72061122R00002 PASCO Amendment 1.pdf

Issuance Date: January 18, 2022 Round 2 Questions Due Date and Time: January 25, 2022, at 1400 local Lusaka time Closing Date and Time for Proposals: February 24, 2021, at 1500 local Lusaka time

Subject: Request for Proposals (RFP) Number 72061122R00002 Amendment 1

Dear Prospective Offerors, The United States Agency for International Development (USAID) Mission to Zambia is seeking proposals from qualified entities to distribute and facilitate an effective and efficient transportation system of health commodities from Zambia Medicines and Medical Supplies Agency (ZAMMSA) to the regional distribution hubs, district health offices (DHOs) and eventually to the last mile (hospitals and health centers) as described in the attached Request for Proposals (RFP).

We received a good number of questions related to this procurement. We recognize that we’re looking for logistical services and deliveries of important commodities and assigning fee to that delivery. We also recognize the inherent risk associated with this requirement. Thus, we have reduced the required success rate to appropriately accommodate that risk. Outside of that reduction, Offerors (and the resultant Contractor) are required to price in any additional risk in meeting these requirements. The assumptions in Section C are only for informational purposes and are not binding. Changes to the RFP are highlighted in yellow.

We are also allowing for a second round of questions as we have moved this out of a phased acquisition process. Questions are due at the date and time above to the individuals identified in Section L.

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, with the exception of public international organizations and foreign government-controlled organizations. 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. The North American Industry Classification System (NAICS) code for this solicitation is 541614. The authorized geographic code for the prime contractor of this procurement is 935.

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.beta.sam.gov. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Thank you for your interest and we look forward to your participation http://www.beta.sam.gov/

Sincerely, /S/

Michael Capobianco Contracting Officer

Program for Advancing Supply Chain Outcomes (PASCO) Activity Solicitation no. 72061122R00002

ACRONYM LIST

AWP - Annual Work Plan CPFF - Cost-Plus-Fixed-Fee CSRMP - Commodity Security Risk Mitigation Plan DP - Distribution Plan EMMP – Environmental Management and Mitigation Plan EDP - Emergency Distribution Plan GHSC-PSM – Global Health Supply Chain Procurement-Supply Management GRZ – Government of the Republic of Zambia J2SR – Journey to Self-Reliance MSL – Medical Stores Limited OTIF - On-Time, In-Full PASCO – Program for Advancing Supply Chain Outcomes 3PL – Third-Party Logistics 4PL – Fourth-Party Logistics STAT - Stockout Turn-Around Time SDPs - Service Delivery Points TA – Technical Assistance TBD - To Be Determined ZAMMSA - Zambia Medicines and Medical Supplies Agency ZAMRA - Zambia Medicines Regulatory Authority

USAID Program for Advancing Supply Chain Outcomes (PASCO) Activity

Amendment 1

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of the USAID/Zambia Program for Advancing Supply Chain Outcomes (PASCO) Activity is to implement the requirements as stated in Section C of this document.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion-type contract. The Contractor must provide the outputs and accomplish goals and objectives as described in Section C, and the deliverables as described in Section F, to be paid fee.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

(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

Item No

Supplies/Services (Description) Qty Period of Performance

(5 Years)

1 Direct Costs Lot TBD

2 Indirect Costs Lot TBD

Total Estimated Cost TBD

4 Fixed Fee Lot TBD

Total Estimated Cost-Plus Fixed Fee TBD

(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. The payment of fee will be in accordance with the fee schedule in Section F. 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.

B.5 INDIRECT COSTS

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

Description Rate Base Type Period

TBD % 1/ 1/ 1/

1/ Base of Application:

Type of Rate:

Period:

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES

AND FINAL REIMBURSEMENT FOR INDIRECT COSTS

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

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

Description 2020 2021 2022 2023 2024

TBD __% __% _% _% _%

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

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

B.7 KEY CONSIDERATIONS FOR DEVELOPMENT IN A DYNAMIC

ENVIRONMENT

Due to the extremely fluid nature of the Zambian development context, USAID/Zambia must be able to adapt to changing circumstances on the ground. Adaptive management will be required from the implementer in order to maintain, sustain, or expand development gains achieved through activity implementation.

