Solicitation_72066922R00006_ESSA_Amen_02.pdf

U.S. Agency for International Development (USAID) Activity Title: USAID Liberia Education Systems Strengthening Activity Solicitation Number: 72066922R00006 - Amendment 0002

TABLE OF CONTENTS

PART I - THE SCHEDULE 12

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS 12

B.1 PURPOSE 12

B.2 CONTRACT TYPE AND SERVICES 12

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT 12

B.4 CONTRACT BUDGET 13

B.5 COST REIMBURSABLE 13

B.6 INDIRECT COSTS 13

B.7 PAYMENT OF FIXED FEE 14

B.8 MULTI YEAR CONTRACT 16

SECTION C - DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT 17

SECTION D - PACKAGING AND MARKING 18

D.1 AIDAR 752.7009 MARKING (JANUARY 1993) 18

D.2 BRANDING POLICY 18

D.3 BRANDING AND MARKING STRATEGY 18

D.4 BRANDING IMPLEMENTATION AND MARKING PLAN 19

SECTION E - INSPECTION AND ACCEPTANCE 20

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 20

E.2 INSPECTION AND ACCEPTANCE 20

SECTION F - DELIVERIES OR PERFORMANCE 21

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 21

F.2 PERFORMANCE PERIOD 21

F.3 PLACE OF PERFORMANCE 21

F.4 PERFORMANCE STANDARDS AND EVALUATION 21

F.5 REPORTS AND DELIVERABLES OR OUTPUTS 22

F.6 KEY PERSONNEL 31

F.7 LANGUAGE OF REPORTS AND OTHER OUTPUTS 32

F.8 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007) 32

F.9 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE CLEARINGHOUSE (SEP 2013) 32

F.10 AUTHORIZED WORKDAY/WORK WEEK 33

SECTION G - CONTRACT ADMINISTRATION DATA 34

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) 34

G.2 CONTRACTING OFFICER’S AUTHORITY 35

G.3 ADMINISTRATIVE CONTRACTING OFFICE 35

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 36

G.5 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID 36

G.6 CONTRACTOR’S PRIMARY POINT OF CONTACT 37

G.7 INVOICES 38

G.8 PAYING OFFICE 38

G.9 ACCOUNTING AND APPROPRIATION DATA 38

SECTION H - SPECIAL CONTRACT REQUIREMENTS 39

H.1 AIDAR 752.7007 PERSONNEL COMPENSATION (JULY 2007) 39

H.2 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION 39

H.3 AUTHORIZED GEOGRAPHIC CODE 40

H.4 CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS 40

H.5 GOVERNMENT FURNISHED FACILITIES OR PROPERTY 40

H.6 NONEXPENDABLE PROPERTY PURCHASES 41

H.7 CONSENT TO SUBCONTRACT 41

H.8 SUBCONTRACTING PLAN REPORT FOR INDIVIDUAL CONTRACTS (LARGE

BUSINESSES ONLY) 41

H.9 GRANTS UNDER CONTRACT 41

H.10 RESTRICTIONS AGAINST DISCLOSURE (MAY 2016) (DEVIATION NO. M-OAA-

DEV-AIDAR-22-06c) (April 2022) 42

H.11 INFORMATION TECHNOLOGY APPROVAL (APRIL 2018) (DEVIATION NOs.

(DEVIATION NO. OAA-DEV-AIDAR-22-06c) (APRIL 2022) 43

H.12 MEDIA AND INFORMATION HANDLING AND PROTECTION (APRIL 2018)

(DEVIATION NO. M-OAA-DEV-AIDAR-22-06c)(April 2022) 44

H.13 PRIVACY AND SECURITY INFORMATION TECHNOLOGY SYSTEMS

INCIDENT REPORTING (APRIL 2018) (DEVIATION NO. -OAA-DEV-AIDAR-22-06c) (April 2022) 46

H.14 SKILLS AND CERTIFICATION REQUIREMENTS FOR PRIVACY AND

SECURITY STAFF (APRIL 2018) (DEVIATION NO. M-OAA-DEV-AIDAR-22-06c) (April 2022) 49

H.15 CLOUD COMPUTING (APRIL 2018) (DEVIATION NO. - OAA- DEV- AIDAR- 22-

06c ) (April 2022) 50

H.16 DEFENSE BASE ACT (DBA) INSURANCE 56

H.17 EXECUTIVE ORDER ON TERRORISM FINANCING 57

H.18 COMPLIANCE WITH THE TRAFFICKING IN PERSONS POLICY 57

H.19 GENDER CONSIDERATION 57

H.20 752.222-70 USAID DISABILITY POLICY (DEC 2004) 57

H.21 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014) 58

H.22 BUSINESS CLASS TRAVEL 58

H.23 ELECTRONIC PAYMENTS SYSTEM 58

H.24 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014) 59

H.25 ENVIRONMENTAL COMPLIANCE 60

PART II - CONTRACT CLAUSES 62

SECTION I - CONTRACT CLAUSES 62

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 62

I.2 52.204-1 APPROVAL OF CONTRACT (DEC 1989) 66

I.3 FAR 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT

(NOV 2021) 66

I.4 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR INFORMATION

SYSTEMS (JUN 2016) 69

I.5 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUL 2014)

