Amended RFP Sol_72062021R00001.pdf

Issuance Date: February 8, 2021 Due Date for Receipt of Written Questions: February 22, 2021

Due Time for Receipt of Written Questions: 4:00 p.m. Nigeria local time Closing Date for Receipt of Proposals: May 14, 2021

Closing Time for Receipt of Proposals: 4:00 p.m. D.C time

Subject: Amended Request for Proposals (RFP) - Solicitation Number 72062021R00001 Leveraging Education Assistance Resources in Nigeria (LEARN) to Read Activity

Dear Prospective Offerors:

The U.S. Agency for International Development (USAID) seeks proposals from qualified organizations interested in providing technical services under the Leveraging Education Assistance Resources in Nigeria (LEARN) to Read Activity (hereinafter called LEARN to Read Activity) for USAID/Nigeria’s Education Office as described in the attached Request for Proposals

(RFP).

This procurement is being conducted through full and open competition procedures described in Part 15 of the Federal Acquisition Regulation (FAR). USAID/Nigeria encourages participation to the maximum extent possible of small business concerns, small, disadvantaged business concerns and women-owned small business concerns in this activity as prime contractor or as a subcontractor, in accordance with Part 19 of the FAR.

USAID/Nigeria anticipates the award of a Cost-Plus-Fixed-Fee completion type contract with a period of performance of five (5) years and estimates that the Total Estimated Cost of the award will be between $43 million to $53 million. Revealing the estimated cost for the contract does not mean that the Contractor should necessarily strive to meet the maximum amount estimated. Cost proposals will be evaluated as part of a best value determination for the contract award. The offeror is to propose the activities and staffing according to the offeror's approach for achieving results.

The North American Industry Classification System (NAICS) code for this acquisition is 541990

- All Other Professional, Scientific and Technical Services. The small business size standard is $15 million. The authorized geographic code for this procurement is 937.

Please refer to Section L of the attached RFP, for information regarding proposal requirements.

You are advised to read this solicitation carefully. Offerors must take into account the expected delivery time required to submit proposals, and they are responsible to ensure that proposals are received at the USAID/Nigeria Mission by the due date and time as specified in this cover letter and Section L of the attached solicitation. Proposals received after the closing date and time will be processed as late and handled in accordance with FAR 52.215-1. Faxed proposals are not acceptable, nor will they be reviewed or evaluated.

Amendment No. 03 - Solicitation Number: 72062021R00001

ABBREVIATIONS AND ACRONYMS

ADS Automated Directive System AENN Addressing Education in Northeast Nigeria AEDO Association for Education Development Options AIDAR USAID Acquisition Regulation AMELP Activity Monitoring, Evaluation and Learning Plan AWP Annual Work Plan BESDA Better Education Service Delivery For All BIP Branding Implementation Plan BS Branding Strategy CBO Community Based Organization CCN Cooperating Country National CDCS Country Development Cooperation Strategy CFR Code of Federal Regulation CDCS Country Development Cooperation Strategy CBLD-9 Capacity Building Standard Foreign Assistance Indicator 9 CLIN Contract Line-Item Number CSO Civil Society Organization CO Contracting Officer COP Chief of Party COR Contracting Officer’s Representative CPFF Cost-Plus-Fixed-Fee COVID-19 Coronavirus Disease 19 CPARS Contractor Performance Assessment Report System CSACEFA Civil Society Action Coalition for Education for All CSO Civil Society Organization CST Contractor Salary Threshold DO Development Objectives DUNS Data Universal Numbering System EDC Education Development Center EGE Economic Growth and Environment EGRA Early Grade Reading Assessment FAF Foreign Assistance Framework FAR Federal Acquisition Regulation FAA Fixed Amount Award FCDO Foreign, Commonwealth and Development Office FCT Federal Capital Territory FME Federal Ministry of Education FOMWAN Federation of Muslim Women Association of Nigeria ( FSU Florida State University GA Gender Analysis GBF Global Proficiency Framework GIS Gender Inclusion Strategy

