20210301 Revised RFP 72066821R00013 MELS Activity.pdf

Issuance Date: March 1, 2021 Questions Due Date and Time: March 8, 2021 at 1500 local Juba time Closing Date and Time for Proposals (Phase One): March 18, 2021 at 1500 local Juba time

SUBJECT: Amendment P00001 Request for Proposals (RFP) No. 72066821R00013

Monitoring, Evaluation and Learning Support (MELS) Activity

Dear Prospective Offerors:

The United States Agency for International Development (USAID) in South Sudan is seeking proposals to provide USAID/South Sudan with support for performance measurement, learning and knowledge management, and recommendations to the Mission’s adaptive management processes, as well as technical compliance verification services for USAID-funded programs across South Sudan.

USAID anticipates awarding a single Cost-Plus Fixed Fee (CPFF) term type contract. USAID anticipates the award for a five (5) year period of performance. USAID anticipates that the total level of effort for the CPFF term will be 69,520 days.

We received a number of questions in response to the RFP, which are posted along with this amendment. To ensure offerors have a solid understanding of the RFP and process we will be allowing another question and answer period. Please submit questions by the date and time above to the contacts in Section L.

This procurement is a total set-aside for small business concerns. The principal geographic code for this contract is 935 and the North American Industry Classification System (“NAICS”) Code is 541618. The SBA Size Standard is $16.5 million.

Offerors should carefully review Sections L and M of this RFP. The Government intends to conduct the evaluation in two phases, as described in Section M of this solicitation. Participation in Phase One is a mandatory part of this acquisition. Failure to participate in Phase One will preclude further consideration of the Offeror’s proposal. Phase Two submissions will not be accepted from any Offeror who has not participated in Phase One.

If your organization decides to submit a proposal in response to this solicitation, it must be submitted in accordance with Section L of this RFP. Offerors must also carefully review Section M - Evaluation Factors. Proposals are to be submitted to USAID/South Sudan no later than the closing date and time stated above, to the email address designated in Section L for receipt of proposals. If the proposal is received after the closing date and time, or if it is incomplete, it will be neither accepted nor considered unless authorized by the Contracting Officer pursuant to FAR

15.208. Cost proposals will be evaluated as part of the best value determination for contract award.

This RFP in no way obligates USAID to award a contract nor does it commit USAID to pay any costs 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. Furthermore, USAID reserves the right to reject any and/or all offers if such action is in the best interest of the Government.

All questions, comments, and/or requests for clarifications must be sent in writing to mcapobianco@usaid.gov and copying wabully@usaid.gov no later than the date and time indicated above.

This RFP can be viewed and downloaded from https://beta.sam.gov. USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same website. USAID advises interested parties to regularly check the above websites for amendments.

Thank you for your interest and we look forward to your participation.

Sincerely, Michael Capobianco Contracting Officer USAID/South Sudan mailto:mcapobianco@usaid.gov mailto:wabully@usaid.gov

72066821R00013

SOLICITATION, OFFER AND AWARD

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

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

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

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

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INFORMATION

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

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

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

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M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

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

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

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

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

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

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

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

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

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

AWARD (To be completed by government)

CODE

3/1/2021 REQ-668-21-000029

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720668

USAID/South Sudan 4420 Juba Place Washington DC 20521-4420 00000

1500 B 03/18/2021

Warran A. Bully wabully@usaid.gov

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Michael Capobianco

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____90_________ calendar days (60 calendar days unless a different period is inserted

RFP #72066821R00013

USAID/South Sudan MELS Activity

PART I – THE SCHEDULE

SECTION B – SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide technical assistance and other services as described in detail in Section C for the implementation of the USAID/South Sudan Monitoring, Evaluation and Learning Support (MELS) Activity.

B.2 CONTRACT TYPE AND CONTRACT SERVICES

This is a cost-plus fixed fee term type contract. For the consideration set forth below, the Contractor must achieve the objectives and deliverables or outputs at the stated quality described in Section C and otherwise comply with all contract requirements.