I.6 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 71

I.7 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUG 2013)

I.8 752.7036 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JULY 2014) 72

I.9 752.222-71 NONDISCRIMINATION (JUNE 2012) 74

I.10 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS. (FEB 2012) 74

I.11 752.229-71 REPORTING OF FOREIGN TAXES (JUL 2007) 75

I.12 752.231-71 SALARY SUPPLEMENTS FOR HOST GOVERNMENT EMPLOYEES

(MAR 2015) 76

I.13 752.245-70 GOVERNMENT PROPERTY USAID REPORTING REQUIREMENTS

(OCT 2017) 77

I.14 752.245-71 TITLE TO AND CARE OF PROPERTY (APR 1984) 78

I.15 752.7018 HEALTH AND ACCIDENT COVERAGE FOR USAID PARTICIPANT

TRAINEES (JAN 1999) 79

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 81

SECTION J - LIST OF ATTACHMENTS 81

PART IV - REPRESENTATIONS AND INSTRUCTIONS 82

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

THE OFFEROR 82

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY 82

REFERENCE 82

K.2 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (JAN 2022) 83

K.3 52.204-20 PREDECESSOR OF OFFEROR (JUL 2016) 86

K.4 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (NOV 2021) 87

K.5 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES -

REPRESENTATION (OCT 2020) 90

K.6 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.7 52.209-12 CERTIFICATION REGARDING TAX MATTERS (FEB 2016) 92

K.8 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS -

CERTIFICATION (NOV 2021) 92

K.9 52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSON

COMPLIANCE PLAN (OCT 2020) 94

K.10 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION

(JUN 2020) 94

K.11 52.230-7 PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE CHANGES

(APR 2005) 97

K.12 INSURANCE - IMMUNITY FROM TORT LIABILITY 98

K.13 AUTHORIZED NEGOTIATORS 98

K.14 SIGNATURE 98

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

RESPONDENTS 99

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE 99

L.2 52.216-1 TYPE OF CONTRACT (APR 1984) 99

L.3 52.233-2 SERVICE OF PROTEST (SEPT 2006) 100

L.4 GENERAL INSTRUCTIONS TO OFFERORS 100

L.5 PROPOSAL SUBMISSION/ DELIVERY INSTRUCTIONS 101

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 102

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL 108

L.8 INSTRUCTIONS FOR PREPARATION OF THE BRANDING IMPLEMENTATION

AND MARKING PLAN 115

L.9 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND

EQUIPMENT (December 2021) 115

SECTION M - EVALUATION FACTORS FOR AWARD 118

M.1 GENERAL INFORMATION 118

M.2 TECHNICAL EVALUATION CRITERIA 118

M.3 BUSINESS/ COST PROPOSAL EVALUATION 122

M.4 DETERMINATION OF COMPETITIVE RANGE 123

M.5 SOURCE SELECTION 123

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to acquire services for the implementation of the USAID Liberia Education Systems Strengthening Activity (ESSA) which aims to build a more capable education system by partnering with the Ministry of Education (MOE) and other development partners in the education sector.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion-type contract. For the consideration set forth below, the Contractor shall provide the deliverables or outputs described in Sections C and F, in accordance with the performance standards specified in Section F and 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 $_________. The fixed fee, if any, is $_________. The estimated cost-plus fixed fee, if any, is $_________.

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 (and payment of fee, if any) for performance of the contract period hereunder is $_________. The Contractor shall not exceed the aforesaid obligated amount.

c) Funds obligated hereunder are anticipated to be sufficient through ___________________.

B.4 CONTRACT BUDGET

The budget for this contract is as follows:

Item number

Supply/Services Description Quantity Unit Amount

Education Systems Strengthening Activity

5 Years TBD

0001 All Other Costs TBD

0002 Subcontracts TBD

0003 Grants Under Contract TBD

0004 Indirect Costs TBD

0005 Total Fee TBD

Total Estimated Cost-Plus Fixed Fee TBD

Notes:

a. The inclusion of any costs in the above budget does not obviate the requirement for prior approval by the Contracting Officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR 52.216-7, “Allowable Cost and Payment”); nor, does it constitute a determination of allowability by the Contracting Officer of any item of cost, unless specifically stated elsewhere in this contract.

b. The Contractor must not adjust the above line items without a written modification signed by the Contracting Officer.

c. The Contractor must not bill any amounts against this contract in excess of the amounts specified for each line item without the Contracting Officer’s prior authorization.

