72061120R00001-A2C Solicitation.pdf

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 infozambia@usaid.gov

USAID.gov

December 05, 2019

Subject: Request for Proposals (RFP) Number 72061120R00001

USAID Alternatives to Charcoal Activity

Dear Prospective Offerors, The United States Agency for International Development (USAID) Mission to Zambia is seeking proposals to provide technical services for USAID Alternatives to Charcoal Activity as 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.

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 $20 to $30 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.

The Government intends to conduct the evaluation as an Advisory Phased Procurement with two (2) phases. Please refer to Section L for detailed information regarding offeror’s submission of proposals in Phase I and Phase 2 based on the Government Advisory Notice.

Action Date Time Submission/Location:

Questions Due January 08, 2020

12:00hrs

Lusaka Time oaa-solicit-lusaka@usaid.gov

Phase I: Proposals Due

[January 30, 2020] [See Section L.5 (Phase I)]

12:00hrs Lusaka Time

Phase II: Proposals

Due

[Will be communicated via the advisory notice.

Tentatively, February 19, 2020] [See Section L.5 (Phase II) and L.6]

12:00hrs

Lusaka Time

Failure to comply with the submission date and time may result in a submission being deemed unacceptable, as such 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 as indicated above. Unless otherwise mailto:infozambia@usaid.gov mailto:oaa-solicit-lusaka@usaid.gov mailto:oaa-solicit-lusaka@usaid.gov

Request for Proposals (RFP) Number 72061120R00001 notified by an amendment to the RFP, no questions will be accepted after this date.

Offerors are encouraged to read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting proposals. Any empty fill-in spaces in Sections B through J will be completed by the Contracting Officer before final award.

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.

This RFP and any future amendments can be viewed and downloaded from www.fbo.gov which has now transitioned to https://beta.sam.gov/ USAID bears no responsibility for data errors resulting from transmission or conversion 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 http://www.fbo.gov/ https://beta.sam.gov/

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

RATING

N/A

PAGE OF PAGES

1 101

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

72061120R00001

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

12/05/2019

6. REQUISITION/PURCHASE NUMBER

REQ-611-20-000003

7. ISSUED BY CODE ZAMBIA 8. ADDRESS OFFER TO (If other than Item 7)

Same as Item 7

USAID Zambia

Subdivision 694/Stand 100 Ibex Hill Road

P. O. Box 320373

Lusaka 10101

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and 1 electronic copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in Submission Must be in two separate Phases (Technical-Phase I and Technical and Cost – Phase II) until 12:00 hrs local time

(Hour)

01/30/2020

(Date)

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATI

ON

CALL:

A. NAME

Elizabeth Chisala

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

oaa-solicit-lusaka@usaid.gov AREA CODE NUMBER EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES 61

X B SUPPLIES OR SERVICES AND PRICES/COSTS 02

X C DESCRIPTION/SPECS./WORK STATEMENT 06 X J LIST OF ATTACHMENTS 71

X D PACKAGING AND MARKING 07

X E INSPECTION AND ACCEPTANCE 10 X

K

REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 11

X G CONTRACT ADMINISTRATION DATA 24 X L INSTRS., CONDS., AND NOTICES TO OFFERORS (PHASE I)

X H SPECIAL CONTRACT REQUIREMENTS 29 X

M EVALUATION FACTORS FOR AWARD (PHASE I) 100

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

AWARD (To be completed by government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304 (c) ( ) 41 U.S.C. 253 (c) ( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Mohib Ahmed

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

12/05/2020

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232.8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME

AND

ADDRESS

OF

OFFEROR

CODE

FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

ACRONYM LIST

A2C Alternatives to Charcoal

BEO Bureau Environmental Officer

CBOs Community Based Organizations

CO Contracting Officer

COR Contracting Officer’s Representative

CRM Climate Risk Management

DDL Development Data Library

EMMP Environmental Mitigation and Monitoring Plan

EO Executive Order

FAO Food and Agriculture Organization

FD Forestry Department

Ghg Greenhouse gases

GRZ Government of the Republic of Zambia

IEE Initial Environmental Examination

LEDS Low Emission Development Strategy

MoE Ministry of Energy

NDC Nationally Determined Contributions

NGOs Non-Governmental Organizations

PYD Positive Youth Development

QASP Quality Assurance Surveillance Plan

REDD+ Reducing emissions from deforestation and forest degradation

SNDP Seventh National Development Plan

SOO Statement of Objectives

STIP Science, Technology, Innovation and Partnership

UNDP United Nations Development Programme

ZDA Zambia Development Agency

ZEMA Zambia Environmental Management Agency

ZRA Zambia Revenue Authority

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this contract is for the Contractor to implement the Alternatives to Charcoal activity in accordance with Statement of Objectives (SOO) [See Attachment J.1]

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 and accomplish goals and objectives as described in Section C, and the deliverables as described in Section F, in accordance with all terms and conditions stated herein.