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

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

b) 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 (any payment of fee, if any) for performance hereunder is $TBD. The Contractor must not exceed the aforesaid obligated amount.

c) Funds obligated hereunder are anticipated to be sufficient through TBD. Funding for this contract will be on an incremental basis, subject to the availability of funds.

B.4 CONTRACT BUDGET

a) The contract budget found herein is based on the Contractor’s original proposal and/or final proposal revision, which was accepted by USAID through award of this contract.

b) The following itemized budget sets forth the estimates for individual line items of cost:

Item No. Description Amount

CLIN 001 Technical Assistance Estimated Cost TBD

Fixed Fee TBD

Total Estimated Cost plus Fixed Fee

TBD

Total Contract Ceiling

TBD

These 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 illustrated above.

B.5 INDIRECT COST

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

Description Rate Base Type Period

TBD % 1/ 1/ 1/

1/ Base of Application:

Type of Rate:

Period:

B.6. ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND

FINAL REIMBURSEMENT FOR INDIRECT COSTS

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

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

Description 2021 2022 2023 2024 2025

TBD % % % % %

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

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

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable, and necessary costs determined in accordance with FAR § 52.216-7, “Allowable Cost and Payment,” and FAR § 52.232-22, “Limitation of Funds,” and AIDAR 752.7003, “Documentation for Payment.”

B.8 PAYMENT OF FIXED FEE

USAID will pay a proportion of the Contractor’s fixed fee each month pursuant to FAR § 52.216-8, “Fixed Fee,” upon the receipt of an invoice deemed proper by the USAID/South Sudan Office of Financial Management. Payment of fixed fee will be allocated based upon the proportion of the level of effort (LOE) specified in Section F.4 that was provided by the Contractor in the period covered by the invoice. In the event that the Contractor does not provide the total LOE stipulated in Section F.4, the total amount of fixed fee will be reduced in similar proportion.

The paying office is USAID/South Sudan, Office of Financial Management, as specified in Section G.6.

B.9 KEY CONSIDERATIONS FOR DEVELOPMENT IN A DYNAMIC

ENVIRONMENT

Due to the extremely fluid nature of the South Sudan development context, including recent civil wars, ethnic violence, and now tentative peace, USAID/South Sudan must be able to adapt to changing circumstances on the ground. Adaptive management will be required from the implementer in order to maintain, sustain, or expand development gains achieved through activity implementation.

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

Implementation of these changes will be governed by FAR 52.243-2 (Alternate I) Changes Cost Reimbursement. The changes must be within the general scope of this contract.

These changes will be made to address changing circumstances in South Sudan. Examples of the circumstances include but are not limited to:

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

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

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

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK (SOW)

C.1 TITLE OF ACTIVITY

Monitoring, Evaluation and Learning Support (MELS) Activity.

C.1 PURPOSE

The purpose of the Monitoring, Evaluation and Learning Support (MELS) activity is to provide USAID/South Sudan with flexible, demand-driven, technical services that augment the Mission’s ability to achieve strong performance management of its portfolio through effective monitoring and evaluation. MELS will also serve as a tool to provide the Mission’s Geographic Information System (GIS) and mapping capability to inform decision-making; enhance collaborative learning and adaptation across the Mission; and provide general support for Mission planning, third party monitoring, evaluation, reporting, research, assessments, and special studies.

C.2 BACKGROUND

South Sudan is one of the most challenging environments in the world for development due to persistent conflict and climate-driven shocks. The country has poor infrastructure, near-total dependence on oil revenue, inadequate education and access to health services, and limited human and institutional capacities. In February 2020, the parties to the conflict formed a transitional unity government, which signaled a potential path towards renewed nation-building.

However, South Sudan’s recurring humanitarian crises have undermined long-term development efforts. Roughly 400,000 people have died since the outbreak of the civil war, leaving over 4.2 million displaced from their homes, including internally displaced people and refugees in surrounding countries. More than half of the population (7 million) requires humanitarian aid, women and children often being the neediest.

