RFP 72061721R00002 Presidents Malaria Initiative Uganda Malaria Reduction Activity Amendment 1.pdf

Subject: Request for Proposal (RFP) Number: 72061721R00002

President’s Malaria Initiative Uganda Malaria Reduction Activity (PMI)- Amendment I

Dear Prospective Offerors, The United States Agency for International Development Mission to Uganda (USAID/Uganda) is seeking proposals from qualified organizations to strengthen the capacity of malaria prevention and case management with ownership of health at the community and household levels, while maintaining gains made at the health facility level in focus districts.

This procurement will be conducted under full and open competition under which any type of organization (U.S. and Non-U.S. commercial for profit firms, educational institutions, and non-profit organizations) is eligible to compete. The procedures set forth in the Federal Acquisition Regulation (FAR) Part 15 apply.

USAID anticipates awarding a single five-year Cost-Plus-Award-Fee (CPAF) completion type contract, with a total estimated range of $30-$38.1 million (including costs and fee) for the implementation of this activity, covering a total estimated period of five years (subject to availability of funds). The purpose of providing an estimated range for the contract is to help Offerors develop their proposals. The authorized geographic code for procurement of goods and services under this Activity is 937. The North American Industry Classification Systems (NAICS) code for this Activity is 541690.

Action Date Time Submission/Location

Questions Due April 9, 2021 14:00 Kampala Time KampalaUSAIDSolicita

@USAID.gov Proposals Due May 4, 2021

May 11, 2021 16:00 Kampala Time

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

All questions related to the RFP must be submitted on the date and time indicated above.

Unless otherwise notified by an amendment to the RFP, no questions will be accepted after this date. No other forms of submission will be accepted. The e-mail transmitting the questions and proposals must reference the RFP number and title on the subject line of the email.

Offerors are encouraged to read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting proposals. Pursuant mailto:KampalaUSAIDSolicita@USAID.gov mailto:KampalaUSAIDSolicita@USAID.gov to Block 12 of Standard Form 33 of this RFP, USAID requires that offers remain valid through a period of 260 days.

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. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same internet site from which you downloaded the solicitation. You are therefore advised to regularly check the above internet site for amendments.

Sincerely, Brian Aaron Supervisory Contracting Officer Office of Acquisition and Assistance

PMI Uganda Malaria Reduction Activity 72061721R00002

Acronyms

ADS Automated Directives System AIDAR USAID Acquisition Regulation AMELP Activity Monitoring, Evaluation, and Learning Plan AWP Annual Work Plan BIP Branding Implementation Plan CBO Community Based Organization CDC U.S. Centers for Disease Control and Prevention CDCS Country Development Cooperation Strategy CHMIS Community Health Management Information Systems CFR Code of Federal Regulations CLA Collaborating, Learning, and Adapting CLIN Cost Line Item CO Contracting Officer COR Contracting Officers’ Representative CPAF Cost Plus Award Fee CSO Civil Society Organization DDL Data Development Library DEC Development Experience Clearinghouse DHIS2 District Health Information Software 2 DHMT District Health Management Teams DO Development Objective DQA Data Quality Assessment DRG Democracy, Rights, and Governance DUNS Data Universal Numbering System EMMP Environmental Mitigation and Monitoring Plan ERF Environmental Review Form ESRS Electronic Subcontracting Reporting System FAR Federal Acquisition Regulation FY Fiscal Year G2G Government-to-Government GAO Government Accountability Office GCS Geographic Coordinate System GIS Geographic Information Systems GOU Government of Uganda GUC Grants Under Contracts IL Implementation Letter IP Implementing Partner IR Intermediate Result J2SR Journey to Self-Reliance KP Key Personnel LC-1: Community-level Leadership LDPG Local Development Partners Group LOE Level of Effort M&E Monitoring and Evaluation

MAPD Malaria Action Program for Districts MEL Monitoring, Evaluation, and Learning MER Monitoring, Evaluation, and Reporting MOH Ministry of Health NARA National Archives and Records Administration NGO Non-Governmental Organization NICRA Negotiated Indirect Cost Rate Agreement NMCP National Malaria Control Program NTE Not to Exceed OMB Office of Management and Budget PAD Project Appraisal Document PII Personally Identifiable Information PIRS Performance Indicator Reference Sheet PMI U.S. President’s Malaria Initiative PMP Performance Management Plan PUMRA President’s Malaria Initiative Uganda Malaria Reduction Activity QPR Quarterly Performance Report RBM RBM Partnership to End Malaria Roll Back Malaria