B.5 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment.

B.6 INDIRECT COSTS

For the Prime Contractor:

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:

Description Rate Base Type Period

TBD 1/ 1/ 1/

1/Base of Application:

Type of Rate: Predetermined Period:

For Major Subcontractor(s):

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:

Description Rate Base Type Period

TBD 1/ 1/ 1/

1/Base of Application:

Type of Rate: Predetermined Period:

B.7 PAYMENT OF FIXED FEE

The Government must pay the Contractor for performing this contract the fixed fee specified in Section B.3. Payment of fixed fee will be in accordance with FAR 52.216-8 and the following fee schedule which is tied to the deliverable schedule as outlined in Section F. Upon successful completion of a deliverable, the Contractor must provide evidence of its achievement to the Contracting Officer’s Representative (COR). Upon acceptance by the Contracting Officer’s Representative (COR), the Contractor must submit an invoice for the amount of the fee associated with the deliverable and approved fee schedule detailed below. The Contracting Officer reserves the right to withhold up to 15% of the total fixed fee or $100,000, whichever is less, to protect the Government’s interest.

Deliverables and Tasks Due date Proposed percentage of Fee

$ Amount of Fee

YEAR 1

Result Area 1

TBD Deliverables and Tasks

Result Area 2

TBD Deliverables and Tasks

Result Area 3

YEAR 2

Result Area 1

TBD Deliverables and Tasks

Result Area 2

TBD Deliverables and Tasks

Result Area 3

TBD Deliverables and Tasks

YEAR 3

Result Area 1

TBD Deliverables and Tasks

Result Area 2

TBD Deliverables and Tasks

Result Area 3

TBD Deliverables and Tasks

YEAR 4

Result Area 1

TBD Deliverables and Tasks

Result Area 2

TBD Deliverables and Tasks

Result Area 3

TBD Deliverables and Tasks

YEAR 5

Result Area 1

Result Area 2

Result Area 3

Total Fee

(Note: This is an illustrative table. A fee schedule will be negotiated with the offeror as described in Section L).

B.8 MULTI YEAR CONTRACT

The contract is subject to the requirements of FAR 17.106. However, this is a Cost-Plus Fixed Fee 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 canceled in accordance with FAR 52.217‐2. If cancellation under the clause at 52.217- 2, “Cancellation Under Multi-Year Contracts” occurs, the Contractor will be paid a cancellation charge not over the cancellation ceiling defined as follows:

Cancellation Dates Cancellation Ceiling

Contract Year 1: N/A N/A N/A Contract Year 2: DATE TBD, [Award year + 1 year] Cancellation Ceiling: TBD Contract Year 3: DATE TBD, [Award year + 2 year] Cancellation Ceiling: TBD Contract Year 4: DATE TBD, [Award year + 3 year] Cancellation Ceiling: TBD

*TBD at time of award.

[END OF SECTION B]

Solicitation Number: 72066922R00006- Amendment 0002

SECTION C - DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT

[USAID will insert the Contractor’s Performance Work Statement at award; see Attachment J.01 for the Statement of Objectives (SOO) that informs the development of Section C.]

[END OF SECTION C]

Activity Title: USAID Liberia Education System Strengthening Activity

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JANUARY 1993)

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

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

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

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

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

D.2 BRANDING POLICY

The Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” at: http://www.usaid.gov/policy/ads/300/320.pdf; and USAID’ “Graphic Standards Manual" available at: www.usaid.gov/branding, or any successor branding policy.

As per 320.3.2 Branding and Marking in USAID Direct Contracts, USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the project is positioned as USAID’s, as showcased by the project name {e.g., “USAID Liberia Education Systems Strengthening Activity”}. “Exclusive Marking” means Contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S. Government logo.

It is USAID’s policy that Contractors’ and subcontractors’ corporate identities or logos must not be used on USAID-funded project materials.

D.3 BRANDING AND MARKING STRATEGY

The Branding and Marking Strategy is included as attachment J.3

D.4 BRANDING IMPLEMENTATION AND MARKING PLAN

Final Plan will be incorporated at time of award.

[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 FAR clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

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 take place at the principal place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

A variety of mechanisms may be used to monitor the progress/success of the activity and the Contractor’s performance:

1. Meetings/weekly updates

2. Review of the Contractor’s required reports (Section F)

3. Site visits by USAID personnel to the Contractor’s offices and other implementation locations

4. Reviews of work plan, performance milestones against achievements

5. Periodic internal or external impact evaluations or assessments

Acceptance of services and reports or other deliverables by the cognizant COR will form the basis for payments to the contractor.

