data for supply chain decision making. It will also allow for provision of real-time data at each designated level of the logistics system, effectively facilitating transparent, effective, and more efficient management of all health commodities from the point of origin to the point of delivery. Real-time data is expected to represent daily data, with the understanding that infrastructure does not support network connectivity or 24/7 power for all sites to provide the daily upload, but this must be enabled and embedded in the functionality of the system.

C.6 TARGETS

C.6.1 Facility Edition

By September 2019, there will be 627 PEPFAR Priority facilities with FE eLMIS.

Target: This activity must scale up an additional 800 – 1200 FE with eSCMIS no later than year three of this activity.

The facilities for FE deployment will be determined based on a number of factors:

PEPFAR priority and high-volume facilities

Electricity and network capabilities at the sites

MOH, national and provincial, priorities

C.6.2 Sustainability and Hand-Over

Target: By the end of the Activity, GRZ is fully able to operate and maintain the fully functioning and operational eSCMIS, independently.

C.7 GENDER INTEGRATION AND SOCIAL INCLUSION

Gender issues are central to the achievement of equitable, sustainable health and economic outcomes. USAID strives to promote gender equality, in which both women and men have equal opportunity to benefit from and contribute to economic, social, cultural, and political development. The Contractor shall therefore, account for inequitable gender norms when developing strategies and interventions that promote gender roles, and responsibilities for women, particularly young women, and men. Women of all ages need support to enhance their roles in decision-making and in control over resources and services. Therefore, the contractor will be expected to develop a Gender Integration Strategy that identifies inequitable gender norms and outlines steps that the contractor will take to fully incorporate gender equality considerations that empower female to participate in decision making that ensure their increased access to health commodities.

C.8 COLLABORATING, LEARNING and ADAPTING (CLA)

Development work presents many opportunities to collaborate and engage with a broad set of stakeholders, to learn from both evidence and experience, and to adapt iteratively to unexpected results or changes in context. This is why USAID places emphasis on

“Collaborating, Learning and Adapting” within its Program Cycle, both as a connector between, and an integrated part of the components.

C.8.1 Collaborating

Collaboration enables cross-sector integration, convergence, and effective interventions to maximize development resources and enhance development results. The Contractor will collaborate with USAID-supported activities in common regions of operation and engage with stakeholders (defined collaboratively with USAID COR) to deliver integrated services.

C.8.2 Learning

Learning is intentional, systematic, and resourced. Sources for learning include data from monitoring, portfolio reviews, findings of research, evaluations, analyses conducted by USAID or third parties, knowledge gained from experience, experiential knowledge of stakeholders, stocktaking exercises, and other sources. Those documents produced by USAID will be shared with the Contractor by the COR for consideration in the learning phase of CLA.

Though not exhaustive, the contractor shall use these and other learning sources to develop a learning agenda, and implement plans, manage adaptively through continuous learning, and contribute to the USAID/Zambia knowledge base to improve development outcomes. A collaborating, learning, and adapting focus helps to ensure that programming is coordinated, grounded in evidence, and adjusted as necessary to remain relevant and effective throughout implementation.

The knowledge generated by learning will be applied throughout programming to implementation approaches, processes, and stakeholder engagement. Knowledge generated by learning will also be disseminated to activity stakeholders, partners, and collaborators in an appropriate forum and format so that it may be translated into decisions and actions that enhance the success of approaches and interventions designed to achieve common intermediate results. The learning agenda should articulate expected learning products tailored for each appropriate audience.

The Contractor will share information and knowledge generated by monitoring data, portfolio review results, research findings, evaluations, analyses, and experiences with other USAID implementing partners, if applicable. The Contractor will apply actionable information and knowledge gained from collaborating partners to activity implementation in order to improve results.

USAID implementing partners will convene on a periodic basis to reflect on actions taken, exchange analysis, and propose decisions that affect implementation.

C.8.3 Adapting

The Contractor will demonstrate adaptability that is informed by knowledge gained through learning, and recognize behaviors and incentives necessary to create change. Knowledge gained through learning will influence decision making, resource allocation, and adaptation to contextual shifts. Application of new knowledge to implementation decisions will be reflected in the Annual Work Plan, and the Activity Monitoring, Evaluation, and Learning Plan (MEL Plan).