GON Government of Nigeria GPE Global Partnership for Education GUC Grants under Contract ICT Information and Communication Technology IDP Internally Displaced Person/People IEE Initial Environmental Examination IOM International Organization for Migration IP Implementing Partner IR Intermediate Result J2SR Journey to Self-Reliance LAYS Learning Adjusted Years Of Schooling LEAD Leadership, Empowerment, Advocacy and Development LEARN Leveraging Education Assistance Resources in Nigeria LGA Local Government Area/Authority LGEA Local Government Education Authority M&E Monitoring and Evaluation MEL Monitoring, Evaluation and Learning MELP Monitoring, Evaluation and Learning Plan MICS Multiple Indicator Cluster Survey MOU Memorandum of Understanding MP Marking Plan NAICS Northern American Industry Classification System NEDS National Education Data Survey NEI Plus Northern Nigeria Education Initiative Plus NFLC Non-formal Learning Center NGO Non-Governmental Organization NICRA Negotiated Indirect Cost Rate Agreement NRF National Reading Framework ODCs Other Direct Costs OMB Office of Management and Budget OSC Overseas Strategic Consulting PLANE Partnership For Learning For All in Nigerian Education PII Personally Identifiable Information PMP Performance Monitoring Plan PTA Parent-Teacher Association PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan RAN Reading Association of Nigeria RANA Reading and Numeracy Activity SEA State Education Account SEL Social-emotional learning SENSE Strengthening Education in Northeast Nigeria States STTA Short Term Technical Assistance SUBEB State Universal Basic Education Board

TBD To be determined TLM Teaching and Learning Materials TCN Third Country National UBEC Universal Basic Education Commission UNDP United Nations Development Programme UNICEF United Nations Children's Fund US United States USAID United States Agency for International Development USG United States Government

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this Contract is to provide technical services that fall within the Performance Work Statement specified in Section C (to be inserted at award) for the “Leveraging Education Assistance Resources in Nigeria (LEARN) to Read Activity.”

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus Fixed Fee (CPFF) completion-type Contract in accordance with FAR 16.306(d).

The Contractor must provide the services and perform all activities necessary for, or incidental to, the performance of objectives of the LEARN activity detailed in attachment J and deliverables of Section F and H.

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

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

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

(b) Budget

COST ELEMENT TOTAL 5 YEARS

Personnel Fringe Benefits Allowances Consultants Travel, Transportation and Per Diem Equipment Subcontracts Grants Under Contract (GUC) Training Security Other Direct Costs Total Direct Costs Indirect Costs Total Estimated Cost Fixed Fee Total Estimated Cost-Plus Fixed Fee

The Government is not obligated to reimburse the Contractor for costs incurred in excess of the total estimated cost specified above nor the total obligated funded amount.

(c) Within the estimated cost-plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $(TBD). The Contractor will not exceed the aforesaid obligated amount.

(d) Funds obligated hereunder are anticipated to be sufficient through o/a (TBD).

(e) Subject to the availability of funds, this contract will be incrementally funded.

B.4 BUDGET: CONTRACT LINE-ITEM NUMBERS (CLIN)

CLIN DESCRIPTION TOTAL

(US$)

Total Estimated Cost $(TBD)

Fixed Fee (if any) $(TBD)

Total plus fixed fee (if any) $(TBD

These CLIN amounts may not be adjusted without a written modification signed by the Contracting Officer. The Contractor will not bill any amounts against this contract in excess of the amounts specified for each line item as indicated above.

B.5 MULTI-YEAR CONTRACT

This Contract is considered non‐severable, and is therefore a multi‐year contract as defined in FAR 17.103 and subject to the requirements of FAR 17.106. However, this is a CPFF 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.” Therefore, 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. The cancellation ceiling for each cancellation date is $0.00 and there is no requirement to include cancellation dates in the contract.

B.6 INDIRECT COSTS

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 for prime contractors and their subcontractors.

[to be filled in at award)

Note:

(a) Insert negotiated indirect rates for all primes and major subcontractors.

(b) “Major subcontractors” are subcontractors whose proposed cost exceeds 20 percent of the Contractor’s total proposed cost.

(c) Reimbursement for indirect costs shall be at final negotiated rates, but not in excess of ceiling rates specified above.

(d) 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.

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

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

B.7 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 220 (Cost Principles for Educational Institutions), 2 CFR, Part 230 (Cost Principles for Non-Profit Organizations), FAR 52.216-7 (Allowable Cost and Payment), FAR 52.216-8 (Fixed Fee) if applicable, and AIDAR 752.7003 (Documentation for Payment), may be reimbursable under this contract.

B.8 PAYMENT OF FIXED FEE – FAR 52.216-8 (JUN 2011)

(a) The Government will pay the Contractor for performing this contract the fixed fee specified in the payment schedule in the table below.

Note: Schedule for payment of forty per cent (40%) of fixed fee is indicated in the table below.

Allocation and schedule of the remaining sixty percent (60%) of fixed fee to be proposed by Offeror consistent with their proposal.