USAID has been supporting the people of South Sudan predominantly through humanitarian assistance. Since 2011, USAID has provided $7 billion in assistance, including: access to basic services (water, health, and education services); addressing and reducing risks of gender-based violence; helping to rebuild livelihoods through agriculture and other economic activities; and supporting civil society and independent media to ensure that diverse voices are heard. However, most of the population remains impoverished and vulnerable, with limited access to basic services. USAID is reorienting its approach with a new strategic framework to support South Sudan’s response to the crisis and build longer term self-reliance.

C.2.1 STRATEGIC FRAMEWORK

The USAID/South Sudan Strategic Framework (2020-2024) posits that in the absence of an effective central government: IF USAID/South Sudan focuses its resources in target areas AND meets basic humanitarian needs and thereby prevents households from employing negative coping strategies that set them back on the development ladder; AND it boosts the resilience of households to shocks by boosting their ability and tendency to pursue diverse livelihood opportunities and employ positive planning and coping strategies in the face of shocks; AND it helps communities strengthen bonds within and between communities; AND it gives households and communities more responsibility and ability to control their development “journey;” THEN the target areas will be less dependent on aid and will have a stronger foundation for self-reliance.

The goal of the Strategic Framework is to “strengthen the foundation for a more self-reliant South Sudan,” and is founded upon the following development objectives:

1) Meeting basic needs of communities in crisis, while decreasing aid dependence.

2) Household resilience increased in targeted areas.

3) Improved social cohesion in targeted areas.

4) Government of South Sudan more responsive to its citizens.

The Strategic Framework identifies five states and thirteen counties where USAID/South Sudan will pursue intense coordination and layering of activities in target areas. These include Kapoeta North and Budi counties in Eastern Equatoria; Wau and Jur River in Western Bahr-el Ghazal;

Ulang and Baliet in Upper Nile; Akobo, Duk, Pibor, and Uror in Jonglei; and Panyijar, Leer, and Mayendit in Unity State.

C.3 SCOPE OF WORK

The MELS activity is a critical tool in executing the new USAID/South Sudan 2020-2024 Strategic Framework. The MELS contract will be the Mission’s primary mechanism for conducting monitoring, evaluation, and learning and adaptive management services for ongoing activities and programs. In a dynamic operating environment, the Contractor must provide USAID/South Sudan with flexible, demand-driven technical, analytic, and advisory support, strengthen collaboration, learning and adapting (CLA); train and build the capacity of USAID staff with a particular focus on Foreign Service Nationals (FSN); promote institutional memory;

produce monitoring, evaluation, learning products as appropriate; strengthen knowledge management and organizational learning (KMOL), organizational effectiveness and operational efficiency; and strengthen data-driven decision-making through an efficient use of GIS and other innovative spatial analysis. The data will be collected from USAID activities and relevant external sources.

C.4 OBJECTIVES

The Contractor must support the Mission’s implementation of USAID/South Sudan’s Strategic Framework through effective monitoring and evaluation processes in support of adaptive management and ensuring alignment with the USAID Program Cycle. The Contractor must also support the Mission’s organizational learning and knowledge management agenda. Specific objectives to be achieved by the Contractor include:

1. Strengthen third party monitoring and reporting to enhance decision making that supports USAID/South Sudan interventions, and ensure alignment with the strategy and USAID’s Program Cycle operational policy.

2. Improve knowledge management through fit-for-purpose data creation, synthesis, and flow; data literacy to effectively interpret, engage, debate, and apply findings.

3. Provide support and subject matter expertise in measuring and assessing cross-sector integration.

4. Improve collaborative learning and decision-making of relevant stakeholders to reinforce resilience interventions. These stakeholders include USAID staff and implementing partners, other donor organizations, beneficiary villages/bomas in the target areas, etc.

5. Strengthen the Mission’s GIS and mapping capability and support its application to Mission planning and execution of development interventions.

6. Strengthen capability to learn about and adapt integrated programming.

7. Strengthen ability to mine and apply not only internal, but external data efficiently, leveraging existing data sources among USAID’s partner community.