RF Results Framework RFP Request for Proposal RHITES Regional Health Integration to Enhance Services SB Small Business SBC Social Behaviour Change SITES USAID Strategic Information Technical Support Activity SOP Standard Operating Procedures SOO Statement of Objectives STTA Short Term Technical Assistance TA Technical Assistance TBD To Be Determined TOC Theory of Change UHSS Uganda Health Service Strengthening Award ULA Uganda Learning Activity UMRESP Uganda Malaria Reduction and Elimination Strategic Plan 2021 -2025 USAID United States Agency for International Development USG United States Government VAT Value Added Tax VHT Village Health Teams WASH Water, Sanitation and Hygiene WHO World Health Organization

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of the PMI Uganda Malaria Reduction Activity (PUMRA) acquisition is to enhance the prevention, diagnosis, and treatment of malaria in Uganda, and contribute to the goals of the Uganda Malaria Reduction and Elimination Strategic Plan 2021-2025 of reducing malaria morbidity by 50 percent and malaria-related mortality by 75 percent by 2025.

B.2 CONTRACT TYPE

This is a Cost-Plus-Award-Fee (CPAF) contract. For consideration set forth below, the Contractor must perform the tasks required in Section C (Statement of Objectives) and provide all deliverables and/or outputs as described in Section F and comply with all Contract requirements in accordance with the performance standards specified in Section E. The Contractor must perform the services set forth in the Contract at prices consistent with Section B of this contract.

B.3 ESTIMATED COST, FEE AND OBLIGATED AMOUNT

a) The estimated cost for the performance of the work required hereunder, exclusive of award fee, if any, is $TBD. The maximum award fee, if any, is $TBD. The estimated cost-plus award fee, if any, is $TBD.

b) Within the estimated CPAF 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 must not exceed the aforesaid obligated amount.

c) 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 BUDGET

The total cost (including all fees) stated below may not be adjusted without a written modification signed by the Contracting Officer. No amounts in excess of the amounts specified for each line item below shall be billed against the Contract.

Contract Budget

Line Item Description

Total All Years

Salaries and Wages

Fringe Benefits Travel, Transportation and Per Diem

Equipment and Supplies

Subcontracts Consultants Grants Under Contracts (GUC)* $4,000,000 Shock Modifier** $3,800,000 Other Direct Costs

Indirect Costs

Total Estimated Cost Base Fee Award Fee

Total Estimated Cost Plus Award Fee

TBD

*The amount of $4,000,000 is a lump sum exclusively reserved for GUCs. This amount does not include any relevant management or administrative expenses incurred by the Contractor.

**See section H.7 The amount of $3,800,000 is a lump sum exclusively reserved for Shock Modifier.

[USAID will insert the final total estimates of each cost category provided by the contractor in its budget at award].

(a) The inclusion of any costs in the above cost categories does not obviate the requirement for prior approval by the contracting officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR § 52.216-07, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the contracting officer of any item of cost, unless specifically stated elsewhere in this contract.

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

B.5 INDIRECT COSTS

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

(NICRA).

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

[To be inserted at the time of Award]

Contractor

Fringe Rate %

Overhead Rate %

G&A Rate

PRIME (insert) Type of Rate (insert) TBD TBD TBD Base of Application (insert) TBD TBD TBD Source: (insert) TBD TBD TBD Period: (insert) TBD TBD TBD

MAJOR SUBCONTRACTOR(S)

(insert, if applicable) Type of Rate TBD TBD TBD Base of Application (insert) TBD TBD TBD Source: (insert) TBD TBD TBD Period: (insert) TBD TBD TBD

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

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

NICRA.

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

NOTE: The Contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer. Reimbursement for indirect costs shall be at final negotiated rates.

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), 2 CFR Part 200 (Cost Principles), FAR 52.216- 7 (Allowable Cost and Payment), FAR 52.216-8 (Fixed Fee) if applicable, FAR 52.232-20 (Limitation of Cost), FAR 52.232-22, (Limitation of Funds), and AIDAR 752.7003 (Documentation for Payment), may be reimbursable under this contract.

B.7 PAYMENT OF FEE(S)

The Contractor may earn and be paid all or a portion of an award fee for performance under this contract. The Government's purpose in granting an award fee is to encourage and reward superior contract performance.

