ATTACHMENT J.2 -Guide for Incorporating Environmental & Climate Considerations.docx

GUIDE FOR INCORPORATING ENVIRONMENTAL & CLIMATE CONSIDERATIONS IN ACQUISITION & ASSISTANCE AWARDS This guide is locked for editing. To edit and use this document, select “File” and “Make a Copy” or “File” and “Download.”

Document Type

Guide

Applicability

Acquisition & Assistance

Overview

The purpose of this guide is to assist the Acquisition & Assistance (A&A) workforce in contributing to USAID’s environmental and climate goals. Climate and environment should be considered in all USAID Acquisition and Assistance Awards.

Audience

☒ Contracting Officer ☒ Agreement Officer ☒ Contract Specialist ☒ Agreement Specialist ☐ Contracting Officer’s Representative ☐ Agreement Officer’s Representative ☒ Activity Planner/Design Team ☐ Technical Evaluation Committee

Roles and Responsibilities

Activity Planner and the design team are responsible for ensuring that during activity design environmental and climate considerations are fully incorporated.

Contracting/Agreement Officers (CO) and Contract/Agreement Specialists are responsible for overseeing and managing the acquisition process and providing instructions and guidance to the Activity Planner. The CO/AO should encourage and ensure that climate and environment is appropriately incorporated in all USAID procurements.

Tips

· Climate and environment should be considered in all USAID Acquisition and Assistance Awards.

· The design team must consider climate and environment in all USAID awards, and should do so early in the process. Consult others for assistance, including: Mission/Bureau Environmental Officer Climate Integration Lead, and DDI/GenDev's Gender, Environment, Climate and Energy Team (gendevenviro@usaid.gov)

· CO/AOs should leverage their convening power to ensure all parties are involved in activity design and should coordinate participation through the Program Office.

· Ensure inclusion of environmental and climate language in relevant sections of solicitations and awards.

· Ensure that the design timeline and budget consider the needed time and resources for environment and climate. This can vary from the time needed to draft and approve environmental compliance and CRM documents, to collecting additional data and carrying out in-depth analysis.

Instructions

This guide is provided as a best practice tool to help with your work. This guide is not required by the ADS and it is not required that this guide be signed or uploaded to ASIST.

Applicable Document Regulations

ADS 201mal and ADS 204sac.

Last Update

11/08/2023

Document Owner

M/OAA/ACTS/E

This document is brought to you by M/OAA/ACTS to support USAID’s A&A workforce.

A GUIDE FOR INCORPORATING ENVIRONMENTAL & CLIMATE CONSIDERATIONS IN ACQUISITION & ASSISTANCE AWARDS

I. PURPOSE

The purpose of this guide is to assist the Acquisition & Assistance (A&A) workforce in contributing to USAID’s environmental and climate goals. This guide provides:

· Background on USAID’s environmental and climate goals;

· Methods to incorporate environmental & climate considerations into USAID awards and provide key resources and guidance;

· Climate considerations for solicitations and notice of funding opportunities (NOFOs) in Attachment 1; and

· Sample solicitations/NOFOs in Attachment 2 that have thoughtfully incorporated environmental & climate considerations.

II. USAID’S CLIMATE GOALS

Climate change is a global crisis. As temperatures and sea levels rise, people around the world are increasingly experiencing its effects. Climate change affects virtually all of USAID’s work and threatens the development progress USAID has supported for more than 60 years. Because this decade will be decisive for the future of our planet, USAID’s Climate Strategy 2022-2030 calls on all corners of USAID to achieve six high-level, ambitious targets, which are:

· USAID will partner with countries to support activities that reduce, avoid, or sequester six billion metric tons of carbon dioxide equivalent.

· USAID will support the conservation, restoration, or management of 100 million hectares with a climate change mitigation benefit.

· USAID will enable the improved climate resilience of 500 million people.

· USAID will mobilize $150 billion in public and private finance for climate.

· USAID will align our development portfolios with countries’ climate change mitigation and adaptation commitments in at least 80 countries by 2024 and will support our partners to achieve systemic changes toward meeting those commitments in at least 40 countries.