C.5 CONTRACT COMPONENTS

To achieve the objectives, the Contractor must perform work under the following four components. All the Contractor’s interventions must be approved by the Contracting Officer’s Representative (COR) via the annual work plan (AWP). The AWP is a living document and can be amended as needed with the approval of the COR. The AWP must outline the implementation process and detail activity schedules, resource requirements, roles and responsibilities, monitoring, reporting and review procedures, and learning and adaptive management approaches.

C.5.1 COMPONENT 1: MONITORING SERVICES

C.5.1.1 Participatory monitoring

Participatory performance monitoring are approaches that prioritize stakeholder engagement at various levels for the purpose of joint decision making, increased collaboration, improved communication, and adaptive management. The Contractor must design, implement, and enhance utilization of participatory approaches to support local level decision-making and implementation of effective interventions and allow for addressing issues that may emerge during implementation. The Contractor’s work under this subcomponent must include, but is not limited to the following:

● Data Management: The Contractor must support the utilization of an online USAID partner reporting platform, utilizing existing Agency-approved systems only .

● Community Roadmap: USAID/South Sudan’s Strategy intends to create village/boma level plans in the target areas, supporting the residents to identify their priorities and jointly develop activity/work plans. At a minimum, the Contractor must support the Community Roadmap Model through a) engaging target areas by using scorecards to monitor and report on project implementation; b) conduct primary survey data collection for the Roadmap in all target areas; c) establish and maintain data-sharing and learning hubs in all target areas; and d) provide necessary MEL training to the target area stakeholders to enhance effective data collection. The Contractor must not engage in activities that will be part of any evaluation that the Contractor could conduct in the future without prior written approval from the Contracting Officer.

● Indicator Performance Tracking: The Contractor must support the Mission in maintaining up-to-date indicators for the Performance Management Plan (PMP), Indicator Performance Tracking Tables (IPTT), and other performance tracking tools, providing highlights to the COR as required.

● GIS Mapping: The Contractor must provide GIS mapping (visualization) of USAID activities in South Sudan to inform USAID decision-making in a highly dynamic operating environment. The Contractor must support USAID/South Sudan by developing maps that can flexibly address data needs in a timely manner.

● Data Quality Reviews Support: The Contractor must provide support for Data Quality Assessments.

C.5.1.2 Context Monitoring South Sudan is characterized by dynamic situations and environmental challenges ranging from natural disasters and infectious diseases to various levels of conflicts. Contextual monitoring is therefore an effective way of helping to make decisions regarding programmatic shifts. The Contractor must provide current contextual information relevant to USAID programmatic decision-making. However, the Partner Liaison Security Operation (PLSO) mechanism will monitor and report on security-related information. The Contractor’s work under this subcomponent must include, but is not limited to, the following:

● Scenario plans: USAID/South Sudan established three broad scenarios in its Strategic Framework. The scenarios depict the most likely range of situations in the country in the coming years. Each scenario reflects several factors and how they might influence one another – including conflict, security, governance, economy, food security, natural disasters and disease outbreak including COVID-19. The Contractor must update scenario plans in the Strategic Framework as required.

● Context monitoring plans: The Contractor must create, maintain, and adapt context monitoring plans based on the needs of the Mission and the operating environment. The Contractor should ensure that monitoring plans are structured around the three scenarios as defined in the Mission’s Strategic Framework: instability, fragile stability, and moderate stability (political).

● Political economy and conflict analysis: On an annual basis, the Contractor must conduct a desk-based Political Economy Analysis (PEA) or conflict analysis across South Sudan to continuously review emerging learnings on conflict response. The Contractor must obtain relevant guidance for conducting these sector-specific analyses from the COR prior to execution.

C.5.1.3 Third Party Monitoring Third party monitoring (TPM) will be used when implementation areas are inaccessible to USAID staff and therefore regular performance monitoring cannot occur. The audience for TPM reporting will be USAID/South Sudan personnel, implementing partners, other donors, and beneficiary communities. The purpose of TPM services is to verify partner outputs and deliverables as a way of helping the Mission to understand the progress of its programming efforts. The Contractor’s work under this subcomponent must include, but is not limited to, the following:

● Planning: The Contractor must develop plans and procedures for performing TPM. This must include pre, during, and post TPM site visit protocol.

