Posted Notes for May 19 Open Meeting.doc

Regional Contracting Office

Leopoldo Navarro #12, Gazcue

Santo Domingo, Dominican Republic

Serving Dominican Republic, Barbados, Guyana, Jamaica

REQ 532-USAID-JAMAICA_DG_PROGRAM

Request for Comments

Due June 18, 2010

On May 19, 2010 an open meeting was held for prospective commenters at the U.S. Embassy Jamaica to discuss the proposed Scope of Work for the Democracy and Governance Program on the Caribbean Island of Jamaica.

Notes from that session are as follows:

Meeting Facilitators:

Dr. Karen Hilliard Mission Director USAID/Jamaica

Ms. Margot Francis Acquisition Specialist USAID/Jamaica

Mr. Sean Osner Program Officer USAID/Jamaica

Ms. Christina Davis Democracy and Governance Officer USAID/Jamaica

Summary of Introduction by Mission Director Karen Hilliard:

“Three years ago, the program was scheduled for close out, but the Mission Director proceeded as if it was not. Jamaica is now an active place. In fact, in light of the financial crisis, Jamaica received financial crisis supplemental funding. Many see Jamaica as a country with only all-inclusive resorts, but that is only ½ inch deep. You take that out, and that is the environment in which we work.

“Given Jamaica’s Country Assistance Strategy (CAS), we work within an inter-agency context. As it states in the CAS, Peace and Security is our primary job. This sector includes Democracy and Governance. One must remember that what happens in Jamaica, in terms of Peace and Security, affects the U.S. Jamaica is the third largest trading partner with the U.S. so, this sector is extremely important for the U.S. government (USG) overall.

“The other three sectors that are in the CAS are Education, HIV/AIDS and providing economic opportunity, which includes Agriculture and Economic Growth. All of these CAS objectives are orchestrated with the other USG agencies. But, USAID/Jamaica manages the bulk of foreign assistance.

“Overall, USAID/Jamaica has broad support in civil society, as well as an enduring and close relationship with the Government of Jamaica (GOJ), which is based on mutual respect. Before designing the CAS, consultations were held with numerous stakeholders, including GOJ and civil society.

“While this is a “small” contract, we expect excellence. In fact, we close down projects that do not produce results.

“Within the USAID/Jamaica Mission, teamwork and flexibility are key. We expect our partners to be flexible, as well. USAID/Jamaica is held in high regard throughout the island because we deliver. We expect the same of our implementers.

“Thank you for attending and we look forward to your comments.”

End of Comments by Mission Director Karen Hilliard

Summary of comments by Margot Francis:

“The agency encourages discussion when a solicitation is about to be released. The goal is to hear comments, concerns and to answer any questions you may have so USAID/Jamaica can better define our RFP. However, this is not a bidders conference. Potential offerers are simply asked to give us feedback. Of course, all questions and answers discussed will be posted for everyone.”

Question: Components 1, 2, 3, and 4 have activities that spread throughout the Caribbean. Therefore, is this a Jamaica or Caribbean project?

Answer: The U.S. has provided Jamaica with Caribbean Basin Security Initiative (CBSI) funding. In fact, 2010 is the first year the initiative has been funded. But, the CBSI has a different approach—it is regional in approach, so that is why there is a regional aspect in the various components. What regionalization means and will look like is less clear. However, one must remember that first and foremost, it is a Jamaican project, but when and where appropriate, best practices will be shared with other islands in the region, as well as synergies. It will be a collaborative approach, but again, it is first and foremost a Jamaican project with a regional flair.

Question: What is the budget of the program?

Answer: $13-18 million over 5 years, with the possibility of it being up to $25 million when taking possible CBSI funding into account.

Question: Component five has very ambitious “impact” indicators including reducing recidivism among youth throughout the Caribbean. Will we be expected to achieve that?

Answer: Again, first and foremost, the program is for Jamaica. To answer the question: No, you will not be responsible for reducing the recidivism in St. Kitts or the Bahamas. Again, best practices may be shared with other Eastern Caribbean islands.

Question: How will we know and/or receive information regarding future CBSI programs?

Answer: Of course, the whole program is contingent on the availability of funds. Exactly how the CBSI funds will be assigned and/or rolled out, we honestly do not know. That is why we’ve left that aspect of things in the Scope of Work vague.

Question: What about including workforce development in the scope of work?

Answer: In looking at the CAS, all of the USAID/Jamaica sectors contribute to reducing crime and increasing security, but it has been decided that the Democracy and Governance (DG) portfolio will not cover workforce development at this time. It is not a workforce development program, but it is covered to a certain extent in USAID/Jamaica’s economic growth portfolio. Having said that, there are some programs that fall under DG, such as Go-GSAT program that helps at-risk youth prepare for the grade Six Achievement test, that are cross-cutting. You may want to familiarize yourself with other USAID/Jamaica portfolios, where you’ll notice cross cutting themes.

Question: Are you looking for a good pilot project or program or is there a baseline already established for this program? Also, there a lot of indicators that we are expected to be held accountable?