Decisions to adapt may be based on, but not limited to the following:

Extraneous changes in the operating environment (i.e. emergency or natural disaster;

national policy changes);

Financial and human resource constraints;

Evidence that signals targets are unmet; and

Emerging evidence that interventions are not working or could work better if adapted.

To the extent possible, the Contractor will incorporate adaptive management through a flexible design of the activity that enables it to be responsive to any changes in the operating environment and/or responsive to emerging information. However, the Cognizant Contracting

Officer, in a modification to the contract, must approve any substantive changes to the scope of the contract. Changes in technical approach may be approved by the Contracting Officer

Representative (COR) by way of the COR’s authority to provide technical direction and approve Annual Work Plans.

C.9 ENVIRONMENTAL COMPLIANCE

A negative determination with conditions has been reached for this award. The contractor is subject to the terms and condition for Environmental Compliance as defined in Section H. The

Contractor must demonstrate how electronic or e-waste will be disposed in an environmentally responsible manner in-line with both GRZ and United States of America environmental regulations.

C.10 CLIMATE RISK MANAGEMENT

Climate risk management (CRM) is required for all USAID-supported activities, with limited exceptions. The focus of CRM at USAID is to reduce the risk to USAID development programming that anticipated changes in the local climate may have on the Activity and associated actions. The CRM process may also identify potential development opportunities associated with current and expected climatic and meteorological changes, including chances to achieve additional development objectives (including increasing climate resilience and reducing greenhouse gas emissions). Climate risks can manifest through potentially severe adverse consequences for development programs resulting from the interaction of climate-related hazards with the vulnerability of societies and systems.

A climate risk may arise when an activity element, target, or beneficiary is exposed to a climate hazard such as higher temperatures, flooding or drought. The level of risk increases both as the severity and probability of negative impact increases. This activity is rated low risk according to the climate risk screening conducted at IEE level. Therefore, no further action is required except that the contractor must continue monitoring the activities for any possible impacts that might present themselves. If any new sub-activities are planned through this award, additional climate risk screening will be conducted with COR support.

[END 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 program construction sites and other program 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 program construction sites and other program 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 program 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 AND MARKING POLICY

USAID policy on the branding and marking of the work products of this contract is contained in the USAID Automated Directive System (ADS) Chapter 320 and the USAID Graphic Standards

Manual and Partner Co-Branding Guide. The Branding and Marking Implementation Plan communicates to beneficiaries and stakeholder audiences that the work of this contract is from the American people. Requested exceptions to ADS Chapter 320 requirements, shall be included in the Branding and Marking Implementation Plan. eSCMIS activities will adhere to

USAID branding and marking guidance in the USAID Graphic Standards Manual and Partner

Co-branding Guide and available at: http://www.usaid.gov/branding.

(a) Project Materials

Information, Education, and Communication (IEC): The official two-color USAID logo will appear on all technical and promotional materials, and will be prominently displayed at all events supported by USAID funding. The Contractor will comply with USAID branding and marking and IEC guidelines, including featuring the USAID and other related U.S. Government agency (such as PEPFAR) or initiative logos as appropriate for each specific type of material.

The following list includes, but is not limited to, the types of materials that may be produced during the course of the activity:

o Outreach materials and brochures o Training manuals and guides o Quarterly, annual, and final reports and other publications, such as Transforming http://www.usaid.gov/branding

Lives success stories, and program best practices o Fact sheets, leaflets, and other handouts of an informational and/or promotional nature o Posters, banners, and signs used to promote and announce training activities, project campaigns, and programmatic locations o Press releases, media advisories, and activity newsletters o PowerPoint and other program-related presentations o Social media posts and online content o Media events, radio and television interviews, public service announcements, and broadcast programming o Vehicles and transport used for programmatic purposes

It is anticipated that there will be circumstances in which the USAID (or other related government agency) logo cannot be visually displayed; the activity will identify other methods to acknowledge the American People’s support. If at any point USAID branding and marking guidelines change and preexisting implementing partner materials do not conform, USAID will determine whether the replacement of the materials is financially efficient and practical.

When appropriate, other commodities and materials not specified above will be branded and marked with the USAID logo (and other related government agency), including but not limited to the following: vehicles, computers and other office equipment, electronic equipment, and non-disposable programmatic inventory.

The Contractor is responsible for procuring all appropriate marking stickers and will confer with USAID before the final printing of stock materials.