● Tools: The Contractor must develop the necessary TPM tools in consultation with the COR. These tools should incorporate cross-cutting aspects and “do-no-harm” principles.

● Implementation: The Contractor must conduct TPM for multiple activities during the same field trip in locations where USAID has more than one activity.

● Spot Checks: The Contractor must perform TPM visits in the form of unannounced “spot checks” on select activities in the field as needed by the Mission. The Contractor must develop a protocol that guides implementation of Spot Checks.

● Debriefs: The Contractor must conduct TPM debriefs to USAID/South Sudan personnel within five (5) days following return from the field, and to implementing partners within ten (10) days after debriefing the Mission. The CORs/AORs and CO/AO of the monitored program must be included in the debriefing. The Contractor must emphasize immediate feedback to inform and expedite USAID/South Sudan management decisions on overall programmatic improvement and resource allocations.

● Remote Third-Party Monitoring: The Contractor must develop and deploy virtual TPM processes as an option to the traditional TPM for non-permissive situations and locations.

Processes must be approved by the COR prior to any deployment.

C.5.1.4 Primary Data Collection and Research In some instances, primary data collection may be necessary to meet the Mission’s data needs and fulfill monitoring, evaluation, and CLA requirements. The Contractor’s work under this subcomponent must include, but is not limited to, the following:

● Baseline data & target setting: The Contractor must review all Mission and activity-level baselines and targets and collect baseline data as appropriate.

● Surveys: The Contractor must design and implement representative household survey(s) in the target areas, including conducting the analysis of subsequent datasets. In addition, when the operating context does not allow for primary data collection, the Contractor must propose alternative solutions.

● Indicators: The Contractor must recommend indicators that effectively measure outputs, outcomes, and impacts from the standard indicators, as well as custom indicators, taking special care to propose gender- and age-sensitive indicators. When creating custom indicators, the Contractor will submit drafts of accompanying Performance Indicator Reference Sheets (PIRS).

C.5.1.5 Resilience Measurement USAID defines resilience as the ability of people, households, communities, countries, and systems to mitigate, adapt to, and recover from shocks and stresses in a manner that reduces chronic vulnerability and facilitates inclusive growth. USAID/South Sudan is designated a resilience-focus country by USAID’s Bureau of Resilience and Food Security. As such, the Development Objectives and the corresponding PMP is focused on measuring increases in resilience. The Contractor’s work under this subcomponent must include, but is not limited to, the following:

● Resilience profiles: The Contractor must conduct, customize, and adapt (if necessary) resilience profiles to better align with USAID’s resilience measurement needs.

● Measurement: The Contractor must develop resilience measurement requirements (indicators, survey tools, data analysis requirements and reports) as needed in line with USAID resilience measurement guidelines/practices.

C.5.1.6 Gender Considerations

The Contractor must support USAID/South Sudan’s implementation of the Agency gender policy related to monitoring as outlined in the ADS and other USAID policy, including advising the Mission on areas for improvement.

C.5.2 COMPONENT 2: EVALUATIONS AND ASSESSMENTS

The Contractor must conduct evaluations in accordance with the Mission's evaluation plan and must use evaluation methods that generate high-quality, credible evidence. In consultation with Mission staff, the Contractor must convene relevant staff and stakeholders to discuss evidence and learning from the evaluations and assessments, consider its implications for USAID’s work, and plan relevant adaptations. The Contractor’s work under this component must include, but is not limited to, the following:

● Assessments: The Contractor must provide sectoral and thematic assessments to inform USAID decision-making and intervention design, as appropriate.

● Desk reviews: Due to the complex and insecure environment of South Sudan, the Contractor must conduct formative desk reviews (using secondary data) to inform USAID engagement especially in the crosscutting aspects such as private sector, gender, conflict, trauma, youth, and other topics as selected by the COR.