· USAID will support our partners to achieve systemic changes that increase meaningful participation and active leadership in climate action of Indigenous Peoples, local communities, women, youth, and other marginalized and/or underrepresented groups in at least 40 partner countries.

In addition, USAID demonstrates its commitment to addressing the climate crisis through a Special Objective on transforming USAID’s operations to reduce greenhouse gas (GHG) emissions substantially, adapt to the climate crisis, and improve diversity, equity, inclusion, and accessibility among USAID’s climate- and environment-focused staff, and by supporting partners to undertake similar efforts.

Climate change action in A&A awards is critical. All USAID awards should consider the environment and climate, and it is critical that the A&A workforce play a role in ensuring this. Generally, there are two types of climate action: mitigation and adaptation.

· Mitigation involves actions to reduce GHG emissions and/or increase carbon sequestration in an effort to limit climate change or to keep it from getting worse. Examples of activities that can mitigate emissions include supporting the transition to renewable energy; improving energy efficiency; reducing deforestation that releases large amounts of GHG emissions; maintaining and enhancing the health of forests, lakes and other ecosystems that sequester and store carbon; applying agricultural practices that reduce GHG production and increase soil carbon, reducing food loss (on-farm) and waste (post-farmgate); and improving solid waste management that involves landfill remediation, latrine management, or organic waste segregation.

· Adaptation builds climate resilience and involves preparing for, adjusting to, and coping with the slow and sudden onset effects from a changing climate to minimize impacts and reduce climate vulnerability. Examples include:

· Improving access to climate information and early warning systems.

· Identifying and adopting climate-resilient practices such as working with farmers to grow varieties of crops that are better for warmer conditions.

· Ensuring food systems are able to provide safe, nutritious diets despite climate shocks and stresses.

· Promoting climate smart agriculture, introducing climate early warning systems for human health.

· Deploying ecosystem-based approaches, such as restoring/preserving green spaces and drainage basins to reduce flooding and store water.

Also important are the below which are critical to our ability to meet the ambitious goals laid out in the climate strategy:

· Diversity, Equity, Inclusion and Accessibility for Inclusive Development: engaging and partnering with local, marginalized and underrepresented groups as agents of change, including women, youth, indigenous peoples and other marginalized groups. Remember, to do no harm, and do nothing for them without them.

· Localization: making awards to local partners with climate action incorporated can empower and build the capacity of local partners to institutionalize mitigation and adaptation activities.

· Climate finance: mobilizing public and private finance for climate mitigation and adaptation actions.

III. METHODS TO INCORPORATE ENVIRONMENTAL & CLIMATE CONSIDERATIONS INTO USAID A&A AWARDS Environmental and climate risks must be considered in all USAID A&A awards, as should opportunities to advance climate action. Several methods to incorporate environmental and climate risks in USAID A&A awards are described below:

1. Activity Design. A well planned and designed activity can have the greatest impact in contributing to USAID’s environmental and climate goals. Thoughtful integration of environmental and climate considerations should be made during the activity planning and design process. AO/COs should encourage thoughtful integration of climate into new designs through their role on the activity design team and by ensuring all relevant parties are involved in activity design. Activity design teams should consider the following:

a. Engage with Climate Integration Lead. As you begin design, engage with your Mission or Bureau Climate Integration Lead and Mission Environmental Officers (MEO) and Bureau Environmental Officers (BEO) on how to best incorporate environment and climate into USAID solicitations and awards. Additionally, review Sector-Specific Advice for Addressing Climate Change in New Designs, the additional Sector-Specific Guidance and Resources and the Climate Risk Screening and Management Tools Sector Annexes for further resources relevant to the activity’s sector.

b. Coordinate a Robust and Holistic Climate Risk Management (CRM) Process. ADS 201mal Climate Risk Management for USAID Projects and Activities requires design teams to identify and address climate risks when designing and implementing activities. The results of the climate risk assessment should be thoughtfully incorporated into the activity. Beginning the CRM process early in the design process will improve your ability to incorporate your findings into the design. The CRM process can be a launchpad for integrating climate mitigation and adaptation into your activity.