(b) Instructions for the preparation of the Branding and Marking

Implementation Plan (BMIP)

The BMIP must be submitted as an annex and as part of the Technical Proposal. Offerors must note that the BMIP is a separate item and will not be scored. However, the BMIP from the apparently successful Offeror will be reviewed and subject to approval prior to contract award.

The BMIP will not be counted in the page limitation.

This BMIP must specifically address the following:

a. How to incorporate the message, “This assistance is from the American People” in communications and materials directed to beneficiaries, or provide an explanation if this message is not appropriate or possible.

b. How to publicize the program, project, or activity in the host-country and a description of the communications tools to be used. Such tools may include the following:

i. Activity Fact Sheets

ii. Beneficiary testimonials

iii. Field site visits

iv. Infographics and pictographs

v. Media interviews

vi. Press conferences

vii. Press releases

viii. Print and online Public Service Announcements

ix. Photographs

x. Social media posts and online content

xi. “Transforming Lives” Success stories

xii. Videos, webcasts, e-invitations, or other emails sent to group lists, such as participants for a training session, blast emails, or other Internet activities.

c. The key milestones or opportunities anticipated to generate awareness that the program, project, or activity is from the American People, or an explanation if this is not appropriate or possible. Such milestones may be linked to specific points in time, such as the beginning or end of an activity, or an opportunity to showcase publications or other materials, research findings, or activity success.

These include, but are not limited to, the following:

i. Announcing findings from the situational analysis

ii. Communicating activity impact/overall results

iii. Launching a key component of the activity

iv. Highlighting success stories

v. Promoting interim or final reports

vi. Publishing reports or studies, including the transformation and sustainability plans

vii. Securing endorsements from ministry, local, or international organizations

viii. Spotlighting trends

(c) The BMIP shall implement USAID’s branding strategy for eSCMIS as follows:

Activity Name: “Electronic Supply Chain Management Information System”

Branding: The branding will incorporate the message that the assistance is “From the

American People through USAID.”

Desired Level of Visibility: Medium. USAID identity must be prominently displayed in the following: project commodities and/or project equipment, printed, audio, or electronic public communications; studies, reports, publications, web sites, and all promotional and informational products; and at all events.

Organizations to be acknowledged: With concurrence from the USAID/Zambia’s

Development Outreach and Communications (DOC) team and COR, equipment, publications, and materials developed and produced under this activity may be co-branded with the Zambian Government’s official seal, cooperating partners’ logos, and where applicable, other U.S. Government agencies and initiatives. The Marking Plan must enumerate all of public communications, commodities, infrastructure projects, program materials, events, deliverables, and other items that will be marked with the

USAID identity or brand.

USAID’s brand is more than a logo. It reflects the unique values and principles of the Agency to a worldwide audience. And, it represents the goodwill of the American people in providing assistance to those in need. For more information and assistance, contact the USAID/Zambia

Development Outreach and Communications Team.

The Marking Plan may include requests for exceptions to marking requirements for programmatic reasons, to be approved by the Contracting Officer. Waivers, as defined by ADS

320, may be necessary for compelling political, safety or security concerns, or if the marking will have an adverse effect in the host country. Marking and attribution for physical structures may need to be visible as soon as work commences. Contract deliverables to be marked with the

USAID identity must follow design guidance for color, type, and layout in the Graphic Standards

Manual, available at www.usaid.gov/branding, and all successor branding policies (if any).

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING

PLAN

The Contractor must 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 Contracts” (effective date: 01/08/2007) at https://www.usaid.gov/sites/default/files/documents/1868/320.pdf, and USAID Graphic Standards

Manual and Partner Co-Branding Guide, or any successor branding policy.

The Contractor’s Branding Strategy and Implementation Plan will be incorporated into the contract as an Attachment.

D.4 SOCIAL MEDIA AND ONLINE OUTREACH

Social media is often part of an integrated communications campaign. It should always be used to communicate directly with stakeholders or beneficiaries in host countries. It should never be used to promote a program or contractor. Social media channels may be approved as part of a project’s marking plan in consultation with the CO, COR, and DOC team. To avoid confusion with official USAID social media channels, the USAID logo should not be used as a profile picture. A photo reflective of the project should be used as a profile picture.

A USAID-branded photo should be displayed as the banner photo, and acknowledgement of

USAID support should appear in the “Profile” or “About” section. For more information, please refer to the USAID Graphic Standards Manual and Partner Co-Branding Guide.