The maximum award fee must be made available to the Contractor in five (5) increments, with the first evaluation occurring approximately one year after the award, and the remaining evaluations occurring annually, as specified below:

Contract Year Period* (Start/End date)

Amount of Award Fee Available

Contract Year 1 TBD at Award TBD Contract Year 2 TBD at Award TBD Contract Year 3 TBD at Award TBD Contract Year 4 TBD at Award TBD Contract Year 5 TBD at Award TBD Maximum Award Fee Available

TBD

*Period will be completed upon contract award

The determination of the award fee, if any, earned by the Contractor must be in accordance with the Award Fee Evaluation Plan [Attachment J.9]. Unearned award fee cannot rollover from one award fee increment to the next award fee increment. The amount of award fee to be earned is a unilateral and subjective Government evaluation decision.

Payment of any award fee earned by the Contractor must not be subject to the withholding provisions of the clause of this contract entitled "Allowable Cost and Payment" (FAR 52.216-7).

B.8 MULTI-YEAR CONTRACT

All the objectives for this contract are considered non-severable and the Government only has funding for the first two years and is, therefore, a multi-year contract as defined in FAR 17.103. Therefore, this contract is subject to the requirements of FAR 17.106.

Cancellation Dates:

Cancellation Year 2: 2022 Cancellation Year 3: 2023 Cancellation Year 4: 2024 Cancellation Year 5: 2025

Cancellation Ceiling:

This is a CPAF type contract where the contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment.” The contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2. Therefore, the cancellation ceiling for each cancellation date is $[negotiated amount] for Contract Year 2, beginning TBD; $[negotiated amount] for Contract

Year 3, beginning TBD; $[negotiated amount] for Contract Year 4, beginning TBD; and $[negotiated amount] for Contract Year 4, beginning TBD.

The total proposed cancellation ceiling for this contract is $[to be proposed by Offeror].

Contract Year Date Cancellation Ceilings Amount

Contract Year 2 Date, 2022 TBD Contract Year 3 Date, 2023 TBD Contract Year 4 Date, 2024 TBD Contract Year 5 Date, 2025 TBD

[END OF SECTION B]

SECTION C – PERFORMANCE WORK STATEMENT

[The Performance Work Statement (PWS) will be inserted at time of award. The PWS is to be developed by the offeror, based on the content of this RFP, specifically Attachment J.1 “Statement of Objectives.”]

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

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

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

(b) Specific guidance on marking requirements must 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 will be retained by the Contractor.

D.2 BRANDING AND MARKING POLICY

Branding Strategy Implementation and Markings under this contract must comply with the “USAID Graphics Standards Manual” available at http://www.usaid.gov/branding or any successor branding policy, as well as with PMI’s branding, marking and communication policy .

D.3 BRANDING STRATEGY

In accordance with USAID and PMI’s overall policy, all assistance delivered through this program must be clearly credited to the American People. This Branding Strategy (BS) outlines the framework in which materials and communications used to promote the program deliver the message that the assistance is from the American People, as well as to ensure appropriate use of the PMI identity markings. The branding strategy for this contract, as specified as follows:

Program Name: PMI Uganda Malaria Reduction Activity Positioning: The branding must incorporate the message: The assistance is “from the

American people jointly sponsored by PMI and the Government of Uganda.”

Level of Visibility: PMI identity must be prominently displayed in: commodities or equipment; audio, visual or electronic public communications; studies, reports, publications, web sites, and all promotional and informational products; and events.

[END OF SECTION D]

http://www.usaid.gov/branding

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/.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

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

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at:

USAID/Uganda US Mission Compound South Wing Plot 1577 Ggaba Road Kampala, Uganda

Or at any other location where the services are performed and reports and performance objectives or outputs are produced or submitted. The Contracting Officer’s Representative (COR) listed in Section G has been delegated authority to inspect and accept all services, reports, and required performance objectives or outputs.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The progress, success and impact of the Contractor’s performance under this contract will be monitored and evaluated as a part of the overall activity results. The QASP is a management process with the intent of encouraging maximum performance, efficiencies, and cost effectiveness by the Contractor and can be modified at any time by the Government.

The QASP will be used as a Government monitoring process to enforce the inspection and acceptance clauses of the contract. The QASP may require modification and/or updates after selection for award to reflect the Contractor’s known strengths and weaknesses. The QASP is a “living” monitoring process that should be discussed, reviewed and updated regularly but no less than on an annual basis. It is based on the premise that the Contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract.

https://www.acquisition.gov/far/

The Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate. It is the Contractor’s responsibility to follow up with the COR to ensure the QASP monitoring process is implemented and updated.

