72061522R00014 - PLSO 2022 - Amendment 2.pdf

RFP No. 72061522R00014 – PLSO 2022

Solicitation Issuance Date: May 6, 2022 Closing Date and Time for Questions: June 13, 2022, 10 a.m. Nairobi time Solicitation Closing Date and Time: June 20, 2022, 10 a.m. Nairobi time

Subject: Request for Proposals (RFP) No. RFP No. 72061522R00014 – Partner Liaison Security Operation (PLSO) 2022 for USAID KEA - Amendment 2

The United States Agency for International Development Kenya and East Africa Mission (USAID / KEA) is seeking proposals to implement the Partner Liaison Security Operation (PLSO) contract as described in the attached Request for Proposals (RFP). USAID anticipates awarding one Firm Fixed Price (FFP) contract with a period of performance of 5 years at an estimated cost range of between $4 million and $4.6 million. The North American Industry Classification System (NAICS) code for this acquisition is 541990. The authorized geographic code is 937.

This amendment incorporates the responses to questions generated from the initial solicitation and Amendment 1. All revisions are hereby incorporated into the RFP and highlighted in yellow.

This procurement will be conducted under full and open competition procedures, pursuant to Part 15 of the Federal Acquisition Regulation (FAR) (48 CFR Chapter 1). Please refer to Section L for information regarding proposal requirements. Offerors should take into account the expected delivery time required by the proposal transmission method they choose, and they are responsible for ensuring proposals are received at USAID. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated. Section L of the RFP sets forth all instructions for the preparation and submission of required proposal contents. Section M states the criteria by which proposals will be evaluated. Oral explanations or instructions given before award of the contract will not be binding. 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 can be viewed and downloaded from https://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 website from which you downloaded the solicitation. USAID advises to regularly check the above website for amendments.

Prospective Offerors must submit questions about this solicitation to Ms. Petrina Williams at pwilliams@usaid.gov and Mr. Aziz Alibhai aalibhai@usaid.gov by the time and date indicated above.

Thank you for your interest in USAID programs.

Petrina Williams, Contracting Officer, USAID Kenya and East Africa https://sam.gov/ mailto:pwilliams@usaid.gov mailto:aalibhai@usaid.gov

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

72061522R00014-02

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

2 88

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

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.

(Date)(Hour) local timeuntildepository located in 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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

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

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

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

05/06/2022 X

720615

American Embassy Nairobi USAID/Kenya United Nations Avenue, Gigiri P.O.Box 629 – 00621, Village Market Nairobi 00000

1000 C 06/20/2022

Aziz Alibhai +25 2711 aalibhai@usaid.gov

402-0721

PAGE(S)

Petrina Williams

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____0_________ calendar days (60 calendar days unless a different period is inserted

Table of Contents

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE AND SERVICES

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

B.4 PRICE SCHEDULE

B.6. TAX REQUIREMENTS

SECTION C – STATEMENT OF WORK

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (January 1993)

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 KEY PERSONNEL AND REQUIRED POSITIONS

F.6 REPORTS AND DELIVERABLES

F.7 DELIVERY SCHEDULE FOR REPORTS AND DELIVERABLES

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER

G.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.3 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.4 AIDAR 752.7003 – DOCUMENTATION FOR PAYMENT (NOV 1998)

G.5 PAYING OFFICE

G.6 ACCOUNTING AND APPROPRIATION DATA

G.7 CONTRACTOR'S PAYMENT ADDRESS

G.8 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 302.3.5.19 USAID-FINANCED THIRD-PARTY WEB SITES (AUGUST 2013)

H.2 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(OCTOBER 2014)

H.3 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.4 AUTHORIZED GEOGRAPHIC CODE

H.5 AUTHORIZED WORKDAY/WEEK

H.6 AAPD 17-01 REVISION 2 - DEFENSE BASE ACT (DBA) INSURANCE FOR 2015-2021

(NOV 20, 2020)