FIXED FEE PAYMENT SCHEDULE

Serial

Reports / Deliverables / Performance Objectives

Frequency Fee % Per Unit

Fee % Total

Reports / Deliverables 1 Annual Work Plan Approved Years 1-5 1% 5% 2 Monitoring, Evaluation and Learning Plan

(ME&L) Approved Years 1-5 1% 5%

3 Annual Report (Fourth Quarterly Performance Report)

Years 1-3 1% 3%

4 Gender Analysis and Strategy Approved Year 1 1% 1% 5 Grants Manual Approved Year 1 1% 1% 6 Final Report Year 5 1% 1%

TBD

TBD

TBD

Performance Objective 1 1 Bauchi and Sokoto have state-approved prototypes of the data platform and accompanying reporting templates to capture education system, student reading and teacher performance annually

Year 1 1% 1%

2 Bauchi and Sokoto states annual budget report

Year 1 1% 1%

3 In-service Teacher Training, Coaching and Mentoring Plan

Year 1 -4 1% 4%

4 ___% of government schools in Bauchi and Sokoto conduct student reading assessments in grades 2 and 3

Year 1-4 1% 4%

TBD

TBD

TBD

TBD

Performance Objective 2 1 Costed framework for data platform Year 1 1% 1% 2 Launching state annual budget report Year 1 1% 1% 3 In-service Teacher Training, Coaching and

Mentoring Plan Year 2-4 1% 3%

4 ___% of governments schools in launching state conducting formative and summative assessments for grades 2 and 3

Years 3-5 1% 3%

TBD

TBD

TBD

TBD

Performance Objective 3 1 Memorandums of Understanding Signed Year 1-2 1% 2%

TBD

TBD

TBD

Performance Objective 4 1 Action plan outlining a five-year strategy and costs for institutionalization of the National Reading Framework approved by key partners

Year 1 1% 1%

2 Costed design framework for a pay-for-results model, with accompanying recommendations

Year 1 1% 1%

3 Action plan of engagement and advocacy with UBEC, SUBEB, and other relevant actors approved

Year 2 1% 1%

4 Federal Ministry of Education finalized the national reading benchmarks

Year 3 1% 1%

TBD

TBD

TBD

TBD

TBD

Total TBD

(b) The Contractor’s fixed fee is tied to the contractor’s satisfactory completion performance objectives and deliverables as required in Sections C and F.

(c) The Contractor will be paid the amount of fee specified for each denoted performance objective, deliverable or output set forth in the table above upon written acceptance by the COR.

(d) Because the clause entitled “Allowable Cost and Payment” (FAR 52.216-8) is incorporated into this Contract, the terms and conditions of this clause apply after total payments of fixed fee reach eighty‐five percent (85%) of the total fixed fee.

[END OF SECTION B]

SECTION C - PERFORMANCE WORK STATEMENT

LEVERAGING EDUCATION ASSISTANCE RESOURCES IN NIGERIA (LEARN) TO

READ ACTIVITY

USAID will insert the Contractor’s Performance Work Statement (PWS) at award.

[Refer to SECTION J: Attachment J-1-STATEMENT OF OBJECTIVES (SOO) which includes the purpose, scope, performance objectives and expected outcomes of the LEARN to Read Activity; and Attachment J-2 which provides BACKGROUND INFORMATION AND OTHER TECHNICAL CONSIDERATIONS. This will inform the development of Section C].

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and program construction sites and other program locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

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

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

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

D.2 BRANDING AND MARKING POLICY

Branding and Marking under this contract must comply with the requirements outlined in USAID Automated Directives System (ADS) 320: Branding and Marking in USAID Direct Contracts and the USAID Graphic Standards Manual.

D.3 BRANDING STRATEGY

The branding strategy for the LEARN Activity will be as follows:

Program Name: Leveraging Education Assistance Resources in Nigeria (LEARN) to Read Activity

Branding Strategy: The branding will incorporate the message that the assistance is “From the American People and through USAID”

Desired level of visibility: USAID identity must be prominently displayed in commodities of equipment; infrastructure projects; printed, audio. Visual or electronic public communications; studies, reports, publications, websites, and promotional and informational products; and events. Organization to Be acknowledged: The branding may acknowledge other organizations deemed as partners of an event or deliverable.

https://www.usaid.gov/ads/policy/300/320 https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf

D.3 BRANDING IMPLEMENTATION PLAN AND MARKING PLAN

(a) The Contractor must develop a Branding Implementation Plan (BIP) and Marking Plan (MP) for the Contract to describe how program deliverables will be branded and marked. The Marking Plan must enumerate all public communications, commodities, infrastructure projects, program materials, events, deliverables, and other items that shall be marked with the USAID identity or brand.

(b) Marking and attribution for physical structures may need to be visible as soon as work commences. Contract deliverables to be marked with the USAID identity must follow design guidance for color, type, and layout in the USAID Graphic Standards Manual and all successor branding policies (if any).