c. Assess How the Activity Can Address Climate Change Risks and Opportunities. Assess how the activity can address climate risks and contribute to climate change adaptation, mitigation, equity, finance and systems change. The CRM assessment and the priorities identified in the Mission’s Climate Annex update are useful resources. In addition to climate risks, this includes thinking strategically about how your activity can go even further to contribute to climate change adaptation, mitigation, equity, and finance. This will involve considering the following factors:

· The goals and objectives of the program or project;

· The resources available for this project;

· The capacity of implementing partners; and

· The political and social context in the country or region.

d. Incorporate Environment and Climate into the Solicitation. Based on the assessments described above, incorporate climate change considerations into relevant areas of the solicitation (i.e., Statement of Work, Program Description, Statement of Objectives, Evaluation Criteria, Key Personnel, Reporting, etc.). Examples of this may include, as appropriate:

· Ensuring that activity design/implementation considers and addresses climate risks to the activity (via CRM).

· Designing the activity to also include strengthening the resilience of people and systems to climate change impacts.

· Ensuring that moderate and high climate risks that are within the manageable interest of the activity are addressed in the design.

· Designing activities with components to reduce GHG emissions and/or increase carbon sequestration and identifying opportunities to encourage GHG reductions during implementation of the award.

· Requirements for monitoring and evaluating the impact of your program or project on USAID climate targets, where appropriate. Requirements reporting on the progress in addressing climate change. This can be done through annual reports, quarterly/progress reports, or through using standard indicators.

· Requirements for Key Personnel to have climate knowledge or skills and an associated understanding of the sociopolitical context of the program or project location, including populations and communities who are vulnerable or disadvantaged.

· Requirements regarding climate change in the Evaluation Criteria.

· Incorporating language in sections relevant to the procurement of equipment and supplies to mandate renewable energy (rather than diesel generators) and biodegradable materials to the extent possible. Minimize the production of one-time use items like banners, event programs, etc., that can not be reused or recycled during implementation of the award.

· Incorporating language requiring the elimination of food loss and waste in the activity itself, and as a byproduct of conferences, workshops and meetings.

Attachment 1 provides illustrative questions for the activity planner and design teams to consider when designing new activities and for CO/AOs to use when reviewing draft solicitations to determine whether climate has been appropriately integrated. Additionally, Sample Climate Risk Management Language for Acquisition and Assistance Documents contains sample language to tailor and incorporate into USAID solicitations and awards. This can provide ideas for design teams to adapt to a specific activity. Attachment 2 contains sample solicitations where an activity has thoughtfully integrated climate and environment into the solicitation.

e. Ensure the Environmental Assessment as Required by 22 CFR 216 is Incorporated. An environmental analysis of project/activities for which there is a potential for adverse impacts must be conducted in accordance with 22 CFR 216. MEOs and BEOs are resources for USAID staff developing projects and compliance documents. Additional guidance and help is also available at the Environmental Procedures Hub. Relevant language from IEEs should be included in the solicitations and awards, as further discussed in item 3 below.

2. Market Research. COs/AOs and activity planners/design teams should engage implementing partners to identify areas where environmental and climate considerations can intersect with USAID programs. Often industry partners may have insight on implications that can support our environmental/climate goals. When using market research methods such as Requests for Information (RFIs), Draft Solicitations, Sources Sought, and other industry engagement tools, consider including a climate aspect. This can allow for a method to find new approaches that could be more effective in meeting USAID’s environmental and climate goals.

Additionally, acquisition professionals can leverage existing procurement focused tools like the Green Procurement Compilation managed by GSA, which is a comprehensive green purchasing resource designed for federal contracting personnel and program managers.