H.7 LOGISTIC SUPPORT

H.8 LANGUAGE REQUIREMENTS

H.9 AAPD 02-04 - EXECUTIVE ORDER ON TERRORISM FINANCING (MARCH 20, 2002) .. 28

H.10 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES . 28

H.11 AIDAR 52.245-71 - TITLE TO AND CARE OF PROPERTY

H.12 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION TECHNOLOGY

RESOURCES

H.13 H.10 LIMITATION ON ACQUISITION OF INFORMATION TECHNOLOGY

(DEVIATION NOs. M/OAA-DEV-FAR-20-3c and M/OAA-DEV-AIDAR-20-2c) (APRIL

2020)

H.14 ENVIRONMENTAL COMPLIANCE

H.15 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.16 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS

AMENDED

H.17 ELECTRONIC PAYMENTS SYSTEM

H.18 AAPD 16-02 REVISION 2 (R2) - RESTRICTIONS AGAINST DISCLOSURE (MAY 2016) .. 32

H.19 AAPD 16-02 REVISION 2 (R2) - ELECTRONIC AND INFORMATION TECHNOLOGY

ACCESSIBILITY (APRIL 2018)

H.20 AAPD 16-02 REVISION 2 (R2) - CLOUD COMPUTING (APRIL 2018)

H.21 INFORMATION SYSTEM SECURITY

H.22. REQUIRED SECURITY DISCLAIMER LANGUAGE FOR ALL INFORMATION

SECTION I – CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.1 FAR 52.204-1 APPROVAL OF CONTRACT (DEC 1989)

I.2 FAR 52.217-9 – OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

I.3 FAR 52.222-35 EQUAL OPPORTUNITY FOR VETERANS (JUN 2020)

I.4 FAR 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUN 2020)

I.5 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.6 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

I.7 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2007)

I.8 AIDAR 752.231-71 SALARY SUPPLEMENTS FOR HOST GOVERNMENT EMPLOYEES

(MAR 2015)

I.9 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

I.10 AIDAR 752.7005 – SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEP 2013)

I.11 AIDAR 752.7013 CONTRACTOR-MISSION RELATIONSHIPS (M/OAA-DEV-AIDAR-20-

03c)

I.12 AIDAR 752.7027 PERSONNEL (DEC 1990)

I.13 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

I.14 AIDAR 752.7034 ACKNOWLEDGMENT AND DISCLAIMER (DEC 1991)

I.15 AIDAR 752.7036 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JUL 2014)

SECTION J – LIST OF ATTACHMENTS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

THE OFFEROR

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 54

K.2 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998)

K.3 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (MAR 2020)

K.4 52.204-20 PREDECESSOR OF OFFEROR (AUG 2020)

K.5 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (AUG 2020)

K.6 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-

REPRESENTATION (DEC 2019)

K.7 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (AUG 2020)

K.8 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.9 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT TAX

LIABILITY OR A FELONY CONVICTION UNDER ANY FEDERAL LAW (FEB 2016) ... 66

K.10 52.215-6 PLACE OF PERFORMANCE (OCT 1997)

K.11 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

K.12 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

K.13 52.227-15 REPRESENTATION OF LIMITED RIGHTS DATA AND RESTRICTED

COMPUTER SOFTWARE (DEC 2007)

K.14 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (JUN

2020)

K.15 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR

2005)

K.16 INSURANCE - IMMUNITY FROM TORT LIABILITY

K.17 AUTHORIZED NEGOTIATORS

K.18 SIGNATURE

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

RESPONDENTS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 72

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

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

L.4 GENERAL INSTRUCTIONS

L.5 SUBMISSION AND DELIVERY INSTRUCTIONS

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS PROPOSAL

L.8 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND

EQUIPMENT (AUGUST 13, 2020)

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA

M.3 COST/PRICE EVALUATION

M.4 SOURCE SELECTION

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this Contract is to provide services that fall within the Scope of Work (SOW) specified in Section C.

B.2 CONTRACT TYPE AND SERVICES

This is a Firm Fixed Price (FFP) contract. For the consideration set forth below, the Contractor will deliver the services described in Section C and F, in accordance with performance standards specified in Section E.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

(a) The Fixed Price for the performance of the work required hereunder is $TBD.

(b) The Contractor will not be paid any sum in excess of the fixed price. This contract will be paid a fixed price per month regardless of the level of effort expended that month by the Contractor.

In case of a security incident, the Contractor will be required to respond immediately. USAID is unable to identify how many security incidents will happen per year for budgeting purposes. The Contractor should propose a firm-fixed price which includes all costs. The Contractor will not be paid more than the firm-fixed price of the contract for any reason.