A variety of mechanisms included but not limited to the following may be utilized by the Contractor and COR to monitor the progress/success of the activity and the Contractor’s performance:

a. Weekly contract mobilization meetings including minutes (minutes may address issues, actionable items, steps to address and solve any issues/actions as well as POCs for each issue/action item) during the first three months of contract implementation;

b. Monthly progress review meetings, including similar protocols as above, with the implementation teams;

c. Review and proposed feedback and/or edits, if any, to the Contractor’s scheduled reports (see Section F);

d. Feedback in the form of action memos, emails or other forms of communication agreed upon by the parties from GOU and collaborating partners utilized to inform and improve program performance;

e. Site visits as needed or directed by USAID personnel organized by the Contractor;

f. Quarterly reviews of work plan with performance milestones and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/addressed;

g. Periodic impact evaluations as required by the contract and/or determined as necessary by the COR during contract administration; and

h. Review of Milestone Achievement Reports and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/addressed.

[END OF SECTION E]

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.

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

52.242-15 Stop-Work Order AUG 1989

52.242-15 Stop-Work Order Alternate I APR 1984 52.204-14 Service Contract Reporting Requirements OCT 2016

F.2. PERIOD OF PERFORMANCE

[Note to Offerors: This language will be added to the award if it is based on the Foreign Assistance waiver. If the apparently successful offeror does not require a waiver, this additional language will be deleted from the award document.]

The effective date of this contract is the date of the Contracting Officer’s signature. The period of performance for this contract is five (5) years from [TBD] to [TBD] subject to the conditions set forth in Section H.29.

F.3. PLACE OF PERFORMANCE

Performance of this contract will be in Uganda.

F.4. PERFORMANCE STANDARDS

(a) The contractor’s performance will be evaluated based on the completion of specific tasks as outlined in the contract, adherence to the work plan, and reports submitted to the COR in accordance with the performance standards set forth in Section C, and quality reports described in Section F.6 below. Performance evaluation will be conducted jointly by the COR and the Contracting Officer, and will form the basis of the Contractor's permanent performance record with regard to this contract as required in FAR Part 42.15 and AIDAR 742.15.

(b) The Contractor’s performance will be documented annually in the Contractor Performance Assessment Reporting System (CPARS) and the Contractor will have the opportunity to review and respond to the documented feedback.

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

(d) USAID will also conduct performance evaluations of the program consistent with the Agency Evaluation Policy and program performance reviews as required. The Contractor must cooperate with and contribute to these reviews and evaluations.

F.5. AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The contractor shall prepare and submit progress reports as specified in the contract schedule. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the contractor's performance.

(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government's ability to monitor the contractor's progress

F.6. REPORTS, DELIVERABLES, AND OUTPUTS

In addition to the requirements set forth for submission of reports in Sections C, H, and I and requirements as set forth in AIDAR 752.242-70, “PERIODIC PROGRESS REPORTS (OCT 2007),” the Contractor must submit the following required reports, or deliverables, detailed below to the COR as specified in Section G, with a copy to the Contracting Officer.

Reports must be submitted electronically using the Microsoft Word, Excel, or PowerPoint applications. All deliverables must be written in plain, grammatically correct English. All deliverables are subject to approval by the USAID/Uganda COR.

F.6.1 REPORTS

Performance indicators are also required to fulfil reporting requirements and the data must be stored in an indicator tracking table or monitoring information system. The Contractor must submit performance indicator data in the Mission’s monitoring information system referred to as the USAID/Uganda Performance Reporting System (PRS). This web-based system serves as a repository for all performance indicator data including baselines values, the baseline timeframe, targets and rationale for targets and actual values. USAID will recommend other information management systems to use if the need arises and the Contractor will be notified as soon as possible. The

Contractor must upload data in the system regularly depending on the frequency of data collection for each indicator.

Indicator data are due as noted below:

Frequency Reporting period Due date

Quarter 1 October 1 - December 31 January 30

Quarter 2 January 1 - March 31 April 30

Quarter 3 April 1 - June 30 July 30

Quarter 4 July 1 - September 30 October 30

First biannual October 2021 (previous year) - March 2022 (current year)

April 30

Second-biannual April - September October 30

Annual October 2021 (previous year)- September 2022 (current year)

October 30

The contractor must ensure that data reported is of high quality to support decision-making.