3. Ensure Initial Environmental Examination (IEE) and Climate Risk Management is Incorporated into Solicitations & Awards. IEEs contain important considerations regarding environmental and climate risks that apply to both assistance and contract awards. It is important for A&A staff to coordinate with the design team and the MEO/BEO to ensure IEEs are incorporated into solicitations and awards. ADS 204sac Environmental Compliance: Language for Use in Solicitations and Awards provides optional environmental compliance terms for use in solicitations and awards. Additionally, be sure the solicitation/NOFO includes requirements on the reporting the progress in addressing environmental monitoring and management identified in the IEE during activity implementation. This is done through annual reports, quarterly/progress reports, Environmental Monitoring and Mitigation Plans (EMMPs), Environmental Monitoring and Mitigation Reports (EMMRs) and other types of reports or through the use of standard indicators. The activity design team should coordinate with MEO/BEOs to ensure the adequate reporting is included to ensure compliance with the IEE.

4. FAR 23 Compliance for Acquisition Awards. A&A staff are reminded to consider FAR Part 23 requirements for all acquisition awards. A&A staff and activity planners, as well as EXO procurement staff, should:

· Review. Become familiar with FAR Part 23 and the applicable clauses/provisions outlined below and in Attachment 2.

· Incorporate. Utilize the FAR Part 23 environment clauses and provisions to the maximum extent practicable.

For further information and guidance, see PEB 21-01 FAR Part 23 Sustainability and Environmental Considerations in USAID Contracts.

IV. SUPPORT AND FEEDBACK

For technical support with integrating climate into USAID activities, please contact climatestrategy@usaid.gov. Your feedback on this document and examples of solicitations that integrate climate change are appreciated; please send those to bpi@usaid.gov.

ATTACHMENT 1: CLIMATE CONSIDERATIONS FOR SOLICITATIONS & NOFOS

The questions below are meant to stimulate thinking about how project teams could incorporate appropriate language when drafting solicitations and NOFOs. CO/AOs can use these questions to guide project teams to integrate climate and when reviewing draft solicitations to determine whether climate has been appropriately integrated.

REQUIREMENTS DOCUMENTS

Review the questions below and include relevant language in the appropriate section of the award:

For acquisition, Section C Statement of Work, Statement of Objectives or Performance Work Statement For assistance, Program Descriptions

When drafting an activity requirements document (Statement of Work, Program Description, etc.) consider the following to ensure climate and environment is fully integrated:

· Does the document communicate to implementing partners the importance of climate adaptation and mitigation to USAID in this context of the activity and its importance for achieving sustainable development outcomes?

· Does it specify that the Implementing Partner must track:

· The environmental impacts identified in the IEE as required in 22 CFR 216;

· The climate risks to the activity, as identified in the CRM; and

· The relevant social, climate and environmental impacts in all activities, which can include GHG emissions or mitigation, support for climate resilience, etc

· Does the document spell out the specific challenges with respect to climate change relevant to the activity and development challenges?

· Are there opportunities to advance equitable and gender responsive climate action that are relevant to project outcomes?

· Does the document request the Implementing Partner to explore opportunities for the activity to contribute to climate resilience?

· Does the document ask Implementing Partners to consider the sociopolitical context of the project and address issues of equity in its activities?

· Does the document require the Implementing Partner to identify local underrepresented partners and a plan to engage with them in a meaningful, equitable, and empowering manner?

· Does the document indicate opportunities for the project to equitably promote climate leadership and incorporate climate change principles?

· Does the document consider how climate considerations can be integrated into the Implementing Partner’s operations strictly related to implementing the award?

· Does the solicitation explain or indicate potential or actual climate risks, social and environmental, to successful implementation, including potential unintended consequences and risks to marginalized communities?

· Is the Implementing Partner required to conduct a more detailed climate analysis prior to or at an early stage of project implementation, if applicable and needed?

· Is the Implementing Partner required to develop a strategy describing how climate risks will be addressed in all phases of the work?

· Is the contractor required to identify opportunities to reduce greenhouse gas (GHG) emissions and propose low-emissions approaches where relevant to the main scope of the activity and practicable (e.g., when the benefits are commensurate with any additional associated costs)?

