Consolidated Questions Ethiopia FINAL.docx

Ethiopia Nationwide Surveys and Focus Groups (SFOP0006000) Consolidated Questions and Answers:

Focus groups We ask that given the following, “CSO prefers verbatim transcripts from audio and/or video recordings, as well as English-language translations of these transcripts”, will CSO then want to select focus groups with well-written/well-read languages in Ethiopia (Hadissa, Sidama-Afo, and Wolayttato are not well-written or spoken)?

We won’t specifically target groups with well-written/well-read languages. In the case that there is no easy way to transcribe the conversation verbatim, we’ll work together to come up with a solution.

For the FGDs, the ToR states 12 FGDs across 4 locations. We would normally conduct this type of FGDs separately for men and women, meaning we would prefer to carry out 2 or 4 FGDs per location. Would OPN be amenable to changing the number of locations and FGDs per location?

The composition of the groups is open for discussion after the award (we welcome local expertise here), and we are amenable to changing the numbers. From a budgetary perspective, it’s best to count on locations with 3 groups in each. We are not currently thinking that gender is the most interesting divide.

Survey The RFP states that the client has a preference for at least 3 call backs. Would it be acceptable if those 3 call backs are made on the same day – This may provide a budgetary advantage?

The call backs should not all happen on the same day. Best to plan on a max of two extra days following initial household contact (one callback could be later that same day).

Besides the small ethnic groups mentioned in the NOFO, are there any other subgroups (determined by geographical or other factors) in which CSO is particularly interested that sampling should take into account?

Our current assumption is that ethnic divisions are more-or-less overlapping with geographic and linguistic divisions. We would expect to finalize the over-sample groups (based on local expertise and feedback) once the grant is awarded, and then come up with a specific plan to sample them. We are not interested in over-sampling sub-groups that are not defined by ethnicity (such as age or education).

Does CSO expect to achieve a certain margin of error for any population subgroups? If so, what is this margin of error?

We are not sure how sampling design would affect the margin of error, so we do not expect to receive an estimated margin of error at this time. Instead, we specify sample size and cluster size, and we will work with the implementer to try to minimize the margin of error given these parameters.

P.8 of the NOFO indicates that personally identifiable data will not be shared outside CSO. This suggests that CSO expects that personally identifiable data will be collected and share with them. Our preference would be to collect this type of data for quality control purposes only and disclose this to respondents when seeking consent. We expect to get better responses if we can assure respondents in the consent that their identifying information will not be shared outside of the data collection team. Could CSO indicate whether this approach would be acceptable?

CSO does not want the names or phone numbers of respondents, but we do require household and demographic information, as well as approximate location information, for the purposes of quality control and analysis.

Related to the anonymity of respondents, would CSO accept that data files submitted under this agreement are fully anonymized so that respondents cannot be identified using non-PII data and we can offer them such anonymity when seeking consent? For example, if we submit raw data, it might be possible to identify respondents from small towns or villages by combining geographical identifiers long with demographic variables like age and sex.

CSO requires the information listed above for our own internal use. However, given the concerns raised here, we would request a fully anonymized version of the data (or help in creating one) for the purposes of broader distribution.

The NOFO refers to an oversample of 1,500 adults from smaller ethnic groups. Is that 1,500 included in the 2,000 number (i.e., 500 main + 1,500 oversample)? Or is the 1,500 in addition to the 2,000 number, for a total of 3,500 completed interviews?

The 1500 oversample is in addition to the 2,000 number, for a total of 3,500 completed interviews.

Has the CSO established the specific ethnic groups for the oversample?

CSO has proposed a list of suggested groups in the NOFO (as defined by language on p. 5), but we would work with the implementer to finalize the list after the award.

Is there a specific geo-sampling method that CSO prefers?

No. Please propose whatever method you think best, given the absence of a good traditional sampling frame (i.e., a recent and relatively accurate census). We think a probabilistic geo-sampling method is likely the best way to go, but we will consider other ideas.

Analytic Report Specs Can CSO estimate the number of pages expected for an analytic report?

Approximately 10 pages, with an emphasis on graphics and layman’s explanations of key findings.

Could you let us know more about the balance of work required by the contractor vs the CSO with regards to the preparation of the analytical report?