(c) The amount obligated on award is $TBD

B.4 PRICE SCHEDULE

CLIN 001 Implementation of the Base Period (2 years) $TBD

CLIN 002 Option 1 (One Year) $TBD

CLIN 003 Option 2 (One Year) $TBD

CLIN 004 Option 3 (One Year) $TBD

CLIN Total: $TBD

B.6. TAX REQUIREMENTS

USAID is exempt from all forms of Kenyan fees, duties, levies, and taxation. All prices shall be exclusive of tax and/or duty. Every USAID Partner and their Subcontractors must fully complete a Government of Kenya (GOK) Form DA-1 package and deliver the package to USAID not later than 30 days from the date of the invoice where taxation duties and fees were incurred and paid to the vendor. Form DA-1 packages received by USAID after the 30-day deadline will be considered as not timely submitted and not processed by USAID. The taxes, fees, and duties paid by the Partner due to late submission may NOT be charged to the USAID agreement. All tax forms should be submitted to NAIROBIVAT@USAID.GOV.

END OF SECTION B

mailto:NAIROBIVAT@USAID.GOV

SECTION C – STATEMENT OF WORK

1. BACKGROUND

USAID/KEA manages the U.S. Government’s (USG) development program in Kenya, one of the largest and most complex in the world. The Mission’s FY 2022 program budget for Kenya totals more than $600 million and includes several Presidential Initiatives. The Mission portfolio includes a broad range of democracy and governance, education, global health, economic growth, agriculture, and environment activities implemented through more than 60 Implementing Partners (IPs) implementing approximately 90 activities throughout Kenya. Additionally, the Mission implements cross-border Somalia programs.

The USG security rating for Kenya as of August 2021 is currently on Level 3 “Reconsider Travel” due to crime, terrorism, health issues, and kidnapping. The rating depicts the broad picture, but several events in the last few years have had a direct impact on the security environment in Kenya, and the U.S. Mission as a whole. The U.S. Department of State’s (DOS) Kenya Travel Warning details the security incidents that have impacted Kenya in recent years and emphasizes the security environment. The DOS Kenya Travel Advisory can be found here:

https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories/kenya-travel-advisory.html

Thus, security is a concern for USAID’s IPs. While USAID’s relationship with its IPs dictates against providing prescriptive guidance on security or mandatory reporting by the IPs, the Mission is establishing the PLSO as a tool to enhance communication between USAID and its IPs regarding security information to help IPs better manage and mitigate their respective security concerns. The PLSO efforts will assist in more effective delivery of USG-funded assistance, as it will enhance the IPs’ ability to stay abreast of security concerns and better secure their operations so that IPs can more aptly perform and advance development objectives under their respective agreements.

2. ORGANIZATIONAL LOCATION OF POSITION

This organization will be located in Nairobi, Kenya. However, the Contractor will provide security support to IPs operating throughout the 47 counties in Kenya. The Contractor will be required to travel to program activity implementation sites in the country as the need arises. It should be noted that at any given time, security may impact programs in various counties throughout Kenya. For example, the U.S. Embassy has restricted travel for U.S. government personnel to the Nairobi neighborhood of Eastleigh, coastal county of Lamu - and the coastal portion only of Tana River County, the coastal area north of Pate Island, including Kiwavu and north to Kiunga on the Kenya- Somalia border, and northeastern Kenya, including the cities of El Wak, Wajir, Garissa, Mandera, and Liboi. Although these restrictions do not apply to IPs, IPs are encouraged to take these restrictions into account when planning travel. Thus, the Contractor will have to provide support throughout Kenya as the need arises despite the ever-changing security environment.

This organization will be located outside of the U.S. Embassy Compound.

3. DUTIES AND RESPONSIBILITIES

The basic function of the PLSO is to act as a liaison to and facilitate communications between the IPs operating in Kenya in order to enable the IPs to better use and share publicly available security https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories/kenya-travel-advisory.html https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories/kenya-travel-advisory.html information so that the IPs are better informed about their own security. This will entail proactive engagement including meetings, site visits, and written communications.