● Evaluations: The Contractor must facilitate Mission evaluation plan development which encompasses impact and performance evaluations, conduct evaluations as requested by the COR, and collaborate with external evaluations.

C.5.3 COMPONENT 3: ORGANIZATIONAL LEARNING AND KNOWLEDGE

MANAGEMENT

The high turnover of USAID staff needs to be mitigated by a strong knowledge management system. The Contractor must work closely with the Mission to set-up or improve existing knowledge management systems that are comprehensive and curated, focused on data and evidence use for decision making and the retention of institutional knowledge. This includes instituting a culture of continuous learning. The Contractor’s work under this component must include, but is not limited to, the following:

● Knowledge Management and Organizational Learning (KMOL): The Contractor must support the KMOL effort to strengthen organizational institutional memory, effectiveness, and efficiency.

● Learning Agenda: The Contractor must develop a technical and organizational learning agenda that clearly stipulates learning questions, knowledge gaps, and emerging questions that are aligned to the DOs in the strategy and enable the Mission to make tangible decisions and course-corrections.

● Learning Space: The Contractor must establish and maintain data-sharing techniques to enhance collaborative development planning and MEL among stakeholders. In addition, the Contractor must provide a meeting space to facilitate communication within the Mission and between the Mission and other stakeholders.

● Learning Forums: The Contractor must organize and facilitate pause and reflect learning sessions to support and inform program course-corrections, and host learning events as appropriate and in alignment with Mission priorities.

● Communications: The Contractor must support USAID/South Sudan to translate hard data to useful learning communications and products, including best practices compilations, success stories, activity profiles, or scenario updates to support USAID and partner staff with making sound decisions. For community learning, the Contractor must creatively design and convey its communications efforts in culturally appropriate ways to a broad range of stakeholder groups, including the use of local languages.

C.5.4 COMPONENT 4: SHORT-TERM TECHNICAL ASSISTANCE (STTA)

USAID/South Sudan Mission may request the Contractor to provide short-term technical services that are necessary toward achievement of development objectives. The Contractor’s work under this subcomponent may include, but is not limited to, the following:

● Organizational development: As needed, the Contractor must support USAID/South Sudan activities such as strategy implementation reviews, team-building exercises, office retreats, leadership development, and change management.

● Site visits: The Contractor must support the Mission during planned site visits by providing up-to-date context specific information of the site to be visited, providing performance data on key activities/projects in the site to be visited, and where necessary coordinate with the partners on ground to avail logistical support.

● Administrative Support: The Contractor may be required to provide support with event planning and coordination of Mission off-site meetings.

[END OF SECTION C]

SECTION D – BRANDING AND MARKING

D.1 BRANDING STRATEGY

The Contractor must submit final Branding Implementation and Marking Plans no later than 30 days after award. The plan must address the elements below and be submitted to the CO for approval.

Per ADS 320.3.2.1, the Branding Strategy for this contract is as follows:

The activity name: See Section C.1.

The desired level of visibility: USAID identity must be prominently displayed on commodities or equipment; in printed, audio, visual or electronic public communications; in studies, reports, publications, web sites, and all promotional and informational products; and events.

Other organizations to be acknowledged: Specific events that are supported by USAID together with other partners may require co-branding following the approved Branding Implementation Plan.

The Contractor’s Branding Implementation Plan must address the following:

● How to incorporate the message, “This assistance is from the American people,” in communications and materials directed to beneficiaries, or provide an explanation if this message is not appropriate or possible;

● How to publicize the program, project, or activity in the host country and a description of the communication tools the Contractor will use. Such tools can include the following:

○ Press releases;

○ Press conferences;

○ Media interviews;

○ Site visits;

○ Success stories;

○ Testimonials from beneficiaries;

○ Professional photography;

○ Public Service Announcements (PSAs);

○ Videos;

○ Webcasts;

○ E-invitations or group emails;

○ Social media; and

○ Other Internet activities, etc.