[END OF SECTION D]

http://www.usaid.gov/branding https://www.usaid.gov/sites/default/files/documents/1868/320.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID%20Graphics%20Standards%20Manual%20and%20Partner%20Co%20Branding%20Guide%20February%202016.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID%20Graphics%20Standards%20Manual%20and%20Partner%20Co%20Branding%20Guide%20February%202016.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID%20Graphics%20Standards%20Manual%20and%20Partner%20Co%20Branding%20Guide%20February%202016.pdf

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT 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. Full text of the

FAR clauses is available at https://www.acquisition.gov/far/ and full text of the AIDAR clauses is available at http://www.usaid.gov/ads/policy/300/aidar-http://www.usaid.gov/ads/policy/300/300.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-5 Inspection of Services—Cost Reimbursement APR-1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required or outputs will be subject to the performance standards set forth in Sections C, H, and F. Inspection and acceptance will take place at:

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer, unless delegated to the COR has the authority to inspect, and accept all services, reports, and required deliverables or outputs.

E.3 RESPONSIBLE OFFICIAL

In accordance with the clauses of this contract entitled “Inspection – Cost – Cost

Reimbursement” (FAR 52.246-5), inspection of results or other deliverables required by the contract will be made by the COR. Acceptance of goods/services and reports or other deliverables by the COR must form the basis for payments to the contractor, and will form the basis of the contractor’s permanent performance record with regard to this contract.

[END OF SECTION E]

http://www.usaid.gov/ads/policy/300/300

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

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. Full text of the

FAR clauses is available at https://www.acquisition.gov/far/ and full text of the AIDAR clauses is available at http://www.usaid.gov/ads/policy/300/aidar-http://www.usaid.gov/ads/policy/300/300.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 Stop-Work Order AUG-1989

52.242-15 Stop-Work Order Alternate I APR-1984

52.204-14 Service Contract Reporting Requirements OCT-2016

F.2 PERIOD OF PERFORMANCE

The period of performance is five (5) years effective from the date of the USAID

Contracting Officer signature on the cover page of the contract. The conditions set forth above are subject to the contractor’s performance and availability of funds.

F.3 PLACE OF PERFORMANCE

The place of performance under this Contract is Zambia.

F.4 PERFORMANCE STANDARDS

(a) The Contractor’s performance will be evaluated based on the completion of specific tasks as outlined in the contract, adherence to the work plan, and reports submitted to the

COR in accordance with the performance standards set forth in Section C, will be conducted jointly by the COR and the CO, and will form the basis of the Contractor's permanent performance record with regard to this contract as required in FAR Part 42.15 and AIDAR

742.15.

(b) USAID reserves the right to conduct, and the Contractor must expect and be prepared for, a management and/or financial audit at any time to ensure systems (management, administration, finance, procurement, and program) are in place as per the Contract. Such audit(s) will focus on program management and performance, including such factors as cost, timeliness, and accountability; and will include field and home office records pertaining to operations and program activities. The Contractor must cooperate with and contribute to a final management and financial review conducted by USAID prior to program closeout.

(c) USAID will also conduct performance evaluations of the program consistent with the

Agency Evaluation Policy and program performance reviews as required. The Contractor must cooperate with and contribute to these reviews and evaluations.

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

F.5.1 Reports Format and Other Requirements

(a) All reports and deliverables must be in the English language, unless otherwise specified in the respective contract or work-plan.

(b) The cover page of all deliverables must include the USAID Identity prominently displayed, the Contract number, contractor name, the publication or issuance date of the document, document title, author name(s), and activity title. 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 submitting the materials.

(c) All reports must be delivered to the COR and CO in electronic format unless specified otherwise by the contract or work-plan. Submission of final deliverables must be both PDF and

MS Word (unlocked), and/or Excel (unlocked).

(d) All reports below have illustrative page numbers. Final page numbers and content of each report will be agreed upon between the contractor and the COR. The COR has flexibility in adjusting the due date; however, any delay over 14 business days must be approved by the

CO.

(e) The Contractor will promptly notify the CO and COR of any problems, delays, or adverse conditions which materially impair the contractor's ability to meet the requirements of the contract reporting schedule.

(f) Development Experience Clearinghouse (DEC) Documentation: USAID contractors must coordinate with the designated COR to submit one electronic submission to the DEC pursuant to AIDAR 752.7005.