The Contractor must anticipate the need to adapt to changing conditions on the ground either of a positive or negative nature in order to achieve the contract's objectives. These objectives are defined in Section C.

Implementation of these changes will be governed by FAR 52.243-2 (Alternate I) Changes Cost Reimbursement. The changes must be within the general scope of this contract. These changes will be made to address changing circumstances in Zambia. Examples of the circumstances include but are not limited to:

Data indicates and the Mission Director determines in writing that there is a high probability of a crisis developing in the operating environment, requiring adjustments to ongoing programming.

Data indicates and the Mission Director determines in writing that there is a high probability that peace will continue, and the operating environment will stabilize, requiring adjustments to ongoing programming.

The purpose of this section is to inform the Contractor of the very fluid nature of development work in Zambia and the likely need to adapt to changing circumstances while still achieving the contract’s objectives. There may be other needs that require the use of the changes clause but the extreme fluidity of the operating environment in Zambia warrants this section in order to increase the probability of success in achieving the contract’s objectives.

[END OF SECTION B]

SECTION C – DESCRIPTION/PERFORMANCE BASED WORK STATEMENT

C.1 ACTIVITY TITLE

The Activity Title is Program for Advancing Supply Chain Outcomes (PASCO).

C.2 OVERVIEW

The Program for Advancing Supply Chain Outcomes (PASCO)

C.3 SUCCESS

The Contractor must manage and facilitate a more effective and efficient transportation system to distribute health commodities from ZAMMSA to the regional distribution centers (RDCs) or hubs, district health offices (DHOs) and, through a phased approach, to the last mile (Hospitals and Health Centers) to ensure improved availability of commodities at SDPs. The Contractor must meet all objectives and requirements highlighted under C.6 to be successful. The Contractor must transition the current Third-Party Logistics (3PL) activity managed by the Global Health Supply Chain Procurement-Supply Management (GHSC-PSM) project a step further by including last mile distribution and strategic logistics planning.

C.4 KEY STAKEHOLDERS

The Contractor must coordinate and collaborate with key stakeholders. A fully supported and sustainable transportation and distribution system will require increased contributions from the Government of the Republic of Zambia (GRZ), donors, and other stakeholders throughout the project’s life. During the life of the award, the Contractor must engage with GRZ, donors, and other stakeholders to secure on-going funding, identify technical assistance and management components of the PASCO activities that can be transitioned and supported to enhance country ownership and long-term sustainability. The following list provides key stakeholders and their respective roles and responsibilities within the PASCO activity:

Stakeholder Role

Supply Chain Technical Assistance and In- Country Logistics Implementing Partners

Provide TA to ZAMMSA on 3PL coordination, 3rd party monitoring and oversight

Zambia Medicines and Medical Supplies Agency National counterpart for PASCO implementation

USAID

Directly manage the PASCO contract with the end-goal to move all oversight of the transportation services to ZAMMSA

Local Zambian/International Transport Companies/Industry

Work with PASCO contract to distribute and transport commodities; key to sustainability of contract

Global Fund and other donors Counterparts for resource mobilization

Ministry of Health National counterpart for governance and leadership

Additional Implementing Partners

Counterparts for service delivery, last mile storage, order management, and logistics management information systems including eLMIS, Warehouse Expert, and SAGE.

C.5 BACKGROUND

USAID/Zambia supports the strengthening of in-country supply chain systems in Zambia through a variety of intervention partnerships with the GRZ. The USAID supported Global Health Supply Chain Procurement Supply Management (GHSC-PSM) project provides global procurement services for commodities procured with USG funding and coordinates with local partners, GRZ, other donors, and regional subject matter experts to improve medicines and medical supplies commodity security. Within Zambia’s supply chain, core functions such as warehousing and transportation services for medicines and health commodities are managed by the new statutory entity, ZAMMSA, which was previously called Medical Stores Limited (MSL) before the enactment of the Act. USAID/Zambia, through the U.S. President’s Emergency Plan for AIDS Relief (PEPFAR), the President’s Malaria Initiative (PMI), and Family Planning and Maternal and Child Health programs, procures and distributes more than $120 million in medicines, test kits, lab products and other medical supplies each year, which are stored and delivered to health facilities through ZAMMSA’s distribution system.