CSO would identify a few key research questions, and the implementer would decide how to answer these questions. The answers should emphasize graphics and layman’s explanations, not methodological explanations / justifications. CSO will review the report and may ask for further explanation.

Will CSO be providing research clearance or any assistance on the analytic report?

See above. CSO is looking for an independent, high-quality analysis of the data that speaks to our research questions and provides answers that are understandable to policymakers.

Could the CSO elaborate on the scope and length of the analytic report deliverable for the surveys?

See above.

Focus Group Report Specs Can CSO estimate the number of pages expected for a focus group report?

This is probably best presented in the form of slides, with quotes and main findings grouped by theme. The number of slides would depend on the number of themes, which is not yet decided but must fit within a 30-minute questionnaire.

Pre-Test Can CSO clarify whether the pre-test is able to be conducted in Addis exclusively (assuming language coverage)?

The pre-test does not need nationwide coverage, but should include urban and rural respondents, full language coverage, and an emphasis on respondents with average levels of education.

CSO Data Monitoring Can CSO clarify what level of monitoring they would like to exercise over the raw data and access expected (a dashboard, a file, etc.)?

We will work out the exact specifications after the award, depending on what the implementer is able to provide (this should be described in the proposal). In general, CSO would like to closely monitor (on a daily basis, by interviewer, and accumulated patterns over time) measures of sampling procedure adherence and interview quality. We are able to do this from raw data files, but the easier the implementer can make it for us, the better.

Timeline Can CSO estimate the anticipated length of time between survey waves if there is a preference?

Ideally, we would do one prior to the anticipated May 2020 election, and one several months afterward. However, in the event that the election is delayed, we will have to revisit the timeline.

With regard to the schedule, if the election date is postponed past May 2020 and there is insufficient time to collect and analyze the second post-election poll, can we anticipate that the project will be extended?

We cannot guarantee an extended deadline at this time, but that would be our expectation.

Proposal Specs What, if any, is the page limit for the body of the technical proposal? Similar: Could CSO indicate if there is a page limit or, if not, a preferred number of pages for the proposal narrative? Similarly, could CSO indicate if there is page limit for the entire submission including proposal narrative and attachments? Similar: Can you provide guidance on how long the narrative proposal should be?

CSO prefers no more than 15 pages (12 point Times New Roman font) but there is no set limit.

Please confirm the Executive Summary and Table of Contents documents should be part of the Proposal Narrative. Do these count toward the overall Proposal Narrative page count?

Yes, include the Executive Summary and Table of Contents with the Proposal Narrative. They do not count toward the page count.

May we submit the Technical Narrative & Budget Narrative in PDF format?

No.

Please clarify what “not part of the proposal” means as stated for Key Personnel (CVs) and Past Performance ? (NOFO Page 12 Additional Attachments and budget components) This means the documents should be uploaded as separate documents. They also do not count towards proposal page limits, but there are no set limits for this NOFO.

Other In the Data Collection Guidance document, could you provide more clarity on whether this comment: Participant / interviewee selection criteria (i.e. How are you determining who is representative of their community? Who are key figures in the community?). applies to this current opportunity.

The Data Collection Guidance document is a general document. Please see the NOFO for specifics.

Our understanding is that we would complete the log frame and PMP at the inception phase. Please confirm if this is the case. Similar: P. 12 of the NOFO states the following regarding the Performance Monitoring and Evaluation Plan as a component of the proposal narrative: “CSO considers monitoring to be essential for responsible program management. Successful applicants will submit a draft monitoring plan—i.e., planned deliverables and expected timeline for the work—within 15 days of award notification. After CSO review, a final monitoring plan must be submitted within 30 days of the award notification.” This plan in not mentioned as one of the Additional Attachments listed in p. 12-13 of the NOFO. However, the Proposal Submission Instructions list a Logic Model/Project Monitoring Plan (PMP) as one of the required Additional Attachments on p. 2 and again under Tab A: Mandatory Attachment Guidelines on p. 5. Could CSO clarify whether a Logic Model/PMP has to be included as an attachment in the proposal narrative? Similar: Could you please clarify on the implementation plan required in the proposal narrative (this is only mentioned in the PSI)?

The logic model document is not required. The proposal narrative should include a timeline (as indicated on p. 11 of the NOFO), with the understanding that the first deliverable we will need is the Performance Monitoring and Evaluation Plan (as described on p. 12 of the NOFO).