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

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

b.1 The contract budget found herein, is based on the Contractor’s original proposal and/or final proposal revision, which was accepted by USAID through award of this contract. NOTE: The contractor will be required to notify the USAID COR of Budget

Line Item variation of 10% and request concurrence.

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

Grants under Contracts - $1,000,000 $1,000,000 $1,000,000 - $3,000,000

Other Direct Costs

Indirect Costs

Fixed Fee

Total Cost Plus Fixed

Fee

CLIN Supplies/Servic es

(Description)

Qty Unit

Price

YR1

Total

Amoun t

YR2

Total

Amount

YR3 Total

Amount

YR4 Total

Amount

YR5 Total

Amount

Total

Amount

0001 Service Delivery (Direct and

Indirect Costs)

Lot

0002 GUCs 03 $1,000,000 - $1,000,000 $1,000,000 $1,000,000 - $3,000,000

Total Estimated Cost

0003 Fixed Fee %TBD

Total Estimated Cost plus Fixed Fee b.2 The inclusion of any costs in the above cost categories does not obviate the requirement for prior approval by the contracting officer of cost items, any of the terms and conditions of this contract, including the applicable cost principles (see FAR52.216-

07, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the contracting officer of any item of cost, unless specifically stated elsewhere in this contract.

b.3 The contractor may shift/move funds up to 10% between CLINs items with COR concurrence. Any adjustments above 10% require written CO approval.

b.4 The contractor agrees to furnish data that the contracting officer may request on costs expended or accrued under this contract in support of the budget information provided herein.

(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. Funding for this contract will be on an incremental basis, subject to the availability of funds.

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

The Government will pay the Contractor for performing this contract the fixed fee specified in

Section B.3. In accordance with FAR 52.216-8, Fixed Fee (2011) USAID will withhold 15% of the total fee or $100,000, whichever is less until the required conditions under the referenced clause have been met.

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:

The following is an illustrative table which will be filled in at time of award:

% OF FIXED FEE

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

All Key Personnel

Furnished 1% N/A 1%

2 Annual Work Plan 1% 1% 1% 1% 1% 5%

3 AMELP 1% N/A 1%

5 QASP 1% N/A

X TBD - Activity Level

Deliverables

TBD TBD TBD TBD TBD TBD

Periodic Progress Reports

Annual Progress

Reports 1% 1% 1% 1% 4%

Other Reports

16 Final Activity Report N/A 10% 10%

Total Fixed FEE 100%

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) TBD TBD TBD

Base of Application TBD TBD TBD

Source: TBD TBD TBD

Period: TBD TBD TBD

MAJOR

SUBCONTRACTOR(S)

Type of Rate TBD TBD TBD

Base of Application TBD TBD TBD

Source: TBD TBD TBD

Period: TBD TBD TBD

• 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.

• 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.

• 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, FAR 52.232-20 (Limitation of Cost), FAR 52.232-22, (Limitation of Funds), and

AIDAR 752.7003 (Documentation for Payment), may be reimbursable under this contract.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF OBJECTIVES

[See Attachment J.1 for Statement of Objectives (SOO)]

[Offeror’s PBWS to be included under Section C upon award]

[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

(a) 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. 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. (PROJECT

NAME) 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.

(b) The Contractor must develop a Branding Implementation Plan (BIP) and Marking Plan

(MP) for the contract to describe how program deliverables shall be branded. The BIP will implement USAID branding strategy for the USAID Alternatives to Charcoal Activity:

Activity Name: “USAID Alternatives to Charcoal”

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

American People through USAID.”

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

http://www.usaid.gov/branding

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.

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 Branding Strategy, Implementation and Marking plan must be submitted as an annex and as part of the Technical Proposal during Phase II of evaluation. Offerors must note that the plan is a separate item and will not be scored. However, the plan from the apparently successful

Offeror will be reviewed and subject to approval prior to contract award. The plan will not be counted in the page limitation.