The PLSO is responsible for providing security support to USAID and its IPs in the following ways:

• Serving as the USAID/KEA liaison to the Executive Office (EXO) for IP security matters.

• Serving as the security primary point of contact between USAID/KEA and its IPs (contractors and grantees) on matters relating to security.

• Maintaining coordination of pertinent in-country entities such as the United Nations, international NGOs, the GOK, and other international donors that are not IPs for the purpose of sharing and aggregating security information among partners working in the same environment. Information collected will be reported back to the EXO.

• Meeting with and providing informational briefings to newly arrived USAID/KEA IPs in Kenya.

• Advising USAID/KEA on potential and actual security factors affecting USAID operations throughout Kenya.

• Staying informed on USAID/KEA and Embassy safety and security policies, practices, and notifications, especially as they apply to or affect USAID’s IPs in Kenya.

• Drafting and distributing weekly security information to IPs, USAID/KEA staff, and USAID’s Office of Security in Washington, DC (SEC/W) based on information received from IPs, security databases, systems, and other relevant sources. Any security information that is specific, prescriptive and directive in nature and requires an individual to take or not take a security related action will only be distributed once reviewed and cleared by the Embassy.

• Sharing advisory security plan best practices among IPs.

• Provision of ad-hoc services including Situation Reports (Sitreps), Hotel and Site security surveys, Trip Threat Assessments, Country Welcome Packs, Customized Security Briefings, and Event Location Surveys for IP’s. During these assessments, PLSO personnel must assist IPs to identify security and safety shortfalls and give recommendations for possible implementation.

• Organizing IP risk-management meetings including formulating agendas, soliciting topics of interest from IPs, and arranging guest speakers to be held on a quarterly basis.

• Assisting IPs with the documentation and reporting of security incidents to the

USAID/KEA.

• Participating as a member of the Overseas Security Advisory Council (OSAC).

• Providing information on available security training programs to IPs.

• Developing and maintaining a bulk SMS text message notification system/software to contact IPs during emergency situations in Kenya. The notifications will be sent only at the explicit direction of EXO and shall include the disclaimers required by the Contract.

• Developing and maintaining a database of Kenya incidents reported by USAID IPs.

• Developing and maintaining a database of contact information for USAID Chiefs of Party, their deputies, and Security Managers from the respective IPs operating in Kenya. This database will include contact information and location of project sites.

• Developing and managing an “information cascade” (e.g. phone tree) system to help USAID/KEA account for its IPs and for their employees during emergency situations.

• Providing immediate notification to the EXO regarding security incidents directly affecting IP programming. This will include the reporting of the incident date, time, and location of the incident, as well the type of incident and all information relevant to the incident.

• Producing a weekly activity report for the USAID Mission Director (MD), EXO, and SEC/W which contains pertinent information regarding the Contractor’s activities provided to IPs and security issues and concerns communicated by IPs.

• Producing a weekly IP incident report for the MD, EXO, and SEC/W which reflects security incidents reported by IPs during the past week.

• Participating in monthly meetings with the EXO to report on PLSO and IP activities.

• Establishing a formal online community for information-sharing among USAID/KEA IPs to support the exchange of pertinent security-related information.

• Producing a weekly security report containing information pertinent to the operating environment of USAID/KEA IPs to be distributed to the relevant parties at EXO’s request.

• Producing situational supplementary reports containing information pertinent to the operating environment of USAID/KEA IPs to be distributed to the relevant parties at EXO’s request.

• Coordinating and holding quarterly meetings with the USAID IP community.

• Coordinating and holding monthly roundtable meetings with the USAID IP community within each geographical region.

4. SECURITY INFORMATION

(A) TYPE OF SECURITY INFORMATION

The term “security information” as used in this Contract shall mean information related to security which is hostile or threat-related in nature received from implementing partners or their subcontractors collected at the volition of the IPs and information from security databases, systems, and other relevant sources. The security information is publicly available which means it is only unclassified and open-source information. The security information shall not be independently verified by the Contractor and is not considered comprehensive of the security environment. The security information represents the security situation collected at the time of the incident report but does not embody the complete threat environment as it evolves.

(B) USE OF SECURITY INFORMATION

The security information is designed to provide IPs, USAID and the Mission Regional Security Office (RSO) with potentially useful information regarding the security environment in Kenya.