As of time of award, USAID/Zambia’s main mechanism for addressing supply chain procurement and technical issues is through GHSC-PSM, which has been providing oversight and management of the 3PL activities and providing on-going technical support to ZAMMSA and supply chain managers at provincial, district, and health facility levels. Currently, GHSC-PSM provides significant technical assistance (TA) to ZAMMSA for both overall management and targeted interventions for warehouse systems and transportation services management.

Specifically, GHSC-PSM TA supports human resource (HR) needs, procurement services, and supplemental transport services through Bollore logistics non temperature sensitive commodities, Marvin Motors and Transport Limited for cold chain, and Taurus Partners Limited for distribution of insecticide treated nets. GHSC-PSM provides approximately 50% of the country’s commodity distribution with support from USAID.

C.6 OBJECTIVES AND REQUIREMENTS

The Contractor must ensure sustainable access to safe, effective, quality-assured, affordable life saving health commodities by strengthening the capacity for transportation and distribution systems, including involvement of locally owned Zambian logistics private companies.

The Contractor must transition all services required under this contract from GHSC-PSM to the Contractor within 6 months of contract award.

Activities:

Activity 1: The Contractor must deliver commodities from ZAMMSA to the regional hubs, DHOs, and to the last mile or SDPs (hospitals and health centers), collectively referred to as “sites” or “facilities” or “SDPs” interchangeably. The Contractor must deliver commodities to all facilities as referenced below. Facilities can be located anywhere in Zambia.

The Contractor must initially cover regional distribution centers, high volume facilities, and selected health facilities including the approximately 1,100 facilities currently being covered under the 3PL contract managed by GHSC-PSM. In total, the Contractor must cover the minimum number of facilities per year in the below table:

Contract Year # of Facilities

1 TBD

2 TBD

3 TBD

4 TBD

5 TBD

Note that “Contract Year” is defined the same way as noted in Section F.6.

The number of facilities may expand further during the period of performance based on the needs of the Ministry of Health, though this will not be considered “new work” and will be handled as a cost overrun if the total estimated cost of the contract must be increased. The specific locations must be selected in consultation with MOH, USG, and other key stakeholders and must be approved in advance by the USAID COR as part of the annual work plan process.

At a minimum, the Contractor must:

● Activity 1.1: Utilize existing data and perform modeling/data analysis as needed to understand the distribution/transportation system in Zambia; this will assist with route optimization and cost control planning.

● Activity 1.2: Collaborate with ZAMMSA and other partners to develop and implement a routine distribution plan that outlines relationships with relevant stakeholders, including vehicle types and routes, loading and unloading of commodities and adheres to Standard

Operating Procedures (SOP) to ensure on-time, in-full delivery. The distribution plan should be responsive and flexible to changing needs but follow distribution guidelines.

There must also be an emergency distribution plan procedure in place.

● Activity 1.3: Pick up and deliver health commodities from ZAMMSA central stores to regional hubs, high volume health facilities, and selected service delivery points.

Delivery of commodities is expected to follow the distribution cycle plan as agreed with

ZAMMSA.

● Activity 1.4: Provide for delivery of commodities in emergency situations outside of the normal distribution cycle.

Results for Activity 1:

● 80% of the number of SDPs in the above table receiving deliveries according to a planned distribution schedule. The schedule will be shared with the Contractor on a quarterly basis.

● 80% of the SDP orders delivered on time (standard lead time – actual lead time/standard lead time*100%)

● 80% of orders received in full (total number of products delivered/total number of products ordered and available in-stock at time of fulfillment x 100)

The deliverables related to the results are:

● Distribution plan created in collaboration with ZAMMSA and key stakeholders within 60 days of contract award. This should be informed by data analysis and use of existing route planning used by ZAMMSA and GHSC-PSM.

● Emergency distribution plan procedures created and accepted within 90 days of contract award.

Activity 2. Ensure the safe pick-up, transport, and arrival of commodities by providing appropriate control mechanisms and putting in place tools and processes that will prevent leakage, diversion, and detect possible theft throughout the geographic areas covered.

At a minimum, the Contractor must:

● Activity 2.1: Manage resources, technology, and external third-party logistics vehicles to provide national transportation and distribution of health commodities, considering WHO Good Storage and Distribution Practice Standards or ZAMRA’s Guidelines for Good Distribution Practices (GGDP) around the medicines, equipment, and medical devices that will be included in the deliveries. All transportation must be suitable in terms of availability, security, reliability and in accordance with the mentioned standards above.