[END OF SECTION E]

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

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

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 1 APR 1984

F.2 PERFORMANCE PERIOD

The period of performance for this contract is _______________through _____________.

F.3 PLACE OF PERFORMANCE

Performance of this contract will be in Liberia.

F.4 PERFORMANCE STANDARDS AND EVALUATION

The contractor’s performance will be evaluated based on the contractor’s overall performance toward achievement of the objectives in Section C, adherence to the work plan and to the provisions of deliverables and reports in this section, and the contractor’s compliance with all other terms and conditions of the contract. Acceptance of goods/services and reports or other deliverables by the cognizant COR shall form the basis for payments to the contractor.

The Contracting Officer will be responsible for the evaluation of the Contractor’s overall performance. Evaluation of the Contractor’s performance will be conducted in accordance with FAR 42.15, Contractor Performance Information, and corresponding USAID procedures (AIDAR 742.15) and will form the basis of the Contractor’s permanent performance record under this contract. The Contractor’s performance will be evaluated annually and at contract completion utilizing the performance standards set forth within this contract. These standards will be used by the government to inform the Contractor Performance Appraisal Report System (CPARS), utilizing at a minimum, the following factors:

- Quality,

- Schedule,

- Cost control,

- Management,

- Utilization of Small Business (as applicable),

- Regulatory Compliance and Other Areas (as applicable) (e.g. late or nonpayment to subcontractors, trafficking violations, tax delinquency, failure to report in accordance with http://acquisition.gov/far/index.html contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments).

The Contractor will have the opportunity to review and respond to the documented feedback.

USAID reserves the right to conduct, and the Contractor must expect and be prepared for, a management and/or financial review and/or audit by USAID at any time as per FAR Clause 52.215- 2, Audit and Records - Negotiation. USAID could also conduct performance evaluations of the Activity 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 REPORTS AND DELIVERABLES OR OUTPUTS

Per AIDAR clause 752.242-70, Periodic Progress Reports, the contractor must submit required reports, performance deliverables or outputs electronically to the COR unless otherwise requested in this section. All reports must be written in grammatically correct English. Unless otherwise noted below, narrative reports must be submitted in Microsoft Word or PDF and budgets in Excel. All plans and reports are to be delivered electronically and in searchable, editable formats. The contractor must promptly notify the Contracting Officer and COR of any problems, delays, or adverse conditions which materially impair the contractor's ability to meet the reporting requirements of the contract. Quarterly reports and annual reports must include the specific gender equality results achieved and reflect gender – disaggregated data.

A description of the required reports is as follows, and due dates are noted in the table below:

F.5.1 Reports and Plans

The Annual Work Plan

The contractor must provide an annual work plan to the COR. The Annual Work Plan will form the basis for activities to be initiated in each year. The first work plan covering activities from award date through September 30, 2023, shall be finalized within 30 days after award. Subsequent Annual Work Plans are due one month prior to the start of the following year of implementation and will be approved by the COR by September 30th of each year. Annual work plans describe the activities the Contractor intends to implement during the year and are developed in consultation with USAID, central and county MOE stakeholders, and other key development partners in the education sector at the start of each fiscal year. The COR will review the Work Plan and provide comments within two weeks of receipt. The Contractor shall incorporate these comments and provide a revised version within one week of receiving USAID’s comments.

The Work Plan will include major activities that will be undertaken, anticipated results of these efforts and how they will be measured, projected budget per objective, costs of short-term assistance and training to be delivered during the year; the kind and cost of commodities to be provided, and a timeframe for when activities will commence and end. Details of collaboration with other USAID or donor-funded implementing partners will also be included. Revisions to Annual Work Plans are subject to the approval of the COR.

The Work Plan shall include a local capacity development plan outlining specific results and milestones to be achieved.

The Activity Monitoring, Evaluation and Learning (AMEL) Plan

The contractor must develop an Activity Monitoring, Evaluation and Learning Plan that permits an efficient and timely measurement of progress towards indicators associated with the Activity’s results and objectives. The AMELP must be developed in accordance with ADS 201 and will be reviewed regularly to confirm compliance with USAID requirements. The USAID how-to Note on AMELP provides additional guidance. The indicators must align with the Activity’s theory of change and logical framework and feed directly into USAID/Liberia's overall Performance Management Plan (PMP) for Development Objective 2: Effective and inclusive governance catalyzed through reforms and greater accountability and Development Objective 3: Foundation for growth strengthened through a healthy, productive, and educated population.

Specifically, the Activity Monitoring, Evaluation and Learning Plan will:

● Define specific performance indicators for the different levels of activity’s results.

● Present baseline values, annual targets and end of activity targets for the proposed performance indicators for each of the objectives.

● Cite data collection methods and frequency of data collection for each indicator. The Contractor should consider the use of innovative methods and qualitative techniques in data collection and analysis.