Each IP will decide how it utilizes or does not utilize the security information to effectively manage its risk profile. The security information is intended for informational purposes only and decisions regarding security of facilities, personnel and travel should be based on Department of State travel advisories, OSAC advisories or other 'authorities' guidance.

(C) DISCLOSURE OF SECURITY INFORMATION REPORTED BY IPS

The source of the security information shall not be disclosed to anyone other than the COR, CO, and RSO, as appropriate, in order to protect the privacy of the IPs’ locations, business purpose, operations, and other proprietary information. To further protect the privacy of the IPs, the Contractor shall not investigate the validity of the security information reported by IPs. Though the source of the security information is protected, the actual underlying security information is unclassified and open-source information; thus there is no restriction on its disclosure.

(D) METHOD OF COLLECTING SECURITY INFORMATION

The Contractor will only provide security support at the request of the IP. The Contractor will collect information through voluntary reporting by USAID IPs and information from security databases, systems, and other relevant sources. IPs will be made aware of the PLSO mechanism and can utilize it as it is relevant to their internal security procedures and protocols. IPs will not be required but will be encouraged to report security incidents or mandatorily opt-in to the system.

The Contractor will utilize and disseminate security information provided by the IP, as well as security databases, systems, and other relevant sources. The contractor will not actively monitor IP movements or activities through the country in order to obtain information. IPs are encouraged to use the security information provided by Contractor, and also conduct their own research of the continuously evolving threat environments in which they operate.

(E) DISCLAIMER ON ALL SECURITY INFORMATION AND COMMUNICATIONS

The Contractor must include disclaimers on all security information and communications that state that all information provided is open-source, non-prescriptive in nature, and to be used at the IP’s discretion. Please refer to H.22 – REQUIRED SECURITY DISCLAIMER LANGUAGE FOR ALL INFORMATION for exact disclaimer language.

5. TRAVEL

Travel to IP activity sites is required under the contract. Currently, there are approximately 68 partners implementing approximately 90 activities in Kenya on behalf of the USAID/KEA. Travel will be required for training, briefings, site visits, and responses to security incidents. USAID is unable to identify how many security incidents will happen per year for budgeting purposes. The Contractor should propose a firm-fixed price which includes all estimated travel costs for up to at least 120 activities over the contract period of performance."

6. KEY PERSONNEL

There is one (1) key personnel position that is critical to the achievement of contract results: the Operations Manager. Individuals proposed for any non-key personnel positions will not be considered or evaluated for the purposes of this factor. In the main body of the proposal, Offerors must identify and describe the candidate for the Key Personnel position, describe the proposed individuals’ qualifications and suitability for the position and include a summary of the position description. The operations manager must have demonstrated experience leading safety and security initiatives for a minimum of 5-years in security related coverage areas such as physical security, personnel security, cybersecurity, security awareness training and/or performing assessments of vulnerabilities.

7. MANAGEMENT STRUCTURE

The contractor must have a detailed management plan which defines its proposed organizational structure, including the proposed lines of responsibility, authority, communication, and reporting between USAID/KEA and the Offeror, between Offeror’s headquarters and field team, key personnel, and other team members. The structure proposed should take into account the best organization and staffing mix and must clearly define duties to enable effective execution of the objectives and deliverables. The Management Plan. The Management Plan must include an organizational chart that identifies the proposed staff members, both key and non-key personnel.

8. STAFFING PLAN

The staffing pattern proposed must provide an adequate skill mix to meet the needs for implementation and management of the contract. This staffing plan must clearly show the ability to have multiple staffing resources available for simultaneous efforts. The staffing plan should outline qualifications, experience, language abilities, and appropriateness of the professionals available to the team.

9. REPORTING STRUCTURE

The Contractor reports solely to the USAID/KEA in Nairobi. The Contractor has a legal and direct relationship with the USAID/KEA, as such all communications under this Contract will go through USAID/KEA. Since the IPs are not under Chief of Mission authority, the IPs are not required to report to or through the RSO, and reciprocally, RSO has no responsibility to manage or direct them.

However, the Contractor is expected to work independently carrying out assigned responsibilities and duties at USAID/KEA’s request:

● Authority to Make Commitments: No authority to make fiscal commitments; full authority vetted through the supervising office to make recommendations pertaining to safety and security conditions and responses.