● Activity 2.2: Provide data visibility, reporting, and analytics utilizing existing GRZ data information management systems which can integrate with other supply chain information systems such as SAGE, Warehouse Expert, eLMIS, and other digital tracking tools, including an electronic proof of delivery system. This will facilitate continuous improvement and virtual control of the commodities during the distribution for monitoring and evaluation; examples of best-in-class data and tracking systems include electronic proof of delivery, vehicle tracking, cubic volume measurements, cycle time tracking. The Contractor is not authorized to design or implement any new information technology systems.

● Activity 2.3 Improve existing GRZ electronic systems to communicate expected delivery dates between the 3PL and receiving facilities. The Contractor is not authorized to design or implement any new information technology systems.

● Activity 2.4 Develop and implement a Commodity Security Risk Management Plan. The Commodity Security Risk Management Plan must define risks associated with the distribution of commodities at the various levels of the supply chain (including possible diversion of leakages) and develop mitigation and management activities to reduce risks, rapidly alert key stakeholders (including USAID) of any issues, and improve supply chain performance.

Results for Activity 2

● 100% of vehicles meet WHO Good Storage and Distribution Practices standards/ZAMRA guidelines, whichever is more strict

● 80% of delivery notes indicate the quantity dispatched matching the quantity received.

● 80% of delivery notes signed as received by an authorized staff member of the designated facility.

● 100% of pickups and deliveries communicated within at least 24 hours’ notice.

The deliverables related to the results are:

● Agreement of accountability with the driver and/or transport entity in place for first delivery (and all subsequent deliveries).

● Commodity Security Risk Management Plan developed and implemented within 60 days of contract award.

C.7 LINKS TO CDCS

USAID/Zambia supports GRZ’s enhanced human capital development Objective 4 in the 7th National Development Plan (7NDP) through its Country Development Cooperation Strategy (CDCS) Development Objective 3 (DO3): Capacity of Zambia’s Government, Citizens and Private Sector Increased to Improve Health Outcomes and Meet Critical Needs of Vulnerable Populations. This objective will be realized when the PASCO activity contributes to the following CDCS intermediate results:

● IR 3.2: Health System Effectiveness, Capacity and Sustainability Strengthened Increased.

● Sub-IR 3.2.1: Health care delivery standards improved

● Sub-IR 3.2.2: Human resource capacity increased

This activity therefore will contribute to the USAID/Zambia Health PAD, Improving Health Status for Zambians, under Development Objective 3 (DO3).

C.8 ASSUMPTIONS

For this activity, USAID/Zambia has the following assumptions:

● By strengthening the capacity for transport and distribution systems, there will be improved availability of health commodities to meet patient demand.

● GRZ is stable and the country remains peaceful.

● GRZ will take ownership of the Activity.

● GRZ will continue to invest in the supply chain, increasing its contributions over the life of the PASCO Activity.

● GRZ will have sufficient financing, through both internal resources and donors, to procure the commodities required in Zambia’s health system.

● GRZ and donor procurement processes are beyond the control of the PASCO activity and will not constrain transportation and distribution.

The assumptions listed above will be revisited during the annual work plan process to help determine why results are (or are not) being met. These assumptions are for informational purposes to help planning potential interventions. They are not binding and non-determinative with regards to the achievement of results.

C.9 WORKING WITH GRZ

To successfully work within the public health system, the Contractor must adapt its programs to respond to unexpected challenges. As the Zambian public health system is not accustomed to working with the private sector, making the relationship work will take some effort and time. This must be taken into consideration in the Contractor’s approach, recognizing that there may be a need for additional communication and intervention to ensure commodities are successfully delivered. As this public-private business relationship grows and develops, the Contractor must aim to professionalize the medical commodity distribution systems as much as possible, applying appropriate and customized private sector best practices.

C.10 GENDER

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 must 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 control over resources and services. The Contractor must incorporate gender equity considerations in all aspects of the PASCO activity including in its design and implementation.

C.11 COORDINATION WITH THIRD PARTY M&E

USAID/Zambia contracts with a separate contractor to provide M&E services. The Contractor must coordinate with the M&E contractor and provide access and data as needed.