(c) The Marking Plan may include requests for exceptions to marking requirements for programmatic reasons, to be approved by the Contracting Officer. Waivers, as defined by ADS 320, may be necessary for compelling political, safety or security concerns, or if the marking will have an adverse effect in the host country. The Contractor must follow the approved plan during implementation of this award unless a waiver is requested and approved by USAID/Nigeria.

(d) The approved Branding Implementation and Marking Plan, dated TBD, is incorporated in this Contract as an Attachment TBD.

[END OF SECTION D]

https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following Contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR 52.252-2 "CLAUSES INCORPORATED BY REFERENCE" in Section I of this Contract. See http://www.acquisition.gov/far/ for electronic access to the full text of FAR clauses.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-3 INSPECTION OF SUPPLIES— COST REIMBURSEMENT MAY 2001

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 must be subject to the performance standards set forth in Sections C and F. Inspection and acceptance will take place at:

USAID/Nigeria 1075 Diplomatic Drive

Central Business District P.M.B. 519 Garki, Abuja or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. Inspection of all deliverables required hereunder will be made by the Contracting Officer’s Representative (COR), designated in Section G, who has been delegated authority to inspect and accept all services, reports and other required deliverables. Acceptance of services, reports and other deliverables by the COR will form the basis for payments to the Contractor.

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, efficiency, 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 must be discussed, reviewed, and updated regularly but no less http://www.acquisition.gov/far/ 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.

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. The QASP is incorporated as a component of the Activity.

[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. See http://www.acquisition.gov/far/ for electronic access to the full text of FAR clauses and https://www.usaid.gov/ads/policy/300/aidar for the full text of AIDAR clauses.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

[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 period of performance for this contract is five years from the effective date of award, subject to the conditions set forth in Section H.46 of this Contract.

F.3 PLACE OF PERFORMANCE

The primary place of performance for this Contract is Nigeria.

F.4 PERFORMANCE STANDARDS

(a) Evaluation of the Contractor's performance must be conducted in accordance with the performance standards set forth in this Contract, if any, the Contractor's overall performance toward achievement of the objectives in Section C (to be inserted at award) and provision of deliverables in Section F of the Contract, and the Contractor's compliance with all other terms and conditions of the Contract.

(b) Contractor Performance Reports: On an annual basis, the COR will complete a Contractor Performance Assessment Report System (CPARS) for the Contract. Each evaluation will be conducted jointly by the COR and the CO and must 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.

Contractor’s performance will be evaluated utilizing at minimum, the following factors:

(1) Technical (quality of product or service).

(2) Cost control (not applicable for firm-fixed-price or fixed-price with economic price adjustment arrangements).

https://www.usaid.gov/ads/policy/300/aidar

(3) Schedule/timeliness.

(4) Management or business relations.

(5) Small business subcontracting, including reduced or untimely payments to small business subcontractors when requires a subcontracting plan.

(6) Other (as applicable) (e.g., trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments, and failure to comply with limitations on subcontracting).

(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 may also conduct a mid-term evaluation 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 KEY PERSONNEL

a) All key personnel must be full-time, located in Nigeria, and employed by the prime Contractor. The key personnel whom the Contractor must furnish for the performance of this contract are as follows:

Name Position Title [to be proposed by Offeror and filled in at award]

TBD TBD

TBD TBD

TBD TBD

TBD TBD

TBD TBD

b) Up to five (5) key personnel positions identified by the Contractor and specified above are considered to be essential to the work being performed hereunder.

c) The Contractor is responsible for providing key personnel for the Contract. Failure to provide key personnel at any time during the period of performance may be considered non-performance by the Contractor. The Contractor must take steps to immediately rectify this situation and must propose a substitute candidate with sufficient information and justification.

d) The qualifications used for the key personnel in the Contractor’s submission will be the same used for the key personnel replacement. Prior to replacing any of the individuals specified above, the Contractor will immediately notify both the Contracting Officer and USAID COR reasonably in advance and must submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program and budget. No replacement of personnel will be made by the Contractor without the written consent of the Contracting Officer.

e) The minimum requirements and responsibilities of key personnel under this Contract are as follows: (proposed by Offeror and to be incorporated upon contract award)

1. Position Title

Roles and Responsibilities:

Minimum Requirements:

2. Position Title

Minimum Requirements:

3. Position Title

Minimum requirements:

4. Position Title

5. Position

F.6 REPORTING AND DELIVERABLES OR OUTPUTS

(a) All reports and deliverables must be in the English language.

(b) The cover page of all deliverables must include the USAID Identity prominently displayed, the contract number, contractor name, the publication or issuance date of the document, document title, author name(s), and program title. Descriptive information is required whether contractor-furnished products are submitted in paper or electronic form. All materials must include the name, organization, address, and telephone/fax/internet number of the person submitting the materials.