Answer: First of all, there have been a number of assessments done revolving around the areas in the Scope of work. Several evaluations have taken place concerning USAID programs, as well as other assessments and plans, including the JCF strategic review, have also taken place. One such evaluation tool that we have used in the past are the LAPOP (Latin American Public Opinion Poll) surveys. Other evaluations, such as the USAID evaluation on Grants Pen (community policing) Initiative, and other assessments done by other organizations in Jamaica, such as Jamaicans for Justice, are also available on their websites. Even though a lot of assessments exist, we expect approximately 10% of your budget to go towards Monitoring and Evaluation. Rest assured that when the RFP is released, pertinent documents and assessments will be attached. While the indicators are broad and extensive, they are only illustrative indicators.

Question: Where do you expect these programs to take place?

Answer: The communities we may decide to work in is a joint decision between the Ministry of National Security (MNS), Jamaican Constabulary Force (JCF), and the implementing partner. It is important to have a solid partnership with both the JCF and MNS. Of course, it also depends on where the need is, but that is not to say that the rural areas should be ignored. The program is for all of Jamaica, not just Kingston, while bearing in mind that more crime occurs in Kingston than any other area.

Question: The Scope of Work is quite broad and comprehensive. Are there components that are a higher priority than others? What about the activities? Are they listed in order of priority?

Answer: Yes, the SOW is quite broad. No, all of the components are equally important, but you’ll notice estimated program cost percentages after each component. The activities are not listed in order of priority at this time. We will look over it.

Question: You talk of having grants under component two. What do you see that looking like? Also, it appears that grants could be used under components 3, 4, and 5 as well. Is this possible?

Answer: The way the grants are managed or conducted is up to the offerer. It is not prescriptive. Yes, it is possible to include grants under components 3, 4, and 5. We look forward to seeing your submissions.

Question: Public/Private Partnerships could be seen to be an important aspect of this program, right?

Answer: It could be. We look forward to seeing your proposals.

Question: You mention establishing a Transparency International Chapter in Jamaica. Has any work been done on this?

Answer: Yes, the NIAF (National Integrity Action Forum), which USAID/Jamaica under the current COMET program started, already has a relationship with Transparency International (TI). In fact, representatives came to speak to the NIAF about establishing a TI chapter here in Jamaica. How we choose to support TI and setting up a chapter is completely up to the offerer. We know the general direction, but it is up to you as to how we support it.

Question: What is the current status of the JCF and CBP (Community Based Policing)? Where are they in the process?

Answer: A huge amount of work has already been done in CBP, thanks to COMET. But, overall CBP has evolved, but currently CBP is seen as a philosophy that the JCF has embraced. Moreover, there is a lot of dialogue around how to roll out community based policing on the ground. This scope of work looks at culture change and building institutional capacity through training middle managers. Again, a lot has been done in terms of rolling out community based policing—the goal is to build on what already has been done and not to re-invent the wheel.

Question: Will we be expected to work with prosecutors and courts, as well? Who will be working with? The MNS? JCF?

Answer: This is not a rule of law program. In working with the MNS and JCF, obviously the MNS has the big picture strategy. For example, the MNS has worked with us on gang legislation and a gang strategy, but it is up to the JCF to shape their own policy and agenda. Another example are the community safety and security plans which have been approved in a number of communities, which was spear-headed by the MNS. We provided technical assistance to the communities and the SDCs (Social Development Committees), but the JCF was also involved since one of the goals is to improve police/community relationships. While it may seem a lot the scope is JCF centered, it is imperative that there are synergies between other organizations within Jamaica and the MNS. So, you’ll work with the MNS in the strategic realm and the JCF in the “on the ground” realm and implementation realm. You’ll also work with other Government agencies on various aspects, including the Ministry of Education (Safe Schools Program), SDCs, Parish Development Committees, and Community Development Committees.

Question: The juvenile justice component seems to be a whole new area for USAID/Jamaica. Is that true?

Answer: Yes. To give you a bit of a background: in the initial Scope of Work (SOW), juvenile justice was not a component. However, when we were told we might be receiving CBSI monies in Juvenile Justice, we quickly added this component. So, yes, it is a new area. Where it goes and what the component looks like is really up to you. That is one reason that component is slightly vague.

Question: Will there be any emphasis put on campaign finance reform?

Answer: It is not a priority at this time.

Question: Where do the five components come from?

Answer: The CAS has influenced this SOW, but numerous meetings with various stakeholders, including Civil Society, other International Donor Partners, numerous government officials, were held to help us determine where their priorities and USAID/Jamaica’s priorities can dovetail and work together to achieve the overall objective or a more peaceful and transparent democracy.

Question: I heard that this RFP is only open to people/organizations/contractors that have worked in Jamaica before. Is that true?

Answer: No. This will be a full and open competition RFP. Previous USAID/Jamaica experience is not required. Moreover, there is no evaluation criteria or points awarded for previous USAID/Jamaica experience.

No further questions.

Thank you.

END OF MEETING

Because of an email change in the original request for comments a second meeting was scheduled for Monday, June 7 at the Embassy in Kingston, Jamaica. Notes from that session will be posted.

This is the comments phase of the solicitation. Please provide comments to the scope of work in writing according to the directions in the Special Notice.

All questions concerning this Special Notice should be sent to the Regional Contracting Officer Susan Scott-Vargas at sjscott-vargas@usaid.gov. No telephone calls will be accepted at this time.

The full RFP is expected to be posted in Summer 2010.