The Mission will conduct Data Quality Assessments (DQAs) for each performance indicator reported to external entities, to ensure it reasonably meets the five standards of data quality:

validity, integrity, precision, reliability, and timeliness.

Any changes to the scope of the contract must be approved by the Contracting Officer in a modification to the contract. Changes in technical approach may be approved by the COR by way of the COR’s authority to provide technical direction and approve Annual Work Plans. All reports and deliverables are subject to written approval by the COR, except for the Grants Manual, Demobilization Plan and the Property Disposition Plan, which are subject to the written approval of the Contracting Officer (CO).

No Deliverable Delivery Date APPROVER

REPORTS

1 Short-Term Consultant Reports. Upon completion of the services of each short-term consultant, the contractor must submit a report to the COR summarizing the activities, accomplishments, and recommendations of the consultant. Reports must clearly show the relevance and linkage of the consultant’s activities to the overarching goals of the activity.

Unless otherwise agreed to in writing by the COR, the Contractor must submit a brief written report that describes the purpose of the consultancy, progress made, and any observations to be shared, issues and/or problems encountered, 10 calendar days after end of each STTA engagement

COR

and details of expected follow-on activities by resident Contractor staff as well as actions to be performed by participating counterparts.

2 Branding Implementation and Marking Plan (See Section D.3) 30 calendar days after start date of contract

CO and COR

3 Annual Work Plan. The annual work plan will describe activities to be conducted at a greater level of detail than the statement of objectives but must be cross-referenced with the applicable sections in the statement of objectives.

The annual work plan must be informed by the gender analysis and indicate how results from the gender analysis will be integrated into interventions and approaches. All work plan activities must be within the scope of the award. The work plan must include a schedule of activities and tasks and the inputs to be provided. The work plan must also describe the anticipated achievements towards performance indicators set forth in the performance monitoring system, as well as the system for capturing analyzing and adjusting to performance management data, team experience and contextual factors.

Included must be an explanation of how those achievements are expected to contribute to the IR level results. An estimated budget and a pipeline analysis, identifying the anticipated inputs must also be included. The Contractor will prepare the work plans in consultation with and inputs from their management team, partners and beneficiaries of this program. USAID will approve or disapprove the completed work plan.

The AWP, at a minimum, must include:

● A systematic presentation (i.e., Gantt chart) of activities to be accomplished under the different components and sub-components (as appropriate), on a monthly basis;

● The proposed location of each activity;

● Must be accompanied by a financial plan linked to the activities proposed in the work plan. The work plan must also describe contract-level outputs that the Contractor expects to achieve during the period, linked to the performance indicators set forth in the (AMELP);

● Provide a summary of the progress to date on the indicators and targets in the AMELP and the projected evolution over the next year of implementation.

● The anticipated level of effort required from project technical staff and financial resources required to complete the tasks;

● The identification of any assumptions used in preparing the Work Plan, as well as suggested alternatives if necessary; and a narrative analysis of project responsiveness to changes in the operational context; and

● The anticipated risks with regard to achieving the anticipated objectives of the contract and how they will be mitigated.

Failure to have an approved Work Plan in place may be viewed as a failure to comply with essential terms and conditions of the award. Significant revisions to the approved Work Plan will require the additional written approval of the COR (and may require a revision to the approved Activity Monitoring, Evaluation and Learning Plan).

30 days after start of the contract and annually thereafter 14 calendar days prior to start of subsequent year of implementation

Subsequent AWPs: plans will follow the same format as the initial Work Plan and should also include an updated Activity Monitoring, Evaluation and Learning Plan, if appropriate. The subsequent AWPs must include project adjustments reflecting lessons learned from prior year implementation.

4 Environmental Mitigation and Monitoring Plan and Climate Risk Mitigation Plan. When applicable and as appropriate, in addition to the work plan, the Contractor, in collaboration with the COR and the Mission Environmental Officer or Bureau Environmental Officer, will review all planned and ongoing interventions under this contract to determine if they are within the scope of the approved Regulation “22 CFR 216” environmental documentation.