(c) All reports must be delivered in electronic format, unless specified otherwise by the CO.

(d) Development Experience Documentation: The Contractor must coordinate with the designated COR to submit one electronic and/or one hard copy of development experience documentation (electronic copies are preferred), pursuant to AIDAR 752.7005, to the COR , and USAID/Nigeria Monitoring and Evaluation Unit at e-mail: abujaprog-me@usaid.gov .

(e) In addition to the requirements set forth for submission of reports in Sections C, I and J, and in the AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor must submit required deliverables or outputs as specified in Contract to the COR specified in Section G with a copy to the Contracting Officer.

(f) All reporting and data must be synchronized with the United States Government (USG) fiscal year. Quarterly periods are from October 1 –December 31; January 1- March 31; April 1 – June 30; and July 1 – September 30. Thus, quarterly reports are due on January 31, April 30, July 31 and October 31 respectively.

(g) The below reports are to be submitted to the COR with a copy to the Contracting Officer, by the due dates specified:

NO. DELIVERABLES DUE DATE

1. Annual Work Plan First annual work plan due within forty-five (45) calendar days of award, and generally approved by USAID within thirty (30) calendar days after submission. Subsequent annual work plans due thirty (30) calendar days before the end of each implementation year of the Contract, and generally approved by USAID within thirty (30) calendar days after submission.

2. Institutional Capacity Strengthening Plans

Annually (submitted along with Annual Work plans)

3. Gender Analysis and Strategy Analysis- Within ninety (90) days after award;

Strategy- Within sixty (60) six months after mailto:abujaprog-me@usaid.gov approval of Analysis

4. Activity Monitoring, Evaluation and Learning (MEL) Plan Submitted pre-award, approved by USAID within ninety (90) calendar days of award.

5. Quality Assurance Surveillance Plan (QASP)

Submitted pre-award, approved by USAID within ninety (90) calendar days of award.

6. Quarterly Performance Reports Within thirty (30) calendar days after each quarter ending on March 31, June 30, September 30, and December 31. Note: Fourth quarter report (July-September) will serve as an annual report.

7. Quarterly Financial Reports Within thirty (30) calendar days after each quarter ending on March 31, June 30, September 30, and December 31.

8. Quarterly Cost Reports Within thirty (30) calendar days after each quarter ending on March 31, June 30, September 30, and December 31.

9. Travel & Training Reporting As specified by the COR

10. Ad Hoc Reports and Meetings As specified by the COR

11. Annual Inventory Report Annually (submitted with fourth quarter performance report).

12. Environmental Mitigation and

Monitoring Plan (EMMP) Proposed pre-award, approved by USAID within ninety (90) calendar days of award.

13. Branding Strategy, Implementation Plan and Marking Plan

Proposed and approved pre-award

14. Grants Manual Approved by USAID within ninety (90) calendar days of after award.

15. Security Operational Plan Proposed pre-award, reviewed by USAID for compliance.

16. Security Report As specified by the COR

17. Final Report Forty-five (45) calendar days prior to the completion of the Contract

18. Reporting on Foreign Taxes April 16 of each year (Ref. Section H.17 of the contract)

19. Subcontract Reporting: ESRS

(Large Business Only) A semi-annual report should be submitted for the period ending March 31 and an annual summary report should be submitted on September 30 of each year.

(Ref. Section H.21 of the contract)

20. Closeout Plan and Disposition Plan Submitted to USAID ninety (90) calendar days prior to Contract completion and approved by USAID within thirty (30) days of submission.

21. Annual Assessments, Research and Special Studies Plan

Submitted together with annual work plan.

(1) Annual Work Plans

The annual work plan must provide target dates for initiation and completion of all tasks presented by Performance Objectives as outlined in the PWS, typically covering a 12- month period. It must include a reasonably detailed description of the tasks, establish benchmarks for performance of each of the tasks, and provide a timeline for completion of each activity. The plan must also provide a brief situation analysis in the context of what other donors, implementing partners, and host-country governments are contributing toward the planned activities. A breakdown of estimated expenditures by CLIN is expected.

Work plans must be finalized within 10 working days after receiving USAID’s comments.

(2) Institutional Capacity Strengthening Plans

The Institutional Capacity Strengthening Plans, when relevant, are due annually alongside the annual work plan. Institutional Capacity Strengthening Plans outline capacity assessment needs and Contractor intervention approaches for key stakeholders across each Performance Objective category. These plans should be developed from a perspective of ongoing partnership with the relevant education authorities and should focus on the areas of relevance to the contract in alignment with the approved PWS. The Institutional Capacity Strengthening Plans detail the time, intensity, participants, learning objectives and delivery modality for institutional capacity strengthening activities. The plans must be finalized within 10 working days after receiving USAID’s comments.