The plan 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:

• Press releases

• Press conferences

• Media interviews

• Site visits

• Social media content

• Success stories

• Beneficiary testimonials

• Professional photographs

• Print and online Public Service Announcements

• Videos

• Webcasts, e-invitations, or other e-mails sent to group lists, such as http://www.usaid.gov/branding

• Participants for a training session, blast e-mails, 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:

• Launching the activity

• Announcing findings from the situational analysis

• Publishing reports or studies, including the transformation and

• sustainability plans

• Spotlighting trends

• Highlighting success stories

• Featuring beneficiaries as spokespeople

• Securing endorsements from ministry or local organizations

• Promoting final or interim reports

• Communicating activity impact/overall results

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.

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]

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 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

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

Contracting Officer Representative (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 of Services – Cost

Reimbursement” (FAR 52.246-5), inspection of results or other deliverables required by the contract will be made by the cognizant COR. Acceptance of goods/services and reports or other deliverables by the cognizant 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’s 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 and quality reports described in Section F.5 below. Performance evaluation will be conducted jointly by the COR and the Contracting Officer, 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. USAID will evaluate the Contractor’s performance annually for the period of the contract. This evaluation will form the basis of the Contractor’s permanent performance record under this contract.

(b) USAID reserves the right to conduct, and the Contractor must expect and be prepared for, a management and/or financial audit by USAID 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 Contracting Officer 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 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 Contracting Officer.

(h) All reporting and data must be synchronized with the United States Government (USG) 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 following table summarizes the deliverables and reports under this award. Other reports/deliverables may be required during the course of the award. These reports/deliverables will be within the scope of the contract, and the due dates for these will be agreed to between the Contractor and the COR, as needed.

If a report or deliverable below does not have a report format or template, the contractor must use the format in Attachment J.3 and update fields, as necessary.

No Deliverables Date Due Distribution

All Key Personnel

Furnished 30 Days After Award

CO & COR

Annual Work-plan

1st AWP: The first Annual Work Plan to be submitted 45 days after award date. The WP may be condensed depending on the date of award.

(For ex. If the contract is awarded in February, the work-plan should reflect February –

September 30).

Subsequent AWPs: 45 days before the EOFY and must be approved prior to the new FY COR

Activity

Monitoring

Evaluation and

Learning Plan

(AMELP)

Draft: Within 90 days of award

Final: Within agreed upon deadline with COR but no later than 150 days after award. COR

Grants Under

Contract Manual

Draft: Within 90 days after Award

Final: Within 120 COR & CO

Quality Assurance

Surveillance Plan

(QASP)

Draft: Within 90 days after Award

Final: Within 120 COR & CO

TBD

TBD – Activity

Level Deliverables TBD TBD

Periodic Progress Reports

Quarterly

Progress Reports

Draft: Within 10 Days after end of quarter

Final: Within 30 Days after end of quarter

Note: 4th quarter reports will be annexed within the annual report. COR

Annual Progress

Reports

Draft: Within 20 Days after end of EOFY

Final: Within 45 Days after end of EOFY COR

Quarterly

Financial Reports With quarterly progress report COR

Other Reports

Portfolio Review

Presentations Semi-annual (November/May) COR

10 EMMP

The EMMP must be submitted with each annual work plan and updated as implementation progresses. COR

Annual Property

Reports Within 90 days of award and annually thereafter COR

Baseline Data

Collection

Reporting Within Year 1 and as directed by COR COR

STTA Consultant

Reports

Within 15 days after the completion of the engagement COR

Close-Out and

Demobilization

Plan 180 days prior to award completion date COR

15 Disposition Plan 90 days prior to award completion date CO

Final Activity

Report

Draft: Within 30 days prior to award competition date

Final: Within 30 days after end of award COR

Geographic Data

Reporting With Annual Progress Report COR

1. Key Personnel: All 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. Work plans must be finalized within 5 working days after receiving USAID’s comments.

3. Activity Monitoring, Evaluation, and Learning Plan (AMELP): The COR will review, collaborate on any necessary changes, and provide final approval of the plan. After approval, the Activity Monitoring Plan will evolve and adapt alongside the activity work-plan, being updated on an annual basis based on adaptive management. It is important that these plans clearly detail how the partner will monitor performance as well as programmatic and operational context.