Please confirm that a Data Collection and Reporting Plan is not required for the proposal.

Please address the deliverables requested in the NOFO in the Proposal Narrative. Further Data Collection and Reporting Plan documentation is not required.

Under past performance please clarify if it is a minimum of 3 required or no more than 3, as there is some contradictory information in the TOR. Similar: The last paragraph on p. 12 of the NOFO states that a “minimum of 3” past performance references are required and that “applicants shall furnish award numbers and other details with contact information for no more than three similar programs funded over the past three years by the State Department, or any other government entity or third party source.” Please confirm that the maximum and minimum number of past performance references to be submitted is three.

We would ideally like a minimum of three references, if possible. You are able to submit more than three if you’d like.

Please confirm the PSI referenced Additional Attachments are the same as the NOFO’s Mandatory Attachments identified as:

a. Logic model/PMP

b. Timeline

c. Key personnel

d. Past performance references (minimum of 3) B, C and D are required. B can be included in the Proposal Narrative, or as a separate document.

Please clarify if the provided Gantt Chart template is a required attachment?

A timeline must be submitted, but it does not necessarily need to use the Gantt chart template.

Use of a consolidated hourly chargeable rate to determine direct project personnel costs

· We would like to confirm if personnel costs can be allocated to this project based on an internally calculated hourly rate? - arrived at using the Simplified Allocation Method as per (APPENDIX IV TO PART 200—INDIRECT (F&A) COSTS IDENTIFICATION AND ASSIGNMENT, AND RATE DETERMINATION FOR NONPROFIT ORGANIZATIONS,) Yes, but also include the percentage of their time that will be used for the project.

· Our organization operation model is mainly composed of staff and computing equipment as a main capital expenditure, thus all the costs included in the chargeable rate form a major part of the modified total direct Cost (CFR 200.68)

· The rate incorporates costs directly related to staff who have worked on the project and those of staff who offer institutional service operations (CFR 200.413) Please include all the necessary costs to implement the project.

Disclosure requirements for field data collection contractors (SF 424_A row 6f column 1): What disclosure level is required for this category?

Please provide the necessary detail in the budget and budget narrative for each budget line. See budget instructions (PSI).

What disclosure requirements would be required for any contractors falling within the simplified acquisition threshold of $150,000 (CFR 200.88) Not required as part of the proposal. 2 CFR.200.88 provides guidance on acquisition method only. Implementer is still required to document Information pertaining to all acquisitions under an award for audit purposes.

As we are a foreign private organization (CFR 200.47 (a)) based in Kenya, are we still subject to OMB A-133 audit (per the Financial Management Survey)? We are audited each calendar year by a Certified Public Accounting Firm.

Organizations may still be subject to an audit but these costs do not need to be included in budget proposals.

As per the Proposal Submission Instructions (Note 9), we are required to include cost of an audit. Is this a mandatory requirement even though we have done audits as above?

There is no need to include the cost of an audit.

Related to the PPR form requirement, would CSO accept that applicants submit CPARs instead of PRR forms? If not, would CSO accept CPARs in addition to PPR forms.

Please include PPRs only.

Could CSO confirm that the choice of who to identify as key personnel is up to each offeror (i.e., there are no predetermined key personnel positions)?

Yes.

Could CSO provide guidance regarding which standard “F” cross-cutting gender indicators, if any, will be quantified using information from the surveys to be conducted under this agreement?

No standard F indicators will be quantified using information from the survey.

Does CSO require that any of the deliverables or materials produce under this agreement are made 508 compliant?

No.

As professors with ongoing research on Ethiopian politics and conflict, may we use the data for academic publications after sharing it with the Department of State? Will the Department of State have to pre-approve any publications that use this data?

The USG typically owns the data, but this is something we can negotiate if selected.

What is the timeline of the awards? Will it take a full 9-12 weeks until we hear back (as indicated in the NOFO).

CSO hopes to process this award as quickly as possible so the award can being on September 16. There could be delays that would lengthen this timeframe.

Are for profit organizations able to apply?

Yes but they cannot make profit off of the award.

Can a for-profit subimplementer (such as a data collection agency) make a profit?

No, sub implementers also cannot profit from the award.