The EMMP will be reviewed annually, and updates will be made as appropriate, as new interventions are added. If the Contractor plans any new interventions outside the scope of the approved Regulation “22 CFR 216” environmental documentation, the Contractor must prepare an amendment to the documentation for USAID review and approval. No such new interventions will be undertaken prior to receiving written USAID approval of environmental documentation amendments. Any ongoing interventions found to be outside the scope of the approved Regulation “22 CFR 216” environmental documentation will be halted until an amendment to the documentation is submitted and written approval is received from USAID.

Submitted with

AWP

COR

5 Activity Monitoring, Evaluation and Learning Plan. The Contractor must develop an appropriate AMELP that proposes a set of indicators that are associated with the program’s result areas. The AMELP will serve as a road map with discrete landmarks, which will enable USAID management to establish how well the program is on track to achieve the anticipated short-term, medium-term and long-term results and what remedial actions could be taken. This plan will define critical performance indicators, data collection methods and the Contractor’s plans for analyzing, utilizing and sharing information for reporting, accountability, learning and adaptation.

The AMELP must include:

● A project briefer and introduction about the project deliverables/results and explanation of various monitoring and evaluation (M&E) parts of the document;

● A Results Framework (RF) detailing activity intermediate and sub-intermediate results related to the objectives described in the Contract;

● The indicators that will be used to assess progress towards the project goals and intermediate results;

● Methodology and plan for data collection, review, analysis, reporting and internal control system, and the parties responsible for data collection and analysis. Indicators tracking table that includes all indicators with targets for various fiscal years, sex and age band disaggregation, and baseline data.

● The estimated cost associated with implementing the AMELP;

● The Data Quality Assessment (DQA) plan and procedures; and

● The Evaluation Plan and how the evaluation results will be used to inform Project implementation; and

● A description of how gender and youth considerations will be integrated into project implementation and monitoring and evaluation.

90 days after start of the contract and annually thereafter two weeks prior to start of subsequent year of implementation – submit with Annual Work Plan

● Performance Indicators Reference Sheet (PIRS).

The Mission will provide guidance for completion of a detailed AMELP to ensure that it meets activity monitoring and reporting needs in line with the Mission’s CDCS as well as reporting needs and requirements under PMI and other Agency programs and funding authorities. The Contractor will also consult with the Uganda Learning Activity, relevant Implementing Partners (IP) and Technical Working Groups in developing the final AMELP.

The Contractor will work closely with the Mission Contractor responsible for the collection and analysis of USAID data and submit an AMELP for the life of the contract that derives from the activities outlined in the PWS.

The AMELP is a living document. The Contractor will make revisions to it in response to changing conditions and emerging lessons in consultation with the

COR.

6 Grants Manual must detail the process i.e., eligibility/selection criteria (incl.

cost-share), evaluating, application instructions, awarding, and monitoring of grant activities. The Grants Manual must be approved by the Contracting Officer.

The Grants manual will be used to administer a small grants program, under a Grants Under Contract mechanism, of up to $4,000,000. The GUC mechanism will engage local organizations, including new, nontraditional partners and private sector entities, as well as civil society organizations not ready to manage large awards to build local ownership and sustainability while supporting achievement of expected results. Local capacity development is a deliberate and critical component of project activities. In particular, the Contractor must provide tailored technical assistance, capacity development, and enabling support to actors to closely collaborate, adapt and achieve project objectives.

The Contractor must propose how these grants will be used to achieve expected results and accomplish these goals. USAID retains the ability to terminate the grant activities unilaterally in extraordinary circumstances. All grants must be completed six months prior to the end of the contract and administratively closed by the end of the period of performance of the award.

The Contractor is not authorized to provide funds to the Government of Uganda.

Draft due 120 days after contract award date. Final due 180 days after award.

CO and COR

7 Quarterly Performance Reports- The Contractor must submit quarterly reports that include narratives of quarterly achievements, and progress against the work plan, and agreed upon performance indicators. A format for the quarterly report will be approved by the COR on an annual basis.

Brief outline of project purpose and project approach.

● Progress (activities completed, benchmarks achieved, performance standards completed - indicator table using format provided by COR must form part of the report) since the last report by program area; including a performance narrative, discussing auditable quantitative and qualitative evidence, of progress against indicators and/or impacts achieved to-date.

Include information on key activities, both ongoing and completed during the quarter (e.g. meetings, trainings, workshops, significant events, 30 days after the end of the fiscal quarter.