● Demonstrate how collaboration, learning and adaptation will be integrated.

● Develop learning questions that the activity will track

● Include a detailed Performance Indicator Tracking Table (PITT)

● Include a beneficiary feedback plan and how feedback will be communicated to USAID/Liberia.

● Include an evaluation plan and define key evaluation questions.

● Include a detailed Performance Indicator Reference Sheet (PIRS) for each indicator.

The AMEL Plan shall be finalized within 90 days after award. Updates to the Activity Monitoring, Evaluation and Learning plan will be made in collaboration with USAID, as needed. After approval, USAID expects the AMELP to evolve based on the adaptive management approach.

The Contractor is required to participate in the USAID/Liberia Mission’s monitoring and evaluation systems and provide timely data submission. The USAID/Liberia Mission currently uses the DIS to monitor and track the performance of implementing partners.

Geospatial Geographic Information Systems (GIS) Reporting Requirements

As defined in the USAID Policy Framework (2011– 2015), USAID is committed to geographically targeting aid investments, monitoring and evaluating overall aid effectiveness, and upholding the Agency’s open data and transparency goals. Utilizing GIS technology, geographic data and analysis is integral to effectively achieving all of these objectives.

Geospatial analysis will be an important component of the Education Systems Strengthening Activity AMELP. The Contractor must track all Activity interventions by geographic location to support USAID’s effort to incorporate geographic data and analysis into the Agency’s overall development planning, design, and monitoring & evaluation. Geographic data collection and submission methods must be included and detailed as part of the final AMELP submitted by the https://usaidlearninglab.org/resources/how-note-activity-monitoring-evaluation-and-learning-plan

Contractor. There are three types of geographic data that the Mission will collect in a standardized manner:

● Activity Location Data: In consultation with the Contracting Officer’s Representative (COR), Activity location data will be submitted according to the Mission’s data requirements. The Contractor must submit this data using a standard interface provided by the Mission. It is also required that the contractor record and track all of this location and activity specific data in their own internal parallel system (i.e., MS Excel spreadsheet, MS Access database, or even a GIS ready format such as shapefile);

● Thematic Data: This includes information such as demographic indicators, built infrastructure, environmental features, satellite imagery and any other thematic data that the Activity may collect over time; and

● Activity Specific Data: This includes data that is created during an intervention (i.e., Activity specific M&E data tied to geographic zones/admin units, number of trainings by location, quantity of inputs sold per location, etc.) and may be useful to the Mission’s own strategic planning and design purposes. When data is created or acquired using USAID funds, USAID has unlimited rights to all data and it must be submitted to the COR.

USAID is also required to make nonproprietary geospatial data available to the public. Data must be consistent with U.S. Federal Geographic Data Committee (FGDC) level 1 metadata standards. All spatial and geographic information system activities financed by USG federal funds must comply with:

a. OMB Circular A-16, Executive Order 12906;

b. Automated Directives System (ADS) 507 (Freedom of Information Act);

c. ADS 551 (Data Administration); and

d. ADS 557 (Public Information).

Therefore, the Contractor must:

a. Document digital spatial data according to FGDC Level 1 metadata standards;

b. Deliver to USAID digital copies of spatial data with accompanying metadata; and

c. Make spatial data available to the public at the cost of reproduction.

Quarterly Progress Report

The Contractor shall submit a Quarterly Progress Report no later than 30 calendar days following the end of each U.S. fiscal year quarter. The report shall be no more than 25 pages long and will consist of a summary of work conducted by the Contractor for the period and will report on progress against the work plan, problems encountered, recommendations or remedial actions. The quarterly report will also outline activities and significant events for the next reporting period. It should include the results and impacts for the reporting period and cumulative results for all indicators. The report should also include a list of all studies, evaluations, and other reports completed during the reporting period and the cumulative to date. In addition to the above, the progress report will also provide a financial status report that highlights the budget execution, clearly showing actual versus planned expenditures as well as the cost data report as specified below.

Copies of all other relevant documents prepared during the quarter including success stories, should be submitted as attachments to the progress report.

The annual progress report will serve as the fourth quarter report – thus, it is more extensive and contains more information than a quarterly report.

USAID will respond to the draft report within 15 days and the Contractor will provide the final version 15 days after receipt of comments from USAID.

Annual Progress Report

The Annual Progress Report shall constitute the fourth quarter report. Annual Reports must reflect the structure of the annual work plan. Annual is defined according to the U.S. Government’s fiscal year: October 1st to September 30th.

The annual report is due to the USAID/Liberia Mission 30 days after the end of each fiscal year.

USAID will respond to the draft report within 15 days and the Contractor will provide the final version 15 days after receipt of comments from USAID.