The Monitoring, Evaluation, and Learning Plan must be developed in accordance with ADS 201.

The Monitoring Plan will be reviewed regularly to confirm compliance with USAID requirements. Monitoring data will be used to inform management decisions, resource allocation and to assess where changes to the Activity may be required to help better ensure that the desired impact will be achieved. Performance reports submitted by the contractor must be focused on reporting progress against the approved Activity Monitoring Plan.

Key components of the monitoring plan typically include:

• The activity’s monitoring approach, including relevant performance indicators of activity outputs and outcomes;

• Report on the indicators listed in Objectives in Section C.

• Monitoring for any evaluation triggers that should be communicated to the relevant stakeholders; and

• Estimated resources for these monitoring activities that are a part of the implementing partner’s budget.

As part of the monitoring, the plan must include a Performance Management Task Schedule that includes portfolio reviews, data quality assessment and reporting schedules.

4. Grants Under Contracts (GUCs) Manual: This manual will establish and provide for the internal methodology, policies, and procedures to be followed while issuing Grants under this award.

5. Final Quality Assurance Surveillance Plan Approved by USAID: This plan sets forth the procedures and guidelines which will be used to ensure the required performance standards or service levels achieved by the contractor. The QASP will define the roles and responsibilities, identify performance objectives, define the methodologies used to monitor and evaluate the contractor’s performance, describe quality assurance documentation requirements, and describe the analysis of quality assurance monitoring results.

X. TBD: The contractor is to propose activity deliverables based on their technical approach/understanding and as stated under Section L.5.2(b). There is no maximum number of deliverables.

PERIODIC PROGRESS REPORTS

6. Quarterly Progress Reports: Provide a project overview, executive summary that covers key results and achievements during the reporting period as well as major problems encountered and lessons learned; an update on activity implementation that includes a detailed progress narrative and implementation challenges and opportunities including indicator update, discuss partnerships, collaboration, and/or knowledge sharing with stakeholders including civil society, private sector, and other development partners; discuss management and administrative issues, such as constraints and critical issues, personnel changes, proposed adaptations of the activity, and award modifications and amendments (completed and expected); lay out major activities planned for the next quarter. The contractor will submit three success stories per quarter that will tell the story of the achievements throughout the period of performance. USAID will provide a template and the success stories will describe major accomplishments and will include pictures. The contractor must use the format in

Attachment J.3 and update fields, as necessary.

7. Annual Progress Report: The fourth quarterly report serves as the annual progress report to USAID. The annual report must cover the concluding year and will include a discussion, supported with auditable quantitative and qualitative evidence, of progress against indicators and/or impacts achieved to-date. This discussion will be instrumental in helping the

Mission to complete Annual Reports to USAID/Washington on overall program impacts. Any deviations from targets by more than 10 percent, either positive or negative, must be clearly explained. The contractor will submit two success stories that define the progress of the program for that year. The success stories must have pictures and help tell the story of why this activity is a success.

8. Quarterly Financial Report: The quarterly financial report will be broken down by

Task. At a minimum, the report will contain the following information:

• Total funds obligated to date by USAID into the Award.

• Total funds expended by the Contractor to date, including a breakdown to the budget categories provided in the Contractor’s cost proposal, with additional detail to be provided upon request by the COR.

• Pipeline (committed funds minus expended funds).

• Funds and time remaining in the Award.

The contractor is solely responsible for not exceeding obligated amounts, and is reminded of the required notification to the CO as to the percentage of funds expended against the total obligated and available amount as set forth in FAR 52.232-22 “Limitation of Funds.

OTHER REPORTS

9. Portfolio Review Presentations: The Contractor must brief the USAID/Zambia

Mission in-person, twice a year. The briefing requires a PowerPoint presentation presenting semi-annually in Nov and May, cumulative results against previously agreed program targets, and selected accomplishments for the previous six months, challenges and proposed solutions, and projected procurement J.1actions for the next six months.

10. EMMP: The EMMP will be submitted with the annual work plan and updated as implementation progresses. See Attachment J.2. The following conditions are set forth:

• The activity must have access to technical expertise to assess potential impacts of this activity on the environment and to develop, monitor, and report on implementation of management and mitigation plans. The activity must also have staffing capacity to implement all climate risk management requirements. This means that this activity will require a detailed Environmental Mitigation and Monitoring Plan (EMMPs) to be developed to capture each of the elements that can pose a risk to people and the environment and prescribe specific mitigation measures to minimize the impact.