January 30 April 30 July 30 October 30 subcontracts, and grants). This must include clear identification of which impacts achieved were within the manageable interests of the Contractor and which were likely catalyzed by contractor-supported initiatives, leading to substantial, sustained achievement of results. This discussion will be instrumental in helping the Mission to complete Annual Reports to USAID/Washington on overall program impacts;

● An indicator table showing the targets and actual achievements. Any deviations from targets by more than 10 percent, either positive or negative, should be clearly explained. This section must also include any relevant data trend analyses and progress towards performance benchmarks;

● Identification of problems, delays or adverse conditions that impair the ability to meet the objectives of the award, including a statement of the action taken or contemplated; the opportunity to discuss impacts of learning on the program and any assistance needed to resolve the situation;

● List of major activities planned for the next quarter;

● Projected USAID approvals, waivers or deviation requests anticipated during the next quarter;

● As applicable, confirmation that TraiNet reporting requirements are up to date

● The status of required audit processes including for sub-awardees, if applicable.

● Success stories (if available) and a brief analysis on the general economic context; the Mission will use these success stories in reports to the host government, other donors, the Embassy, or USAID/Washington, among other audiences. The format and content will be jointly established by the COR and the Contractor.

● Documentation of best practices that can be taken to scale; and

● Environmental Status Report (ESR) section based on the approved IEE and

EMMP (if required).

8 Geographic Information Systems (GIS) and Activity Location Data.

To accompany the Quarterly Performance Report, the Contractor will submit project and activity location data. Recording a discreet location for project and activity locations is essential in establishing an effective method of managing, analyzing, and communicating project and activity information. The Contractor must work closely with the COR to determine necessary information to collect, which may include:

● Type of activity

● Photograph of activity

● Location of activity, Point features (latitude, longitude)

● Location, including name of the village

● District name for activity location

● Facility type (home, school, health facilities, etc.)

The Geographic Data must be projected to the Geographic Coordinate System World Geodetic System 1984 (GCS WGS 1984). All data must use the World Geodetic System 1984 (WGS 1984) datum.

The location and activity specific data will be recorded and managed by the Contractor. It must be submitted to the COR and GIS Specialist in any of the following formats: .CSV file, MS Excel spreadsheet, MS Access database, or GIS-ready shapefile (.shp)/geodatabase.

Submit with Quarterly Performance Report

Utilizing GIS technology, geographic data and analysis is integral to geographically targeting aid investments, monitoring & evaluating overall aid effectiveness, and upholding the Agency’s open data and transparency goals.

Geospatial analysis is a top priority of the USAID/Uganda to be incorporated into the learning agenda and M&E work to build resilience. In alignment with the US Government commitment to transparency and open data, as well as with USAID Data Policy, geographical data collected and the resulting maps produced as part of this program will be shared with the affected communities, district local governments, and the general public.

9 Quarterly Accrual Report will provide contractual information pertaining to the following information:

total funds obligated to the contract total estimated cost remaining in the contract;

unobligated balance in the contract;

accrual amount;

estimated pipeline amount;

projected monthly expenditure for the next quarter

Reports should be disaggregated by funding stream and budget line. If needed the COR will provide a template to the Contractor.

10 days before the end of the fiscal quarter

COR and

OFM

10 Quarterly Financial Reports should be disaggregated by funding stream and budget line but not limited to the following:

total funds obligated to date by USAID into the contract;

total funds previously reported as expended by budget line items;

total funds incurred during the reporting period by funding stream and budget line items;

activity projected expenditures for the next quarter by budget line items;

total un-liquidated obligations by budget line items;

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

30 days after the end of the fiscal quarter. Submitted with the Quarterly Performance Report.

COR and

OFM

11 Quarterly VAT Reports. Pursuant to bilateral agreements with the Government of Uganda (GOU), all imports and expenditures under this contract by the Contractor and by non-local Subcontractors are exempt from Value-Added Tax (VAT) and Customs Duties imposed by the GOU.

The GOU does not permit tax exemption at the point of sale. Therefore, Contractor must bill USAID for expenses inclusive of 18% VAT.

25th of the month after the calendar year quarter end.

For example, taxes and receipts for the period January to March are due April 25.

COR and

OFM

The Contractor must submit original VAT tax invoices/receipts, original certified summary (using a format provided by USAID) and a copy of all documents to

USAID.

12 Subcontracting Reporting. Subcontract Reporting (Large Businesses Only) – The Contractor’s subcontracting plan dated TBD is hereby incorporated as a material part of this contract. 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. Each semi-annual SSR reflects cumulative subcontracting accomplishments from the inception of the contract through the relevant SSR reporting period.