The annual report shall be a comprehensive narrative report summarizing the previous year’s activities and accomplishments using the annual work plan as a starting point and will serve as a key tool by which USAID/Liberia monitors the performance of the Contractor. The report will provide counts of all deliverables provided and updates on progress towards targets. The report shall also include status of personnel, activities, and will summarize services delivered and progress towards achieving results identified in the Performance Work Statement. It shall document both successes and challenges of the interventions and discuss reasons for shortcomings and recommend actions to overcome them. It will also include an updated assessment of the activity’s critical assumptions and associated risks if needed, and recommend changes based on monitoring results. For each action, the Contractor shall designate responsible parties and establish a timeframe for completion. The report shall include the following annexes as minimum:

● A comparison of activity accomplishments to date versus activity benchmarks and overall including achievement with respect to local capacity development;

● Annual financial status report;

● Activity 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, learning forums, trainings organized and numbers of participants; and

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

Invoice

On a monthly basis, the contractor will submit an invoice detailing expenditure by budget line item.

The invoice will be submitted within one month after the end of the reporting period to the COR.

Specifically, the invoice will contain at a minimum the following information:

● Total funds obligated to date by USAID into the Contract.

● Total funds expended by the Contractor to date, including a breakdown by budget line items, with additional detail to be provided upon request by the COR.

● Funds available.

● Breakdown of expenditures by source of funding if applicable.

Accruals Reports

The Contractor must submit an accrual report quarterly including but not limited to the following information: (1) Total Amount Obligated, (2) Total Amount invoiced, (3) Total amount expended but not yet invoiced, (4) Remaining unexpended funds.

Cost Data Collection Report

The Contractor is required to comply with the cost data collection and reporting as outlined in USAID’s Cost Reporting Guidance and Annexes on this website: https://www.edu-links.org/resources/usaid-cost-measurement. The Cost data collection report shall be an annex to the Quarterly Progress Report. In collaboration with USAID, the Contractor will select from the list of categories found in the USAID Cost Reporting Guidance to create cost codes relevant for the activity and aligned with cost analysis questions of interest to USAID Mission, Partner Government, and/or the Contractor. Sub-codes for non-recurrent costs (creation of the intervention) and recurrent costs (implementation of the intervention) for categories with substantial non-recurrent costs must be included. The USAID Cost Reporting Guidance provides a list of additional optional sub-codes.

The cost data noted above must be collected on a continual basis by the Contractor following standard procedures, to ensure that the entirety of activity expenditure is captured. The Contractor must deliver a financial report and supporting data in Excel format quarterly following standard quarterly financial reporting format, with additional disaggregation by cost categories. The report must include expenditure for the reporting period, with the standard financial reporting categories (labor (local and headquarters reported separately), fringe, materials procured, rent, travel, and overhead recovery) for each cost reporting category. The report must indicate which expenditure was incurred by a local or an international sub-Contractor.

Additionally, the Contractor also must document and report a) details of the intervention, both as outputs and the dosage at the beneficiary level, and b) activity-critical inputs from other sources, following templates in the Cost Reporting Guidance. Activity-critical inputs from other sources may include donated resources such as volunteer time, in-kind equipment/ infrastructure and services, and any beneficiary/stakeholder inputs and other unpaid inputs that are often not accounted for in traditional budgets. The Contractor is not responsible for monetizing these inputs unless this information is readily available. The Contractor must follow templates in the Cost Reporting Guidance.

Annual Inventory Report

The Contractor will submit one copy of an annual inventory report to the COR, listing all equipment acquired with USAID funds provided under this contract or received from USAID for use under this contract. This report will be submitted not later than 30 days after the completion of each year of the contract. The report must include the value and the date the equipment was purchased/acquired, value at the date of the report and location of the item. Any items lost or stolen must be reported via an incident report to USAID along with a police report. The summary format of the report is listed under Section I.14 AIDAR 752.245-70.

https://www.edu-links.org/sites/default/files/media/file/USAID%20Cost%20Reporting%20Guidance%20FINAL.pdf https://www.edu-links.org/sites/default/files/media/file/Annexes%20FINAL.pdf 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/Contributions%20and%20Dosage%20Reporting%20Templates%20FINAL.xlsx

Foreign Taxes Report

The report must be submitted per guidance in Section I.12 of this RFP.

Short-Term Consultant Reports and Technical Briefs

Upon completion of the services of each short-term consultant, the Contractor will submit a report to the COR summarizing the activities, accomplishments, and recommendations of the consultant.

The Contractor shall provide copies of all technical reports including analyses, policy recommendations, comparative studies, etc. to the COR as these are developed and in accordance with agreed-upon delivery dates.