● The key milestones or opportunities anticipated to generate awareness that the program, project, or activity is from the American people, or an explanation for the reasons why branding and marking is not appropriate or possible:

○ Such milestones can be linked to specific points in time, such as the beginning or end of a program, or to specific opportunities, such as the publication of research findings or program successes.

○ Milestones can include, but are not limited to, the following:

○ Launching the program;

○ Announcing research findings;

○ Publishing reports or studies;

○ Spotlighting trends;

○ Securing endorsements from ministries or local non-governmental organizations;

and

○ Communicating the impact/overall results of the program.

The Contractor must develop a Marking Plan to ensure the proper marking of all items in accordance with ADS 320. The Marking Plan must detail the public communications, commodities, program materials, and other items that will bear the USAID Identity in a visible way. The Marking Plan must show that programs, projects, activities, public communications, and commodities implemented or delivered under contracts and subcontracts exclusively funded by USAID are marked exclusively with the USAID Identity. USAID reserves the right to request pre-production review of USAID-funded public communications and program materials for compliance with USAID’s graphic standards and the approved Marking Plan. USAID also reserves the right to provide guidance on USAID-funded social media communications.

Anticipated elements of the Marking Plan include, but are not limited to:

● Deliverables to be marked, include products, equipment and inputs delivered;

● Places where program activities are carried out;

● External public communications, studies, reports, publications and informative and promotional products;

● Workshops, conferences, fairs, media related activities and any such events; and

● Requested exceptions.

Publications authored by Contractors or other non-USAID employees must include the following disclaimer on the title page: “The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.”

Threats and restrictions to the security of the program must be identified in the proposed Plan and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.5.

The Contractor should review the USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy to inform its Branding Implementation and Marking Plans.

D.2 AIDAR 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 should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

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

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

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

NUMBER TITLE DATE

52.204-14 Service Contract Reporting Requirements OCT 2016 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 performance objectives or outputs will take place at USAID/South Sudan c/o US Embassy Juba, South Sudan. 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.

[END OF SECTION E]

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

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and https://www.usaid.gov/ads/policy/300/aidar for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.242-15 Stop-Work Order

Alternate I (APR 1984)

AUG 1989

F.2 PERIOD OF PERFORMANCE

The period of performance is five (5) years from date of contract award, subject to the conditions set forth in Section H.26.

F.3 PLACE OF PERFORMANCE

The place of performance is South Sudan.

F.4 LEVEL OF EFFORT

a) The Contractor must provide 69,520 days of effort. The Contractor must provide the Level of Effort of all direct charged employee and Subcontractor (consultants fall into one of these two categories) labor for the contract period of performance specified in Section F.2 above. The level of effort must be organized by labor categories as follows:

Labor Category Total LOE

CCN TBD

USN/ TCN TBD

Total LOE 69,520

b) The Contractor cannot adjust the number of LOE in any category without prior written approval from the Contracting Officer.

c) LOE is for productive workdays. Productive workday means full workdays during which directly-allocable, approved project activities are performed. It excludes leave (sick, annual, etc.) and holidays.

F.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

http://acquisition.gov/far/index.html https://www.usaid.gov/ads/policy/300/aidar

Evaluation of the Contractor’s performance will be conducted in accordance with the performance standards set forth in FAR part 42.15, corresponding Agency procedures, the Contractor’s overall performance toward achievement of objectives in Section C, provision and quality of deliverables in Section F, and the Contractor’s compliance with all other terms and conditions of the contract. Each evaluation will be conducted jointly by the COR and CO and form the basis of the Contractor’s performance record.

F.6 AUTHORIZED WORK WEEK

Short-term labor, who are assigned to the contract for less than 120 days at a time, are authorized to work a six-day (6-day) work week (8 hours per day) and as otherwise prior approved in writing by the Contracting Officer’s Representative (COR). No overtime or premium pay is authorized. The Contractor must keep the same operating schedule as the US Embassy in South Sudan.

F.7 REPORTS AND DELIVERABLES

The Contractor must deliver the following for the approval of the COR, unless CO approval is indicated. The Contractor must allow at least 10 business days for review and comments from the COR on any draft report submission.

