RFI No. 7200AA25RFI00002 - USAID CPS Institutional Support Services.pdf

Notice Type: Request for Information (RFI) Subject: USAID/CPS Institutional Support Services RFI Number: 7200AA25RFI00002 Issuance Date: Monday, December 2, 2024 Closing Date & Time: Friday, December 20, 2024, at 12:00 pm EST Submit Responses to: Alex Russell alrussell@usaid.gov and

Laura Battos lbattos@usaid.gov

The U.S. Agency for International Development (USAID) Bureau for Conflict Prevention and Stabilization (CPS) is contemplating procuring services as described within this document. The purpose of this Request for Information (RFI) is to conduct market research to gain a better understanding of the capabilities of interested contractors who may be able to provide the services described herein. USAID may use the responses to this RFI for information and planning purposes to ensure that USAID meets its needs in the most effective, economical, and timely manner.

USAID currently procures similar services under two separate task orders awarded to small business concerns. As it is currently contemplating consolidating the requirements under a single contract or order, USAID is particularly interested in whether the contemplated requirement may be suitable for award to a small business concern.

USAID welcomes feedback on whether there are barriers to small business concerns’ ability to provide the contemplated services and any potential solutions to those barriers identified.

The services to be procured under this requirement are likely to be for non-commercial services. The predominant NAICS code is contemplated to be 541611 - Administrative Management and General Management Consulting Services. The order of magnitude of the procurement is currently estimated to be between $50-$100 million over five (5) years.

This RFI is not a solicitation for work or a request for proposals, proposal abstracts, or quotations, and must not be construed as an obligation on the part of USAID. Interested parties may identify their interest and capability to respond to the requirements described below. Responses to this RFI are not offers and cannot be accepted by USAID to form a binding contract. Responses to this RFI are strictly voluntary, and USAID will not pay respondents for information provided in response to this RFI.

Submissions in response to this RFI will not be returned and respondents will not be notified of the results of the review.

If a solicitation is issued for this requirement, it is the responsibility of interested parties to monitor subsequent communications for further information. USAID encourages mailto:alrussell@usaid.gov mailto:lbattos@usaid.gov interested parties to monitor its Business Forecast for the most up-to-date information regarding potential contracting opportunities. This RFI does not restrict the U.S.

Government's acquisition approach on any future solicitations.

Please see Attachment 1 for instructions on how to submit a response to this RFI and Attachment 2 for a summary of the contemplated services. Responses are due from interested parties by the date and time indicated above. Responses received after this date and time may not be reviewed. No phone calls related to this RFI will be accepted, and all correspondence must be via email.

USAID/CPS appreciates any feedback provided. Thank you for your time and interest.

Respectfully, Alex J. Russell Contracting Officer

USAID/M/OAA/CPS

Attachments:

Attachment 1 – Instructions for Responses Attachment 2 - Summary of Contemplated Services

Request for Information (RFI) No. 7200AA25RFI00002 2 https://www.usaid.gov/business-forecast

Attachment 1 – Instructions for Responses

Responses must follow the instructions for each section as described below.

Submissions exceeding the specific page limits below may not be read.

Responses must be received no later than the date indicated on the cover page of this RFI. These responses must be submitted by email only to the names and email addresses listed above. In the subject line, respondents must reference: “RFI No.

7200AA25RFI00002 – USAID/CPS Institutional Support Services.” Facsimile, mailed, and hand-carried submissions will not be accepted. Receipt of responses may not be acknowledged. Inquiries regarding this notice will not be entertained.

All responses must be written in English and may be submitted in either Microsoft Word or PDF format. Respondents must use only 8.5 inch by 11 inch (215.9mm x 279.4mm) paper, single-spaced pages with margins no less than one (1) inch on each border.

Respondents must utilize Arial font size 11. Tables, charts, graphs, etc. are subject to the page limitations, but may utilize Arial font size 9.