(3) Gender Analysis and Strategy

The contractor will conduct a Gender Analysis (GA) within the first 90 days of award to identify gender gaps that will affect LEARN to Read Activity Performance Objectives and outcomes. After USAID approval of the GA, using findings from the analysis, the Contractor will develop a Gender Inclusion Strategy (GIS) that outlines how relevant identified gender gaps will be addressed to help reach activity results within 60 days of USAID’s approval of the GA.

This GIS will guide activities conducted under the Contract. The contractor will, as needed, include context-specific refinements for implementing the GIS as part of Annual Work Plan. Appropriate gender-related indicators, as identified in the strategy, will be included in the Activity MEL Plan.

Implementation of the GIS will be reported in the Annual Report.

USAID Nigeria expects that as a result of the additional information and level of details acquired by the GA and GIS, the Contractor must be prepared to adjust the originally proposed level of financial and human capital resources and interventions, as necessary, to implement the GIS.

The GIS must be finalized within 10 working days after receiving USAID’s comments.

(4) Activity Monitoring, Evaluation and Learning (MEL) Plan

The Activity MEL Plan for the life of program must, at a minimum, include the following:

(a) An executive summary, a logical framework, indicators, performance indicator reference sheets, and performance data tables;

(b) List of each Performance Objectives as identified in the PWS, expected targets and outcomes and program outputs (outputs are services delivered or items produced) as well as a brief description of the linkages between program outputs and expected outcomes;

(c) Definition and detailed description of performance indicators under each Performance

Objective to be tracked including: unit of measure; data source;

justification/management utility; baseline values; annual targets; annual actual data;

frequency and schedule for data collection; individual responsibility for data collection;

and detailed plans for data analysis, review, reporting and data use for decision making;

(d) Data Quality Assessment (DQA) approaches which will include routine assessment of data for validity, reliability, timeliness, precision and integrity. Data should be disaggregated by the parameter(s) appropriate and feasible for each indicator, which might include location, gender, age, etc.;

(e) Summary of progress of major Performance Objective activities in process during the period in relation to the requirements of the Contract, indicating any problems encountered, and proposing remedial actions as appropriate; and,

(f) Any salient programmatic trends that can be distilled from major activities that are in process or recently completed; and highlight unresolved or on-going administrative/bureaucratic constraints to the Contractor's optimal performance.

All indicator baseline data must be collected and reported to the COR during the first twelve (12) months of award. USAID reserves the right to request a revised MEL Plan should there be any significant changes in program focus, or the Mission’s Development Objectives.

(5) Quality Assurance Surveillance Plan (QASP)

The Contractor must submit a Quality Assurance Surveillance Plan (QASP) that outlines a surveillance schedule and clearly describes the surveillance methods to be used through the implementation of LEARN to Read Activity. The plan must include roles and responsibilities for surveillance throughout the duration of the contract. The QASP must be consonant with Performance Objectives, indicators, targets and outcomes outlined in the PWS and focus on the quality and timeliness of the output to be delivered and not on the steps required or procedures used to provide the service. The plan must provide for the prevention and ready detection of any challenges, and for timely and positive corrective action.

(6) Quarterly Performance Reports

The Contractor must prepare and submit Quarterly Progress Reports that include information of the Contract and a summary of progress of the activities in relation to each Performance Objective in the PWS. The report must articulate progress toward achievement of each Performance Objective and related indicators and targets, as well as report on progress against the workplan;

identifies problems encountered during the reporting period, recommends remedial actions as appropriate, including how CLA was applied. Results and impact for the reporting period must be consistent with the approved AMEL Plan. The report will also include a list of all studies, evaluations, and other reports completed during the reporting period and cumulative to date. The report will also outline activities and significant events for the next reporting period for each Performance Objective.

Fourth quarter report (July-September) is due by October 31 and will be utilized by USAID/Nigeria as an annual report. The report must contain more information than the normal quarterly report, as USAID/Nigeria needs the information for its own annual reporting in November. In addition to the regular information (listed below), the fourth quarter report should discuss achievements of the entire year for each Performance Objective and must contain a table displaying indicators the Contractor is responsible for reporting on and the indicator values for every quarter cumulatively for the year, along with prior year values and future year targets. It must also include an explanation for any indicator values falling more than ten percent above or below target. The report will also include problems encountered, major trends and proposed remedial actions. The annual report must also include information on the issuance, administration, and monitoring of Grants under Contract (GUCs), as applicable and articulate how the GUC component has contributed to achievement of outcomes under each Performance Objective.