C.12 CLIMATE RISK MANAGEMENT

Climate Risk Management (CRM) is required for all USAID-supported activities. Climate risk is the potential for negative consequences on activity objectives and/or outcomes due to changing climatic conditions. The focus of climate risk management at USAID is on the risk to USAID development programming. 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).

The frequency of drought events is expected to increase and possibly intensify over time with climate change, impacting the health sector in numerous ways. For Zambia, there is real potential for disruption in access to drug and supply distribution chains due to extreme weather events impacting transportation and infrastructure. These types of impacts and the way individuals and communities adapt to them have very serious implications for the success of health programming. Communities will need to be prepared for a potentially increasing health burden. The Health Office completed the mandatory climate-risk assessment as part of the process of designing the PASCO activity. Based on this assessment, this activity is determined to have moderate climate risk to climate change. The contractor must take climate change risks (see illustrative risks and next steps for implementation) into consideration during implementation of the PASCO activity:

● Climate risks and opportunities must be adaptively managed during implementation, which should be reflected in the activity’s monitoring, evaluation, and learning (MEL) processes, as appropriate.

● Climate risk and mitigation/adaptation measures must be included in the EMMP, implemented, and monitored throughout the life of the project.

● Reports must include a summary of progress on climate risk management, including any issues that have been identified and how they have been addressed.

● Integrating climate change considerations into annual work plans.

● The Contractor must utilize environmentally friendly vehicles, transportation, and carbon offsets

[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 Program for Advancing Supply Chain Outcomes Activity:

Activity Name: “USAID/Zambia’s Program for Advancing Supply Chain Outcomes (PASCO) Activity)” 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 by the Contractor 10 days after contract award.

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 emails sent to group lists, such as

● Participants for a training session, blast emails, or other Internet activities.

http://www.usaid.gov/branding

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

● Facilitating deals or transactions between beneficiaries and the private sector

● 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 must 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 must 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 including Quality Assurance Surveillance Plan (QASP) 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 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

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)

52.242-15 Stop-Work Order AUG-1989

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

F.2 PERIOD OF PERFORMANCE

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

F.3 PLACE OF PERFORMANCE

The place of performance is Zambia. The Contractor must be able to perform the requirements of the contract nationally.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor’s performance must be conducted in accordance with the performance standards set forth in Section E, the Contractor’s overall performance toward achievement of objectives in Section C, and provision of deliverables in Section F and the Contractor’s compliance with all other terms and conditions of the contract. Each evaluation will be conducted jointly by the COR and CO and must form the basis of the Contractor’s performance record with regard to this Contract and as required in FAR part 42.15 and AIDAR 742.15.

The Contractor’s performance will be evaluated annually and at contract completion, utilizing at a minimum, the following factors:

1) Technical (Quality of products and services)

2) Cost Control

3) Schedule/Timeliness

4) Management or business relations

5) Small business contracting (as applicable).

6) Others (as applicable) (e.g., late payments to subcontractor’s, trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments).

F.5 REPORTS AND DELIVERABLES

The Contractor must submit the following reports/deliverables to the COR, unless otherwise noted. The Contractor must allow at least 10 business days for review and comments from the COR on any draft report submission. All reports and other deliverables must be in the English language, unless otherwise specified by the COR. Note that “day” means calendar day unless otherwise stated.

All reports and plans are subject to written approval by the COR, unless otherwise noted. All reporting must be synchronized with the United States Government (USG) fiscal year Note: USAID’s fiscal year starts on October 1 and ends on September 30. The four fiscal quarterly periods in the year begin on October 1, January 1, April 1 and July 1. Quarterly reports may be annexed to the annual reports where the fiscal year end and quarter end are the same time.

a. Activity Monitoring, Evaluation, and Learning Plan(AMELP)

Within thirty (30) days after award, the Contractor must submit a draft version of the AMELP (together with the Annual Work Plan (AWP)). The COR will review the draft and provide comments within 30 days after receipt of the draft. The Contractor must submit a final AMELP no later than 15 days after receipt of comments from the COR.

The AMELP must be updated and revised as needed in collaboration with the COR.