● Nature, Level and Purpose of Contacts: Personal contacts are with U.S. Embassy personnel up to the highest levels; USAID/Kenya personnel; USAID/Washington personnel; USAID IPs; UN personnel; and GoK officials.

● IP Solicitation: The Contractor cannot solicit outside business from USAID IPs. All contact with USAID IPs must fall within the scope of work.

10. INSTITUTIONAL CAPACITY

The Contractor must have proven experience in working on security matters in Kenya and demonstrated capability of effectively implementing security procedures and policies required by clients. The Contractor must also have ready access to databases, systems, and other relevant information which will allow the Contractor the ability to analyze, assess and report on security information, as applicable to USAID/KEA IPs operating in Kenya. These systems must have in place mechanisms which protect security information provided to the Contractor. The Contractor must be available 24 hours a day, 7 days a week, to IPs and USAID/KEA EXO.

11. LOGISTICAL INFORMATION

The Contractor shall be responsible for furnishing all logistical support in the USAID/KEA geographical area and worldwide to meet the terms and conditions of the contract. These shall include but are not limited to all support for database and systems, travel arrangements, communications, appointment scheduling, administrative services, report preparation services, printing, and duplicating.

END OF SECTION C

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (January 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number.

As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

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

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

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

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

The Contractor must submit a final branding implementation plan and marking plan no later than 60 days after award. The plan must be in accordance with ADS 320.3.2. The plan must be submitted to the COR for approval.

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 Contracting” at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID “Graphic Standards Manual” available at www.usaid.gov/branding or any successor branding policy.

Anticipated elements of marking plan: Deliverables to be marked, include products, equipment and inputs delivered; places where program activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by Contractors or other non-USAID employees must include the following disclaimer on the title page: “The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.” Threats and restrictions to the security of the program need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.

USAID’s web page contains the electronic version of the Graphic Standards Manual that is compulsory for all Contractors. Marking under this contract must comply with the “USAID Graphics Standards Manual” available at http://www.usaid.gov/work-usaid/branding/acquisition-awards.

END OF SECTION D

http://www.usaid.gov/policy/ads/300/320.pdf http://www.usaid.gov/branding http://www.usaid.gov/work-usaid/branding/acquisition-awards

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. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-4 INSPECTION OF SERVICES—FIXED PRICE AUG 1996

52.246-11 HIGHER-LEVEL CONTRACT QUALITY REQUIREMENT DEC 2014

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at USAID/KEA or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted.

USAID/Kenya and East Africa C/o US Embassy Nairobi United Nations Avenue, Gigiri Nairobi, Kenya

The COR identified in Section G has been delegated authority to inspect and accept all services, reports, and deliverables required by the contract.

END OF SECTION E

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

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. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance of the contract is for two years with three option periods commencing on the effective date of the contract.

F.3 PLACE OF PERFORMANCE

The principal place of performance of this contract is Kenya.

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. Schedule/Timeliness

3. Management or business relations

4. Small business contracting (as applicable).

5. Others (as applicable) (e.g. late payments to subcontractors, 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 KEY PERSONNEL AND REQUIRED POSITIONS

(a) The key personnel that the Contractor must furnish for the performance of this contract are as follows:

Operations Manager: TBD http://acquisition.gov/far/index.html

The contractor must provide the minimum requirements for the positions, as well as general roles and responsibilities. Key personnel must have the requisite skill set to implement the approach set forth in Section C, achieve results, and coordinate and cooperate with a wide range of stakeholders.

(b) Key personnel are considered essential to the work being performed under this contract. Each key person will be under the direct supervision of the prime Contractor (not under a subcontractor), unless otherwise approved by the COR.

(c) Failure to provide key personnel may be considered nonperformance unless such failure is beyond the control of the Contractor, and through no fault or negligence of the Contractor.

(d) The Contractor must immediately notify the CO and the COR of any key personnel’s departure and the reasons therefore at a minimum of two (2) weeks in advance of the employee’s departure. The Contractor must promptly propose a replacement for each vacated position. Any proposed replacement for the key personnel must possess qualifications at least comparable to those qualifications of the proposed key personnel included in the Contractor’s final proposal.