(g) In addition to the requirements set forth for submission of reports in Sections C, I, and

J, and in accordance with AIDAR clause 752.242-70, PERIODIC PROGRESS REPORTS, the

Contractor must submit required deliverables or outputs to the COR specified in Section G with a copy to the CO.

(h) All reporting and data [with the exception of the Annual Work-Plan] must be synchronized with the US government G fiscal year.

U.S. government’s quarterly periods are from:

October 1– December 31;

January 1 – March 31;

April 1 – June 30; and, July 1 – September 30.

Quarterly reports may be annexed to the annual reports where the fiscal year end and quarter end are the same time.

F.5.2 List of Reports and Plans

The Contractor shall be required to prepare and submit semi-annual and annual performance reports to the CO and COR. These documents shall provide the necessary interfaces, coordination, and communication between the USAID and Contractor for the delivery of a completed project. Reports, as per specifications, will be submitted to the CO and COR. The

Project Manager (Chief of Party) shall ensure that USAID is kept reasonably apprised of the work progress so that any required intervention can take place as appropriate and as will be provided for in the award. The reporting requirements shall be as follows:

No Deliverables Date Due Reference

1 Key Personnel

Two Identified Senior furnished 30 Days After

Award, remaining key personnel (if applicable) furnished 60 days after award.

Section C/F

2 Annual Work-plan

The Year 1 Annual Work Plan must be submitted within 45 days after award and must be approved by USAID no later than 70 days after award.

Subsequent work plans must be submitted 60 days prior to the completion of the current year, with approval being provided before the end of the current year.

Section C

Activity Monitoring Evaluation and

Learning Plan (MEL Plan)

Due within 90 days after Award and must be approved within 120 days after Award. The plan will be updated on an annual basis through the life of the activity, with review and approval from the

COR.

N/A

Quality Assurance Surveillance Plan

(QASP)

No later than 90 days after Award All Objectives

5 System Assessment Due 120 days after Award and must be approved by USAID no later than 150 days after award.

Section C

6 Sustainability and Transition Plan Due 365 days after Award. Section C

7 System Enhancements Completed Ongoing for Life of Project Section C

8 eSCMIS Deployed and Operational Due by the end of Year 3 Section C

Public Private Partnership Executed with MOH Ongoing for Life of Project Section C

10 Final Transition Due in Year 5 Section C

Gender Integration and Social inclusion Strategy Within 180 calendar days of award Section C

Periodic Progress Reports

12 Quarterly Progress Reports Within 15 Days after End of quarter, 4th quarter reports will be annexed within the annual report.

[Attachment J.3]

13 Annual Progress Reports Within 15 Days after End of Year. N/A

14 Quarterly Financial Reports Within 30 days after end of quarter. N/A

15 Quarterly Projections 15 days prior to end of the USG fiscal year quarter.

N/A

Other Reports

16 Other Foreign Assistance Reporting As directed by COR N/A

STTA consultant reports, technical briefs, special and external reports As the STTA is completed N/A

18 Portfolio Review Presentations Semi-annual (November/May) N/A

19 Annual Inventory Reports Within 90 days of award and annually thereafter [Attachment J.4]

20 Close-Out and Demobilization Plan 180 days prior to award completion date [TBD]

21 Disposition Plan 90 days prior to award completion date [TBD]

22 Final Activity Report

Submitted 30 days prior to completion date and must be approved no later than 30 days after the completion date.

N/A

Geographic Data Reporting

Requirements With Annual Progress Report

Annual Report, Deliverable 12

24 PEPFAR Expenditure Analysis Annually N/A

25 PEPFAR Reporting As Directed by COR N/A

PEPFAR Country Operational Plan

(COP) Support As Directed by COR N/A

1. Key Personnel: Key Personnel must be hired (employed by prime contractor), relocated to Zambia (if Expat/TCN hire), and ready for activity implementation (reporting for duty).

2. Annual Work-plan: The work-plan will include proposed activities, time-frame for the implementation of activities, and a detailed budget. The work-plan will be developed in-country by the Contractor and in cooperation with USAID/Zambia and the Government of

Zambia. The work-plan budget must delineate an overall budget by anticipated tasks. The Contractor must submit significant changes/revisions to the work-plan to the designated

Contract Officer’s Representative, as necessary and required. All changes and revisions to the contract scope must be approved by the Contracting Officer.