Technical Materials and Inputs

The Contractor is required to provide technical materials and other technical inputs developed to support improved education systems performance and quality of teaching and other contract objectives. Examples of technical inputs to be provided to USAID include observation tools, training guides, workshop reports, assessment tools, sampling frames, etc. The Contractor will transmit technical materials to the COR for review and concurrence prior to sharing with the Ministry of Education or other counterparts, and submit them to the USAID Development Experience Clearinghouse (https://dec.usaid.gov/).

Ad Hoc Reports

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 Liberia, on an ad-hoc basis. Such reports may include trip reports; special technical analysis reports;

seminar/conference reports; special assessments/studies, or evaluations, etc.

Demobilization Plan

The Contractor must submit a Demobilization Plan to the COR for approval within six months prior to the end of the Contract. The Demobilization Plan must include an illustrative Property Disposition Plan, a plan for the phase-out of in-country operations, a delivery schedule for all reports or other deliverables required under the Contract and a timetable for completing all required actions in the Demobilization Plan, including the submission date of the final Property Disposition Plan to the Contracting Officer. Both the illustrative and final Property Disposition Plan must include the inventory schedule required by FAR 52.245-1, a plan for the disposition of property to eligible parties and a timeline for the disposition of such property. In addition, the Contractor must describe how all required prime and sub-award audits must be conducted after the demobilization of the Contractor.

Final Report

At least 30 days prior to the end of the contract, the Contractor shall submit one electronic version (as a single MS Word file) of the Contract Final Report to the COR which summarizes the accomplishments of the activity, methods of work used, best practices, problems encountered, lessons learned, and recommendations regarding unfinished work and/or potential future programming, and the financial status of the contract. The Final Report shall also contain an index of all reports and information products produced under the contract.

https://dec.usaid.gov/

The report shall be finalized within 30 days after receiving USAID’s comments.

Subcontract Reporting (Large Businesses Only)

Large business prime contractors must submit a subcontracting plan and periodic reports showing compliance with their subcontracting plan. The Contractor must submit its report via the electronic Subcontracting Reporting System (eSRS) in accordance with the instructions on the website. The work of the small businesses identified in the Subcontracting Plan will be tracked against the Prime’s proposed goals. The Contractor must promptly notify the CO and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the requirements of the Contract.

F.5.2 Other Requirements

Weekly Bullet Updates and Progress Meetings

The Contractor will be responsible for providing weekly bullet highlights to the COR and for attending weekly meetings. Discussion items will include but not be limited to reporting on past and upcoming issues and accomplishments, planned events, and progress made during the period.

USAID will develop a meeting schedule with the Contractor after award. The Contractor must also be prepared to make periodic, unplanned oral and written briefings to USAID as appropriate.

Grants Manual: The Contractor must submit a draft grants manual within 60 calendar days after the contract is signed for the COR’s review and the final version needs to be submitted within 90 calendar days after the contract is signed for the approval of the Contracting Officer. The Grants Manual must describe and explain the Contractor’s approach to grant management, the purpose, target beneficiaries, funding rules, procedures for decision making, relevant application and review forms, and monitoring plan. It must also cover all aspects of the grants program, including the eligibility criteria, the process and format for applying for a grant, the criteria for evaluating grants for award, and the processes and other requirements for managing and reporting on the grants.

The Grants Manual must comply with USAID requirements.

Cost reporting manual:

The Contractor must document details of the cost reporting system in a cost reporting manual (template is available at this website: https://www.edu-links.org/resources/usaid-cost-measurement), to be submitted to USAID within 90 days after award signature.

Trafficking in Persons Compliance Plan

The contractor shall submit its Trafficking in Persons Compliance Plan within 60 days after award.

The annual certification should be submitted on the anniversary date of the award.

The following is a summary list of the required reporting and deliverables that the contractor must submit to USAID by the specified due dates.

Plans and Reports Description & Due date

Annual Work Plan ● Draft work plan ‐ submitted with proposal.

● Final work plan ‐ Incorporating USAID’s comments within 30 calendar days of the contract's effective date.

● Subsequent work plans ‐ no later than September 1 prior to the start of the subsequent year of implementation.

Activity Monitoring, Evaluation and Learning Plan

● Draft with proposal. Within 60 calendar days of contract effective date establish baseline data and benchmark data as needed.

● Final AMEL plan – within 90 calendar days of contract effective date.

Quarterly Progress Reports Due within 30 calendar days after the end of the U.S. fiscal year quarter (i.e. 1st quarter ends on December 31, 2nd quarter ends on March 31, 3rd quarter ends on June 30, and 4th quarter ends on September 30).

Annual Progress Reports ● Due within 30 calendar days after the end of the U.S. fiscal year (i.e. after the end of the fourth quarter).

● Annual reports must be submitted in lieu of the fourth quarterly progress report.

Invoice Monthly, one month after the reporting period

Accruals report Quarterly

Annual Inventory Report Annually

Cost data collection and reporting Quarterly (Included with the quarterly progress reports.)