(e) The Contractor must not replace any of the key personnel without the prior written approval of the COR.

(f) USAID reserves the right to adjust the number of key personnel during the performance of this contract.

Roles and responsibilities for Key Personnel

Operations Manager The Operations Manager will serve as the Contractor’s senior officer and who will be responsible for the efficient and effective management of all aspects of the operation. This position will oversee all security, risk management, risk mitigation, analytical, and field activities. The Operation Manager should have significant high-level experience of at least five years working on similar security requirements as required by this Contract in Kenya.

F.6 REPORTS AND DELIVERABLES

The Contractor will submit reports, deliverables or outputs as required by Section C: Statement of Work and as required below. All reports must be in English, unless otherwise directed by COR. The Contractor must promptly notify the CO and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the reporting requirements of the contract.

Deliverables: Reports

1. Submission of Datasets to Development Data Library Please refer to Section H.2 of the RFP

2. Subcontract Reporting (Large Businesses Only) The Contractor must comply with the subcontract reporting requirements in FAR 52.219-9. Large business prime contractors must submit periodic reports which show compliance with their subcontracting plan. The Contractor must submit its report via the electronic Subcontracting Reporting System (eSRS) in accordance with the instructions on the website. The annual Subcontracting Report and the final Summary Subcontracting Report (SSR) are available online at http://www.esrs.gov. The work of the small businesses identified in the Subcontracting Plan must be tracked against the Prime’s proposed goals. The Contractor must submit the Subcontracting Report electronically via the eSRS within the deadlines specified above. The Contractor must http://www.esrs.gov/ promptly notify the CO and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the requirements of the Contract.

3. Annual Report of Government Property in Contractor’s Custody Please refer to AIDAR 752.245-70 - Government property - USAID reporting requirements (OCT 2017)

4. Reporting of Foreign Taxes Please refer to Section I.7 of the RFP

Deliverables: Plans

5. Branding Implementation Plan and Marking Plan Branding and Marking Plan submitted and completed with feedback from USAID – within 60 days of the award. The plan must comply with USAID “Graphic Standards Manual” available at: www.usaid.gov/branding. This plan will incorporate the same considerations as the Communications and Outreach plan that allows for certain activity-level waivers in order to ensure security of implementing partners, Somali partners, and ensure stabilization objectives are not undermined.

6. Close-Out and Disposition Plan At least sixty (60) days prior to the end of the contract, the Contractor shall prepare and submit one electronic version (as a single MS Word file) of the Contract Completion Report to the COR which summarizes the accomplishments of this contract, methods of work used, recommendations regarding unfinished work and/or project continuation, and the financial status of the contract. The final Completion Report shall also contain an index of all reports and information products produced under this contract. Along with the Completion Report, all written documents, reports and presentations will be submitted electronically. The depository shall be organized in a user-friendly system. The close-out plan should show how the Contractor intends to close out the project and dispose of both nonexpendable and expendable property.

F.7 DELIVERY SCHEDULE FOR REPORTS AND DELIVERABLES

In addition to other required reports and deliverables in this contract, the Contractor must deliver the following for the approval of the Contracting Officer (CO) and/or Contracting Officer’s Representative (COR). Offerors may add additional deliverables if necessary in their proposal.

The Contractor must allow at least 10 business days for review and comments from the COR on any draft report submission.

All reports and plans are subject to written approval by the CO and./or COR, unless otherwise noted.

Note: All due dates are in calendar days. If the due date falls on a weekend or holiday, the report is due the next business day. References to the fiscal year are USAID’s fiscal year which begins on October 1 and ends on September 30.

http://www.usaid.gov/branding

Deliverables: Reports

# Deliverable Frequency Due Date Format Submitted to

4. Submission of Datasets to Development Data Library

(DDL)

30 days after the dataset has been used.

Thirty (30) days after the dataset has been used.

Electronic CO and COR

5. Submission of Small Business Subcontracting Report (For Large Business only) to eSRS (web-based)

Within thirty (30) calendar days after the close of each calendar period as follows: (1) April 30th, for the period October 1st, through March 31st; and (2) October 30th, for the period April 1st, through September 30th. Reference

FAR 52.219-9.