The annual Subcontracting Report and 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.

Submitted semi-annually during contract performance for the periods ending March 31 and September 30.

CO and COR

12 Weekly Activity Updates. The contractor must prepare a brief weekly update of no more than two pages on the key activities and accomplishments of the past week and the week to come. The final format of the updates will be agreed upon in consultation with the COR.

Reporting to begin 6 months from contract award date, thereafter, 3 days after the end of each successive week

COR

13 Annual Report. Annual reports on the project activities and progress against indicators are the responsibility of the Contractor and are needed by USAID/Uganda to provide timely input to the USG’s Operational Plan. To the extent possible, the annual report must cover activities and results through the end of the fiscal year, and will review the cumulative experience, learning, adaptations and the implications of these for the year.

Draft due 30 days before the end of the fiscal year.

Final due 30 days after receipt of USAID comments.

COR

14 Annual Financial Reports 30 days following the end of 4th quarter

COR and

OFM

15 Combating Trafficking in Persons Compliance Certification (Reference FAR 52.222-56)

Prior to award and subsequently 30 days after the start of the fiscal year.

CO

16 Sustainability Plan and Analysis. In accordance with USAID’s policy on the Journey to Self-Reliance, the Contractor must develop a Sustainability Plan designed to ensure that PUMRA interventions and results are sustained beyond USAID funding, effectively transitions to Ugandan-led oversight and mainstreamed into Uganda national development planning and implementation processes. The Sustainability Plan, which should be purposefully and directly aligned with the Contractors’ technical approach must outline the key sustainability strategies and activities to be undertaken/accomplished in each

30 calendar days prior to the contract anniversary date and then subsequently updated as part of the AWP submission.

year of contract implementation towards achievement of policy objectives of the Journey to Self-Reliance initiative.

17 Submission of Data Sets to DDL* (Reference Section H.23 Part 2 (b))

30 days after the Dataset is first used

COR and submit to the

DDL

18 Annual Report of Government Property in Contractor’s Custody (Reference AIDAR 752.245-71)

Last day of contract Year 1

COR

19 Reporting of Foreign Taxes (Reference AIDAR 752.229-71)

April 16 for the last financial year ending March 31

COR and

OFM

20 Close-Out and Disposition Plan. The Contractor will develop and implement a closeout plan (administration, information, grants, finance, procurement and management) which must be approved by the Contracting Officer (CO). The plan must include but not be limited to:

● Total estimated costs required for the remaining closeout period and a staffing plan for the closeout period;

● Delivery schedule for all reports or other deliverables required under the award with dates for final delivery of all goods and services;

● A property disposition plan for the Contractor, subcontractors and grantees addressing all requirements under contractual and local law for the transfer of property;

● Review of subcontract and/or grant files for audit purposes and final billing to USAID/Uganda, in addition, the contractor will describe how all required prime and sub-award audits will be conducted after the demobilization of the contractor;

● A plan for the phase out of in-country operations with a schedule to address office leases, bank accounts, utilities, cell phones, personnel notification, health insurance, outstanding travel, social payments, household shipments, severance for local staff (if appropriate), vehicle leases/disposition, phone subscriptions;

● Report on compliance with all local labor laws, tax clearances, etc. 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.

Draft due 180 days prior to the contract end date.

Final due 3 months prior to contract end Date.

CO, COR

and OFM

21 Final Report. The report must summarize the accomplishments of the contract, methods of work used, and recommendations regarding unfinished work and/or program continuation, as well as key lessons learned from the total implementation experience. It must cover the entire period of the award and include the cumulative results achieved, an assessment of the impact of the program, lessons learned and recommendations, any particularly notable impact stories (or challenges), and detailed financial information. It should be grounded in evidence and data. The final/completion report must also contain an index of all reports and information products produced under the award.

Draft due 30 days prior to contract end and final 30 days after receipt of USAID comments

CO and COR

22 Ad-hoc Reports

a) Upcoming Events Calendar- The Contractor must provide USAID a listing of upcoming events; scheduled training; and important meetings with public officials, donor agency representatives or other USG officers. The Contractor must provide to the COR a rolling three-month schedule of upcoming events related to activity implementation, including conferences, workshops, trainings and site visits. This schedule must provide information on estimated dates of the event, location, targeted beneficiaries, and short description of the activity.

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