Additional guidance on the format and content of quarterly performance reports is contained in Attachment J.3 of the Contract.

(7) Quarterly Financial Reports

The Contractor must submit to the COR and CO, a report on expenditures accrued during the report period and projected accrued expenditures for the next quarter. The July-September Quarterly Financial Report will constitute the Annual Financial Report. Specifically, the report should contain at a minimum the following information:

● Total amount obligated into the award;

● Total funds expended by the Contractor to date, including a breakdown consistent with major cost categories and CLINS in the Contractor’s approved budget in the award.

Additional information will be provided upon request by the COR;

● Pipeline (obligated funds minus expended funds);

● Accrual information: (1) Total amount obligated, (2) Total amount invoiced, (3) Total amount expended but not yet invoiced, (4) Remaining unexpended funds; and,

● Breakdown of expenditures based on funding source/type, as applicable (such as

Congressional earmarks, funds provided by state governments, other donors, etc.).

(8) Quarterly Cost Reports

The Cost Reports are also produced quarterly, alongside the quarterly technical financial and progress reports. As directed by the COR, the Contractor must use templates available at:

[https://www.edu-links.org/sites/default/files/media/file/Contributions%20and%20Dosage%20Reporting%20Temp lates%20FINAL.xlsx] and instructions for reporting on contributions and details of the intervention provided in the Cost Guidance and Annexes are available at: [ https://www.edu-links.org/resources/usaid-cost-measurement and https://www.edu-links.org/sites/default/files/media/file/Annexes%20FINAL.pdf]. The report will contain: 1.

Expenditure by cost category for the reporting period with details of expenditure, including labor costs (separately reported international and local salaries, fringe benefits), other costs (materials, travel, etc.), and overhead recovery, for each cost category; 2. Information on government and non-government contributions to the activity, by cost category, following agreed-upon templates;

and 3. Details of the intervention/outputs for the reporting period, including a quarterly progress report.

(9) Travel & Training Reporting

The Contractor must provide the following information related to international travel and training:

● Scopes of work for each technical assistance visit to the COR for approval;

● The Contractor must also submit international trip reports and copies of deliverables such as technical and management assessments or curricula and training materials within a month of completion; and,

● Training and travel plans in a format and frequency specified by the COR.

(10) Ad Hoc Reports and Meetings

USAID may require the Contractor to provide additional information or reports that are within the scope of the Contract, including responses to inquiries from USAID or the Government of Nigeria, on an ad-hoc basis. Such reports may include: trip/consultant reports; special technical analysis reports; anecdotal human-interest stories based on field visits; seminar/conference reports; special assessments/studies, or evaluations.

The Contractor will be responsible for attending, at a minimum, monthly meetings with the COR, and possibly more frequently if deemed by the COR. USAID will develop a meeting schedule with the Contractor during implementation of the program. The Contractor must also be prepared to make periodic, unplanned oral and written briefings to USAID as appropriate.

(11) Annual Inventory Report

The Contractor will submit an annual inventory report on all non‐expendable property under its custody as required in AIDAR 752.245-71 clause contained in the Contract. An updated annual inventory report will be submitted together with the Contract’s annual performance report for subsequent years.

https://www.edu-links.org/sites/default/files/media/file/Contributions%20and%20Dosage%20Reporting%20Templates%20FINAL.xlsx https://www.edu-links.org/sites/default/files/media/file/Contributions%20and%20Dosage%20Reporting%20Templates%20FINAL.xlsx https://www.edu-links.org/sites/default/files/media/file/Contributions%20and%20Dosage%20Reporting%20Templates%20FINAL.xlsx https://www.edu-links.org/resources/usaid-cost-measurement https://www.edu-links.org/resources/usaid-cost-measurement https://www.edu-links.org/sites/default/files/media/file/Annexes%20FINAL.pdf https://www.edu-links.org/sites/default/files/media/file/Annexes%20FINAL.pdf

(12) Environmental Mitigation and Monitoring Plan (EMMP)

The Contractor’s approved EMMP must describe in specific terms the IEE conditions that apply to proposed activities under the Contract for the life of the program, consistent with Section H.24 of this Contract. The EMMP will be integrated into the Contract’s Annual Workplan.

(13) Branding Strategy, Branding Implementation Plan and Marking Plan

The Contract Branding Implementation Plan (BIP) must describe how the program will be communicated to beneficiaries and promoted to host-country citizens. It must outline the events (press conferences, site visits, etc.) and materials (success stories, Public Service Announcements [PSAs] etc.) the Contractor will organize and produce to assist USAID to deliver the message that the assistance is from the American people.