Note: USAID’s fiscal year starts on October 1 and ends on September 30. Four fiscal quarterly periods begin on October 1, January 1, April 1, and July 1.

a) Quarterly Progress and Financial Report

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

● Activities completed under each planned intervention;

● Activities to be undertaken in the following quarter;

● Outputs accomplished in comparison to annual targets set in the quarter;

● Any challenges during the implementation period and proposed solutions;

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

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

● Aggregate outputs accomplished and results realized since project inception;

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

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

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

● Total funds obligated to date by USAID into the contract;

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

● Pipeline (obligated funds minus expended funds) any time as requested by COR;

● The overall total number of LOE days under the contract; the total number of LOE days utilized to date; and the total number of LOE days remaining (broken down by the labor categories provided in Section F.4).

b) Quarterly Pause and Reflect Meeting

No later than thirty (30) days after the end of each USAID fiscal quarter, the Contractor, in coordination with the COR, must schedule a pause and reflect meeting. The meeting must, at a minimum, cover a summary of all activities during the previous fiscal quarter, challenges encountered, proposed solutions, and any proposed shifts in activities or approaches with associated justification. The COR will also provide the Contractor with feedback on its performance during the previous quarter. This feedback must be documented with a copy provided to the CO.

c) Quarterly Notification of Changes Certification

No later than ten (10) days after the end of the fiscal quarter, the Contractor must submit a certification to the Contracting Officer indicating that either there have or have not been changes to the contract during the preceding quarter. If there have been changes with notification given per FAR 52.243-7, then the Contractor must summarize the changes in the certification. If there have been changes, but no notification has been given per FAR 52.242-7, the Contractor must provide the required information per the clause and an explanation why notification was not provided.

d) Annual Reports

The fourth Quarterly Progress Report must constitute the Annual Progress Report. It is due to USAID/South Sudan on October 15 of each year. It must be a comprehensive narrative report summarizing the previous quarters’ activities and accomplishments using the annual work plan as a starting point, and will serve as a key tool by which USAID/South Sudan monitors the performance of the Contractor. The report must include status of personnel, project activities, and must summarize services delivered and progress towards achieving results identified in the Statement of Work. It must document both successes and failures of the interventions, and discuss reasons for shortcomings and recommend actions to overcome them. It must also include an updated risk assessment examining the project’s critical assumptions and associated risks, and recommend changes based on monitoring results. For each action, the Contractor must designate responsible parties and establish a timeframe for completion. The report must also include Annexes as follows:

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

● Annual financial status reports.

● Project bibliography including reports prepared by the Contractor and others.

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

● A list of all in-country workshops, forums, and trainings organized and numbers of participants.

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

This report will serve as a tool by which USAID/South Sudan monitors the performance of the Contractor. Final details on the format of this report must be developed in consultation with USAID upon award of the contract.

e) Annual Work Plan

The Annual Work Plan (AWP) will form the basis for activities to be initiated in each year of the contract. For the purpose of the Annual Work Plan, “Annual” is defined according to the U.S.

Government fiscal year. The initial AWP covering the first year of the contract period (from the effective date of the contract until September 30, 2022) must be submitted for approval within 30 days of the award of the contract and include plans for mobilization. Subsequent AWPs covering the fiscal year must be submitted by August 1st. The COR must review the AWP and provide comments within thirty days of receipt. The COR will collaborate with the Contractor, and consult with other related stakeholders when needed, in determining appropriate activities for each year. The Contractor must incorporate these comments and provide a revised version within one week of receiving USAID’s comments. The AWP must include major activities that will be undertaken, rationale behind these activities, estimated budget and LOE per activity, and a timeframe for when activities will commence and end. Modifications that respond to changed conditions may be made; however, major modifications to each AWP are subject to the approval of the COR.

f) Activity Monitoring, Evaluation and Learning Plan

Within thirty (30) days after award, the Contractor must submit a draft version of the Monitoring, Evaluation and Learning Plan (together with the AWP).