• The activity must effectively report on the EMMP annually or more frequently in concurrence with regular reporting cycles. The partner must submit all reports

(Environmental Mitigation and Monitoring Reports) directly related to environmental compliance in general and climate risk management to the USAID.

• Ensure that EMMP implementation is integrated in work plans and budgets. The activity must set aside 2-5% of the total budget for environmental compliance and climate risk management. This budget should cover, among other environmental compliance and climate risk management needs, all costs associated the implementation and monitoring of mitigation measures.

• Submit, for USAID/Zambia approval, environmental review reports for all sub-grants or sub-awards under this activity

11. Annual Property Report: The Contractor will submit one copy of an annual inventory report to the COR within 90 days of award and annually thereafter, listing all equipment acquired with USAID funds provided under this contract or received from USAID for use under this contract. The format of the report is listed under AIDAR 752.245-70.

12. Baseline Data Collection Reporting: In year 1, the Contractor is required to gather and analyze additional information to inform the refining of the activity design. This will include commissioning of surveys and studies/analyses on the charcoal and alternatives' value chains, market environment and environmental impact (e.g., deforestation and/or non-renewable energy source consumption levels, as well as emissions and waste).

13. STTA Consultant Reports, Technical Briefs, Special and External Reports:

Upon completion of the services of each short-term consultant, the Contractor will submit a report to the COR summarizing the activities, accomplishments, and recommendations of the consultant. The Contractor shall provide copies of all technical reports including analyses, policy recommendations, comparative studies, etc. to the COR as these are developed and in accordance with agreed-upon delivery dates. Technical documents such as analyses, policy recommendations, comparative studies, briefs, etc., including the results of any school based assessment/testing, are to be shared with the USAID-supported communities of practice around early grades reading – the COR will provide direction on delivery to these communities of practice.

14. Close out and Demobilization Plan: The Contractor will submit a demobilization plan to the COR for approval. The plan shall be submitted 180 days prior to award completion date. It will include an illustrative property disposition plan, a plan for phase out of in-country operations, a delivery schedule for all reports or other deliverables required under the contract and a timetable for completing all required actions in the demobilization plan, including the submission date of the final property disposition plan to the CO. USAID will approve or disapprove the proposed plan in writing, at least 60 days before completion of the contract.

However, regardless of any prior approval of all or portions of the proposed disposition plan for assets, USAID reserves the right to direct or redirect such disposition plan.

15. Disposition Plan: During the last year of the Contract term, the Contractor will provide to USAID, at least 90 days prior to award completion date, a proposed plan for disposition of the loan or credit assets remaining at the termination of the contract. The CO will approve or disapprove the proposed disposition plan in writing, at least 45 days prior to the completion of the Contract. However, regardless of any prior approval of all or portions of the proposed disposition plan, USAID reserves the general right to direct or redirect such disposition plan.

16. Final Activity Report: The final report will match accomplishments to the specific objectives outlined in Section C. The report will include at a minimum:

• Background section with an executive summary outlining the problem statement and circumstances surrounding;

• Zambia at the beginning of the award period;

• Summary of the support provided directly to the GRZ entities and to ultimate beneficiaries, including linkages/coordination/relationships with other USAID (and/or other cooperating partner) projects/activities;

• Impact/Outcome of the support provided;

• Challenges encountered during implementation and actions taken to overcome those challenges;

• Lessons Learned and best practices, including what worked well, what didn’t and why.

• Additional analyses (gender, sustainability, cost benefit); and,

• Recommendations for next steps and why – what entities to engage, problem areas to focus on, activities to stop, investments to make.

17. Geographic Data Reporting Requirements: As part of its annual progress report, the contractor will submit geographically referenced data via CD, DVD, or digitally. The following format must be followed:

• Project and Activity Location Data will be provided as latitude and longitude coordinates in Decimal Degrees (DD.DDDDD) format as derived from Global Positioning System

(GPS) units, GPS-enabled mobile devices, or a digital map interface, such as Google

Earth or Google Maps. When providing exact latitude and longitude coordinates poses sensitivity issues, another geographic resolution for reporting Project and Activity

Locations will be agreed upon with the COR. Additional attribute data such as, project name, activity name, implementing partner name, project start and end dates, project description, beneficiaries, select indicators, etc. will be submitted along with Project and

Activity Location Data for reporting and portfolio management needs.