Electronic CO and COR

6. Annual Report of Government Property in Contractor’s Custody

Annually Last day of contract year reference

Electronic COR

7. Reporting of Foreign Taxes

Annually April 16. Electronic COR and

USAID/KEA

Office of Financial Management

Deliverables: Plans

Deliverable Frequency Due Date Format Submitted to

5. Branding Implementation Plan and Marking Plan

One time Sixty (60) days after award date.

Electronic COR

8. Close out and Disposition Plan

One time Sixty (60) days prior to the end of contract date.

Electronic CO and COR

END OF SECTION F

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER

The USAID/KEA team shall provide technical oversight to the Contractor through the designated COR. The Contracting Officer shall issue a letter appointing the COR and Alternate COR for the Contractor and provide a copy of the designation letter to the Contractor.

Contracting Officer Address:

USAID/Kenya and East Africa Office of Acquisition and Assistance U.S Embassy Compound Unit 64102, APO AE 09831-4102 Telephone: 254-20-8632000

G.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The COR for this contract is [TBD] and will be appointed by the CO through a separate COR designation letter, a copy of which will be provided to the contractor after award is issued.

G.3 CONTRACTOR’S PRIMARY POINT OF CONTACT

The Contractor’s primary point of contact is TBD and can be reached at (email address to be TBD).

G.4 AIDAR 752.7003 – DOCUMENTATION FOR PAYMENT (NOV 1998)

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this Contract. The TOCOR is the authorized representative of the Government to approve vouchers under this Contract. The Contractor must submit electronic versions of the SF-1034 – Public Voucher for Purchases and Services Other Than Personal. Each voucher shall be identified by the appropriate USAID Contract number, in the amount of dollar expenditures made during the period covered.

(1) The SF 1034 provides space to report by line item for products or services provided. The form provides for the information to be reported with the following elements:

TOTAL EXPENDITURES

[Document Number: XXX-X-XX-XXXX-XX]

Line item No. Description Amount Vouchered to Date

Amount Vouchered this Period

001 Product/Service Description for Line Item 001

$XXXXX.XX $XXXXX.XX

002 Product/Service Description for Line Item 002

$XXXXX.XX $XXXXX.XX

Total $XXXXX.XX $XXXXX.XX

(2) The fiscal report shall include the following certification signed by an authorized representative of the Contractor:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this Contract and are correct: the sum claimed under this contract is proper and due, and all the costs of Contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this Contract.

BY: _________________________________

TITLE: _________________________________

DATE: _________________________________

(b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this Contract. Local currency will be provided to the Contractor in accordance with written instructions provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions shall be provided to the Contractor's Chief of Party and to the Contracting Officer.

The costs of bonding personnel responsible for local currency are reimbursable under this Contract.

(c) Upon compliance by the Contractor with all the provisions of this Contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.

(d) The Contractor agrees that all approvals of the Mission Director and the Contracting Officer which are required by the provisions of this contract shall be preserved and made available as part of the Contractor's records which are required to be presented and made available by the clause of this contract entitled “Audit and Records – Negotiation.”

G.5 PAYING OFFICE

The Contractor must submit invoices to the payment office indicated below:

USAID/KEA/OFM

C/o American Embassy United Nations Ave. Gigiri P.O. Box 629, Village Market-00621 Nairobi, Kenya

E‐mail: nairobirfmspayments@usaid.gov mailto:nairobirfmspayments@usaid.gov

Electronic copies of invoice must be sent to NairobiRFMSPayments@usaid.gov with a copy to the COR’s email address.

• Send via email; one invoice, all other required supporting documents, and SF-1034 Public Voucher for Purchases and Services Other Than Personal.

• The SF-1034 must be signed.

• The invoice must provide the bank account details, including the bank account number, the bank name and address, the SWIFT Code and the ABA number.

G.6 ACCOUNTING AND APPROPRIATION DATA

Budget Fiscal: TBD Operating Unit: TBD Strategic Objective: TBD Team/Division: TBD Benefiting Geo Area: TBD Expanded Object Class Code (EOCC): TBD Amount Obligated: TBD

G.7 CONTRACTOR'S PAYMENT ADDRESS

[TBD]

G.8 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

(a) Technical Direction as referred to in Section C.8, is defined to include:

(1) Written directions to the Contractor which fill in details,…