The AMELP must specify how data will be collected and analyzed. The AMELP must include a comprehensive set of proposed indicators that will allow progress toward project objectives to be rigorously assessed, including tracking the extent the Contractor is meeting the requirements in Section C. The Contractor must propose all required indicators. Indicators must capture all levels of project results, including the high-level results and appropriate disaggregation. The COR may request at any time that the AMELP is updated or modified as required to effectively report project results. When requested, a revised AMELP must be submitted within 15 days of the COR’s request. The AMELP must include, as appropriate, GPS coordinates to geo-locate activities.

b. Annual Work Plan

All the Contractor’s interventions to implement Section C must be approved by the Contracting Officer’s Representative (COR) via the annual work plan (AWP). The AWP is a living document and can be amended as needed with the approval of the COR. The AWP must outline the implementation process and detail activity schedules, resource requirements, roles and responsibilities, monitoring, reporting and review procedures.

The AWP will form the basis for activities to be implemented in each year of the contract. For the AWP, “Annual” is defined according to the U.S. Government fiscal year. The initial AWP covering the first year of the contract period (until September 30th) must be submitted to the COR for approval within 30 days of the award of the contract and must include plans for mobilization and start up. The first AWP must detail how the Contractor will transition all required activities per Section C.6, including a detailed schedule for doing so.

Subsequent AWPs must be submitted no later than August 1st of each subsequent contract year. The Contractor must collaborate with the COR, and consult with key stakeholders, in determining appropriate activities for each year. The Contractor must consult with other partners within the public health supply chain sector, and other relevant stakeholders during the development of the activities for the AWP. The COR must review the AWP and provide comments within 10 business days of receipt.

The Contractor must incorporate these comments and provide a revised version within one week of receiving USAID’s comments. The AWP must include major activities that will be undertaken, rationale behind these activities, anticipated results of these efforts and how they will be measured, projected budget per objective, costs of short-term assistance and training to be delivered during the year; the kind and cost of commodities to be provided, and a timeframe for when activities will commence and end. Details of collaboration with other USAID or other relevant donor-funded implementing partners must also be included.

c. Quarterly Progress and Financial Reports

The Contractor must submit a combined Quarterly Progress and Financial Report no later than thirty (30) days following the end of each USG fiscal quarter. The report must be submitted to the COR. The report must reflect the structure of the Annual Work Plan and address at least the following points:

● Activities completed under each planned intervention;

● Activities to be undertaken in the following quarter;

● Outputs accomplished and results realized in the quarter; disaggregated as appropriate;

● Any challenges during the implementation period and proposed solutions;

● Lessons learned during the implementation period and proposals on how to apply the lessons;

● Collaboration and coordination with other relevant USAID and donor activities and other partners within the implementation environment;

● Aggregate outputs accomplished, and results realized since project inception;

● Budget execution, clearly showing actual versus planned expenditures, and a forecast of the expenditures for the remainder of the project;

● Demonstration of steps taken to analyze the Contractor’s own progress against desired results and to devise solutions, propose course corrections, and identify whether new stakeholders should be engaged to ensure activity success;

● Electronic and hard copies of all reports, success stories, and other relevant documents prepared during the quarter (to be submitted as attachments);

● Total funds committed by date by USAID into the Contract;

● Total funds expended by the Contractor to date, including a breakdown to the budget categories provided in the Contractor’s cost proposal and between Technical and Administrative services, with additional detail to be provided upon request by the

COR;

● Pipeline (committed funds minus expended funds);

d. Annual Progress Report

The fourth Quarterly Progress Report must constitute the Annual Progress Report. It is due to the COR on October 31 of each year. It must be a comprehensive narrative report summarizing the previous year’s activities and accomplishments using the Annual Work Plan as a starting point and will serve as a key tool by which USAID/Zambia monitors the performance of the Contractor. The report must include status of personnel, project activities, and will summarize services delivered and progress towards achieving results identified in Section C. It must document both successes and failures of the interventions and discuss reasons for shortcomings and recommend actions to overcome them. It must also include an updated risk assessment examining the project’s critical assumptions and associated risks, and recommend changes based on monitoring results. For each action, the Contractor must designate responsible parties and establish a timeframe for completion. The report must also include Annexes as follows:

● A comparison of project accomplishments to date vs. project overall objectives, using qualitative and quantitative data as appropriate.

● Annual financial status reports.

● Project bibliography including reports prepared by Contractor and others.