Reporting on Foreign taxes April 16 of each year (Ref. Section I.12)

Short-Term Consultant Reports and Technical Briefs

As needed

Technical materials and inputs As needed

Ad Hoc Reports As requested by the COR

Demobilization Plan Due within six months prior to contract end.

Final Report ● A draft Final Report will be submitted 30 calendar days before contract completion.

● The Final Report will be finalized 30 calendar days after contract completion.

Subcontract Reporting: eSRS (Large Business Only)

September 30th. Each SSR reflects cumulative subcontracting accomplishments from the inception of the contract through the relevant SSR reporting period.

Weekly bullet updates and Progress Meetings

Weekly

Grant Manual ● Draft submitted 60 days after award signature.

● Final ‐ Incorporating USAID’s comments within 90 calendar days of the contract's effective date.

Cost Reporting Manual 90 days after the award. No USAID approval necessary.

Trafficking in person Compliance Plan

60 days after the award signature.

F.5.3. Technical Deliverables

The following is the list of the technical deliverables to be submitted under the contract:

Deliverables and Tasks

Submission Schedule

Year 1 Year 2 Year 3 Year 4 Year 5

Result Area 1

TBD Deliverables

Result Area 2

TBD Deliverables

Result Area 3

TBD Deliverables

Note: This table is an illustrative table. Offerors must submit the technical deliverables in line with their technical approach. A final technical deliverables schedule will be negotiated with the Contractor prior to award.

F.6 KEY PERSONNEL

a) The Contractor shall furnish for the performance of this contract the following key personnel:

Name Position/Title

1. ___(TBD) Chief of Party

2. ___(TBD) TBD

3. ___(TBD) TBD

4. ___(TBD) TBD

5. ___(TBD) TBD

(b) The key personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the offeror shall immediately notify both the CO and COR reasonably in advance and shall submit written justification (including proposed replacement) in sufficient detail to permit evaluation of the impact on the contract. No replacement of key personnel shall be made by the contractor without the written approval of the

CO.

Qualifications and roles of Key Personnel

Chief of Party

● At least a Master degree in education or a social science field with at least 8 years professional experience or a Bachelor degree in education or a social science field with at least 10 years professional experience in education development at a senior program management level, including direct supervision of professional and support staff.

● Demonstrated experience working in education development with preferred experience in education management and governance and/or education quality improvement at national and local levels.

● Demonstrated skills in high-level strategic visioning and leadership and experience managing large teams and complex activities, coordinating and building consensus across multiple partner institutions (governmental, non-governmental, private sector, etc.), and problem solving in politically sensitive contexts.

● Demonstrated experience and knowledge of human and institutional capacity building and professional development.

● Demonstrated experience working to integrate issues of gender, disability inclusion, and equity in education development programs.

● Demonstrated communication skills, including interpersonal and in written and oral English.

● Desirable - Demonstrated experience working in education development in Liberia, West

Africa, or Sub-Saharan Africa, especially post-conflict environments.

The COP must be an employee of the prime contractor rather than a subcontractor.

[TBD positions qualifications to be completed at time of award]

F.7 LANGUAGE OF REPORTS AND OTHER OUTPUTS

All reports and other outputs must be in English, unless otherwise specified by the COR. See also AIDAR 752.211-70, Language and Measurement (June 1992), which is incorporated by reference into this contract.

F.8 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

a. The contractor shall prepare and submit progress reports as specified in the contract schedule.

These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the contractor's performance.

b. During any delay in furnishing a progress report required under this contract, the Contracting

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

F.9 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE CLEARINGHOUSE (SEP 2013)

(a) Contract Reports and Information/Intellectual Products

(1) Within thirty (30) calendar days of obtaining the Contracting Officer Representative approval, the contract must submit to USAID’s Development Experience Clearinghouse (DEC) one copy each of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results, and experience. These reports include: assessments, evaluations, studies, technical and periodic reports, annual and final reports, and development experience documents (defined as documents that (1) describe the planning, design, implementation, evaluation, and results of development assistance; and (2) are generated during the life cycle of development assistance programs or activities.) The Contractor must also submit copies of information products including training materials, publications, databases, computer software programs, videos and other intellectual deliverable materials required under the Contract Schedule. The following information is not to be submitted:

(i) Time‐sensitive materials such as newsletters, brochures or bulletins.

(ii) The Contractor’s information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information.

(2) Within thirty (30) calendar days after completion of the contract, the Contractor must submit to the DEC any reports that have not been previously submitted and an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause.

(b) Submission requirements. The Contractor must review the DEC Web site for the most up‐to‐date submission instructions, including the DEC address for paper submissions, the document formatting and the types of documents to be submitted. The submission instructions can be found at: https://dec.usaid.gov.

https://dec.usaid.gov/

(1) Standards.

(i) Material must…