• Thematic Data, Project Specific Data, and any other geographic data or satellite imagery created or purchased under this award with U.S. Government funds will be provided to

USAID/Zambia at the end of this contract.

• All Geographic Data must be submitted in industry standard formats such as Esri

Shapefile or Esri Feature Class and include metadata. Google Earth KML files are acceptable. Metadata is a summary document providing content, quality, type, creation, and spatial information about a data set. It represents who, what, when, where, why and how of the resource. It can be stored in any format such as a text file, Extensible

Markup Language (XML), or database record. Metadata records include core library catalog elements such as Title, Abstract, and Publication Data; geographic elements such as Geographic Extent and Projection Information; and database elements such as

Attribute Label Definitions and Attribute Domain Values. The suggested metadata format is the XML schema, ISO 19139, which was developed to provide a consistent manner for presenting the ISO 19115 standard.

• All Geographic Data must be projected to the Geographic Coordinate System World

Geodetic System 1984 (GCS WGS 1984). All data must use the World Geodetic

System 1984 (WGS 1984) datum.

All Geographic Data will conform to the following:

1. OMB Circular A-16, Executive Order 12906;

(http://www.whitehouse.gov/omb/circulars_a016_rev). This is the U.S Federal

Government’s guidelines for geospatial data standards.

2. Automated Directives System (ADS) 507 (Freedom of Information Act); (transparency and release of information to the public:

http://www.usaid.gov/sites/default/files/documents/1868/507.pdf)

3. ADS 557 (Public Information: http://transition.usaid.gov/policy/ads/500/557.pdf). This directive outlines the requirements for reporting program data to the public.

F.6 ACTIVITY MONITORING AND EVALUATION

Up until USAID rolls out a cloud based performance management system, USAID/Zambia will continue tracking data through a performance management information system, as recommended by USAID, to track activities for all mission-funded activities. The contractor may choose to use their own data management system for their internal management needs.

F.7 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCTOBER 2014)

(a) Definitions. For the purpose of submissions to the DDL:

(1) “Dataset” is an organized collection of structured data, including data contained in spreadsheets, whether presented in tabular or non-tabular form. For example, a

Dataset may represent a single spreadsheet, an extensible mark-up language (XML) file, a geospatial data file, or an organized collection of these. This requirement does not apply to aggregated performance reporting data that the contractor submits directly to a USAID portfolio management system or to unstructured data, such as email messages, PDF files, PowerPoint presentations, word processing documents, photos and graphic images, audio files, collaboration software, and instant messages. Neither does the requirement apply to the contractor’s information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information. Datasets submitted to the DDL will generally be those generated with

USAID resources and created in support of Intellectual Work that is uploaded to the http://www.whitehouse.gov/omb/circulars_a016_rev http://www.usaid.gov/sites/default/files/documents/1868/507.pdf http://transition.usaid.gov/policy/ads/500/557.pdf

Development Experience Clearinghouse (DEC) (see AIDAR 752.7005 “Submission

Requirements for Development Experience Documents”).

(2) “Intellectual Work” includes all works that document the implementation, monitoring, evaluation, and results of international development assistance activities developed or acquired under this award, which may include program and communications materials, evaluations and assessments, information products, research and technical reports, progress and performance reports required under this award

(excluding administrative financial information), and other reports, articles and papers prepared by the contractor under the award, whether published or not. The term does not include the contractor’s information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information.

(b) Submissions to the Development Data Library (DDL)

(1) The Contractor must submit to the Development Data Library (DDL), at www.usaid.gov/data, in a machine-readable, non-proprietary format, a copy of any

Dataset created or obtained in performance of this award, including Datasets produced by a subcontractor at any tier. The submission must include supporting documentation describing the Dataset, such as code books, data dictionaries, data gathering tools, notes on data quality, and explanations of redactions.

(2) Unless otherwise directed by the Contracting Officer (CO) or the Contracting

Officer Representative (COR), the Contractor must submit the Dataset and supporting documentation within thirty (30) calendar days after the Dataset is first used to produce an Intellectual Work or is of sufficient quality to produce an Intellectual Work. Within thirty (30) calendar days after award completion, the Contractor must submit to the

DDL any Datasets and supporting documentation that have not previously been submitted to the DDL, along with an index of all Datasets and Intellectual Work created…