See language in example solicitations/NOFOs in Attachment 2.

REPORTING

Review the questions below and include relevant requirements in the appropriate section of the award:

For acquisition, Section F Deliverables or Performance For assistance, Section F Federal Award Information in NOFOs

Monitoring and Evaluation

· Does the solicitation include specific climate-related context indicators that the Implementing Partner is expected to use? When indicator measures people-level data, is the data sex-disaggregated?

· Are Implementing Partners required to use one or more standard indicators on climate and environment such as EG.11, EG.12, EG.13, etc.? See the below references for relevant climate indicators and reporting guidance.

· Climate Change Indicator Handbook (June 2022): This handbook lists the USAID and Department of State standard indicators for climate change and development. It includes definition sheets for each indicator and required disaggregates.

· Climate Strategy Targets Reporting Guidance. This guidance provides information on the standard indicators and qualitative narratives that will be used to calculate progress toward the Strategy Targets.

· Indirect Climate Activity Reporting toward the Strategy Targets. This guidance describes when activities without direct climate funds should report on climate indicators, including those related to the Climate Strategy Targets.

· Are there strategies in place to monitor unintended climate consequences during implementation of the activity?

· Ensure the implementing partner is required to review and update award specific climate indicators annually as part of the activity monitoring, evaluation & learning plan. See page 3 of Climate Risk Management: Monitoring, Evaluation, Learning and Knowledge Management for guidance on developing relevant indicators.

Reporting

· Does the solicitation specify additional qualitative reporting relevant to climate and environment:

· To what extent and how will climate adaptation and mitigation results be reported qualitatively?

· What new opportunities were created for meeting the goals and objectives detailed in USAID’s Climate Strategy?

· What negative climate and environmental impacts were addressed or avoided?

· What needs and inequalities emerged or remain?

Key Personnel

· Does the solicitation require key personnel with specialized experience or skill sets to ensure successful implementation of environmental and climate-related project activities and goals?

See language in example solicitations/NOFOs in Attachment 2

INSTRUCTIONS TO OFFERORS/APPLICANTS

Review the questions below and include relevant requirements in the appropriate award section:

Forn Acquisition, Section L Instructions to Offerors For Assistance, Section D Federal Award Information in NOFOs

· Does the solicitation/NOFO stipulate that Implementing Partners highlight their capability and organizational resources to address climate challenges and implement effective, equitable and gender-responsive adaptation and mitigation measures to ensure project success?

EVALUATION CRITERIA

Review the questions below and include relevant language in:

For Acquisition, Include in Section M Evaluation Criteria For Assistance, Include in Section E Federal Award Information in NOFOs

· Does the solicitation/NOFO state that Implementing Partners will be evaluated on how well the proposal addresses climate and environmental integration as described in the SOW/PD and other sections of the solicitation, as appropriate?

Page ATTACHMENT 2: EXAMPLE SOLICITATIONS/NOFOs & OTHER DOCUMENTS The examples provided below are for informational and learning purposes only. No representation is made of the completeness or accuracy of the examples.

Have an example to contribute? Send it to bpi@usaid.gov.

Example Solicitations & NOFOs

EXAMPLE 1: GH Integrated Procurement Service Agent.

The Integrated Procurement Service Agent (PSA) is a planned IDIQ that will provide procurement and delivery services for commodities for malaria; infectious disease and other products to support health. This acquisition was well suited by the shipping/logistics requirements and associated GHG impact, to require consideration of the GHG reduction. Requiring GHG reduction would not be appropriate for all USAID awards, but this example shows how the design team thoughtfully incorporated climate and reduction of GHG emissions.

EXAMPLE 3: Iraq Together Iraq Together is a Democracy and Governance RFTOP under the OASIS multiple award contract. This activity supports the improvement of service delivery performance through use of technology and process standardization while increasing the availability of and access to information, particularly related to public services. To help mitigate GHG emissions, the design team considered ways to reduce this impact and they included climate integration into the award.

Monitoring, Evaluation, and Reporting for Resilience Food Security Activities.

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