The Marking Plan must be developed to enumerate the public communications, commodities, program materials and other items that visibly bear or will be marked with the USAID Standard Graphic identity. Where applicable, a host-country government or ministry symbol may be added.

Please refer to Section D of the Contract for details of Marking Plan requirements. The Contractor will follow the approved plan during implementation of the program, unless a waiver is requested and approved by the Contracting Officer.

(14) Grants Manual

A Grants Manual must be developed in accordance with Section H.34 of this Contract, and all applicable policies. Any proposed changes to the pre-approved Grants Manual cannot be effected without the CO’s approval.

(15) Security Plan

The Contractor’s security plan will outline its policies and procedures for personnel and physical assets security consistent with requirements of the contract.

(16) Security Report

The report will follow the format approved in the Initial Security Plan. As part of overall security requirements, the Contractor must report any security threats and/or incidents orally/by telephone, immediately to the following USAID/Nigeria representatives:

● Security & Safety Specialist and any other USAID/Nigeria EXO designated official(s);

● Executive Officer (EXO); and

● Contracting Officer’s Representative (COR), or Alternate COR in the COR’s absence.

Subsequently, a written report must be submitted in accordance with approved procedures delineated below. The Contractor must develop a list of specific steps to track any potential/identified threats, which will be part of its overall security system. All subcontractors will be required by the Contractor to report any threats/incidents to the Contractor, who will immediately thereafter notify the above listed USAID/Nigeria representatives. The Contractor may also be requested to submit similar reports to USAID/Nigeria’s Partner Liaison Security Operations Contactor.

(a) Security Reporting Responsibilities

USAID requires appropriate Security reports be submitted to the Nigeria Safety & Security Specialist, Executive Office; COR and other USAID/Nigeria officials as directed by the USAID Executive Office. The type and frequency of these reports may vary with the project scope, location, and criticality. The Contractor must report an Initial Threat Assessment and subsequent changes as often as the situation requires (daily, weekly, bi-weekly, monthly, etc.). The Contractor is also required to notify USAID of any security-related incident in a timely manner according to the following guidelines.

(b) Incident Reporting

There are various types of Incident Reporting: Serious Incident Report (SIR); Incident Report (IR);

Situation Report (SITREP); and any other security-related report that may be required by USAID.

(i) Serious Incident Report (SIR)

● An incident that involves the death, injury, kidnapping of IP personnel and/or damage to IP property;

● An incident that has critically damaged the funded program, such as fire, catastrophic flood, etc.;

● Initial SIR must be reported orally immediately, and within 4 hours of the incident occurrence/discovered;

● A complete SIR must be filed in writing /e-mail within 24 hours of the incident;

● Updated written SIR will continue to be filed in a timely basis (daily, weekly) as long as the situation exists. The timeline will be adjusted as required by USAID/Nigeria Safety & Security Office; and

● Final Report SIR will summarize the incident, the subsequent happenings and the final resolution.

(ii) Incident Report (IR)

● An incident involving accidents, potential harm, suspicious persons or acts, threats or harassing actions against personnel or the program.

● IR should be initially reported by phone immediately, follow up with a written report filed as soon as possible (within 24 hours). After the incident is evaluated, a complete detailed written report must be submitted to USAID/Nigeria, not later than 72 hours after the incident.

(iii) Situation Report (SITREP)

● A report that a significant, but not critical action or activity, has taken place that has impacted, or may impact, on the well-being of the personnel or the success of the program.

● This report may describe trends, secondhand information that may have bearing on the project, or impact on future operations.

● There is no pre-determined reporting timeline. The report will be issued as needed and required by USAID/Nigeria Safety & Security Office.

Telephonic communication is the preferred method to provide the initial information of an incident. A written report by e-mail must follow as soon as possible within the above-described guidelines and it shall be as detailed as possible. The report shall follow the format approved in the original Security Plan but at a minimum it shall contain the name of the company, name of the victim(s), date, time, a description of what happened, where the incident occurred, and any other relevant details surrounding the incident. If this is an ongoing incident, progress reports should be submitted in accordance with the guidelines provided in order to keep USAID/Nigeria Security personnel apprised of the situation.

(c) Special Contract Requirements

The Contractor must carefully consider the following special provisions under the contract:

(1) Security Conditions: The Contractor must be aware of security conditions in Nigeria, and by entering into a contract, assumes full responsibility for the safety of its employees. Prior to commencing work, the Contractor shall ensure that it has adequate procedures in place to advise its employees of situations or changed conditions that could adversely affect their security. In order to keep abreast of security conditions in Nigeria, the Contractor shall seek information from all available sources, including the USAID/Nigeria EXO/Safety & Security Office (SSO), for all areas in which its employees work or travel.