● A list of all technical assistance activities, including specialist name, purpose and duration of consultation, achievements, and problems encountered.

● If applicable, a list of all in-country workshops, forums, training organized and numbers of participants.

● A list of equipment and materials purchased, including items purchased, destination of equipment and amount expended.

e. PEPFAR Reporting

Expenditure Reporting as part of USG efforts to continually improve upon efficiency and effectiveness of HIV/AIDS services, PEPFAR launched the Expenditure Reporting, and on an annual basis it is expected that the Contractor submit expenditure following PEPFAR guidance and using PEPFAR templates. Expenditure Reporting must be submitted 30 days after each fiscal year or as per deadlines set by the COR.

f. Environmental Monitoring and Mitigation Plan (EMMP)

The Contractor must submit an EMMP along with the first AWP. The mitigation measures of the IEE conditions must be addressed by the EMMP. Subcontract Environmental Reviews with EMMPs signed by the COR and the MEO are necessary prior to the approval of any activity implemented by a subcontractor.

g. Mobilization Plan

The Contractor must submit a Mobilization Plan along with the first AWP to the COR. This plan must detail the activities the Contractor will undertake to fully mobilize, the resources required for those activities, and the schedule of those activities. The Mobilization Plan must include a plan for the start-up of activities addressing benchmark technical, management, and logistical (vehicle, office space, etc.)

requirements that include planning and schedule for the mobilization of the Chief of Party (COP), other key personnel, and other technical and administrative staff. The mobilization period must be less than 6 months from contract award.

h. Commodity Security Risk Management Plan (CSRMP)

The Contractor must develop and implement a CSRMP. The Contractor must submit an RMP to the COR and CO within 30 days of contract award. The COR and CO will have 20 working days to review the CSRMP and provide comments to the Contractor. The Contractor must submit a final CSRMP to the COR and CO within 10 business days after receipt of comments. The CSRMP must detail the activities and processes the Contractor will implement to minimize leakage, diversion, and general loss of commodities so that the results in Section C are achieved. Unless authorized in writing by the COR, the CSRMP must not be shared outside of the Contractor and

USAID.

i. Close-out and Disposition Plan

The Contractor must submit a Closeout Plan to the CO with a copy to the COR for approval 180 days before the contract completion date. The Plan must include, at a minimum, an illustrative Property Disposition Plan addressing all requirements under contractual and local law for the transfer of property; a plan for the phase out of in-country operations; a delivery schedule for all reports or other deliverables required under the award; and a timeline for completing all required actions in the Demobilization Plan, including the submission date of the final Property Disposition Plan to the Contracting Officer. In addition, the contractor will describe how all required prime and sub-award audits will be conducted after the demobilization of the contractor. The Demobilization Plan must be approved in writing by the COR.

j. Sustainability Plan

The Contractor must submit a Sustainability Plan to the CO with a copy to the COR for approval 360 days before the contract completion date. The sustainability plan must outline strategies and interventions the Contractor will undertake to ensure planned activities are implemented and sustained beyond the PASCO activity. This plan must also highlight approaches the Contractor will use to engage partners, what activities will be implemented, and expected outcomes. Sustainability plans must be discussed with the GRZ before the formal Sustainability Plan has been submitted to USAID, and periodically throughout the project, beginning in the first year of the award. The content of this plan should include input from key stakeholders. The plan must describe how progress will be measured. Progress against this plan must be included in the quarterly narrative report.

k. Distribution Plan

The contractor must work in collaboration with ZAMMSA and key stakeholders and create a distribution plan within the 60 days of contract award. The Distribution Plan (DP) must clearly outline procedures to be followed in delivery of commodities. The plan requires close collaboration with ZAMMSA's Customer Services Centre, Transport Unit and Warehouse Operations team. The DP must outline standard operating procedures that will be executed when distributing commodities. The Plan must include steps for making adjustments, if needed, with buy-in from key stakeholders and approval from USAID.

l. Emergency Distribution Plan

The Contractor must develop and implement an emergency distribution plan. The Contractor must submit the plan to the COR within 60 days after contract award.

The Emergency Distribution Plan (EDP) must clearly outline procedures to be followed in case of stockouts or other emergency situations requiring expedited delivery of commodities.

The plan will require a very close…