All information received in response to this RFI marked “Proprietary” will be protected and handled accordingly. Respondents are responsible for adequately marking proprietary information contained in their response. Respondents are solely responsible for any and all expenses associated with responding to this RFI.

Responses to this RFI must include the following:

1. Cover Page with Business Information – one (1) page maximum

The response must include the following information on the first page (the cover page):

● Organization’s name and physical address

● Organization’s Unique Entity Identifier (UEI)

● Organization point of contact name, telephone number, and email address

● Organization’s size status (i.e. either a small business concern or other-than-small business concern) for the contemplated NAICS code and any socioeconomic status (i.e. small disadvantaged business [SDB] concern, 8[a] program participation, HUBZone small business concern, service-disabled veteran-owned small business [SDVOSB] concern, economically disadvantaged women-owned small business [EDWOSB] concern, and/or women-owned small business [WOSB] concern)

● Whether the organization holds a contract under any best-in-class (BIC) contracting vehicles that allow for orders under the contemplated NAICS code.

Examples of such vehicles may include the General Service Administration’s Multiple Award Schedules (MAS) and indefinite delivery indefinite quantity (IDIQ) contracts, such as HCaTS, OASIS, and OASIS+. For each contracting vehicle, provide the contract name, contract number, and awarding agency name

● Whether the organization holds an active facility clearance (FCL) and, if so, at what level (e.g. Secret, Top Secret)

Request for Information (RFI) No. 7200AA25RFI00002 3

2. Capability Statement Narrative - five (5) pages maximum

The response must include a short Capability Statement, of no more than five (5) pages (number each page of the capability statement consecutively), to accompany the Cover Page, describing your organization’s current and previous experience implementing contracts addressing the areas listed in the “Summary of Contemplated Services” in Attachment 2.

3. (Optional) Feedback on Contemplated Procurement - two (2) pages maximum

The respondent may elect to provide feedback on the contemplated services, such as whether any aspects may require greater clarification or whether there are any opportunities for potential efficiencies or streamlining. USAID is particularly interested in ensuring the participation of small businesses in its procurement opportunities to the greatest extent possible. The respondent may make note of any potential barriers to the participation of a small business concern in a potential procurement and/or the provision of the contemplated services. USAID welcomes potential solutions to these barriers, including best practices the respondent has observed in other solicitations.

[End of Attachment 1]

Request for Information (RFI) No. 7200AA25RFI00002 4

Attachment 2 - Summary of Contemplated Services

CPS BUREAU - INSTITUTIONAL SUPPORT SERVICES

Key Information

Place of Performance: The preponderance of the contemplated award’s work will be performed in Washington, DC, to support USAID/CPS’s central operations within USAID/Washington. However, the fulfillment of the requirements of the award may require engaging remote personnel (either CONUS or OCONUS), and the contractor must provide support to these personnel in carrying out their duties. In addition, the contractor must provide support to contract personnel who, at the direction of USAID, may be required to perform temporary duty (TDY) assignments in support of USAID/CPS’s field programs in the countries where USAID/CPS implements activities or provides technical assistance and other support.

Period of Performance: USAID/CPS expects a future potential award to have a period of performance of five (5) years, inclusive of options.

Summary of Existing Awards: USAID/CPS currently procures similar services through two institutional support contract (ISC) task orders. Their general scopes of work are summarized here.

● Task Order 1: The objective of this task order is to support the bureau and office operations and ability to respond appropriately and in a timely fashion to achieve its mission. The contractor will provide critical administrative, operations and technical expertise and services and establish efficient and compliant policies and procedures that will allow it to support bureau and office operations and programming as needed. The contractor may be required to provide surge capacity and increase its level of support in times of greater need. An adaptable approach that prioritizes flexibility, close collaboration, and responsiveness throughout the life of the contract will be required. The contractor shall provide and support a team that will offer expertise, services and assistance in the following or related lines of effort:

○ Administrative, Operations and Technical Support;

○ Strategic Communications, Outreach, Reporting, and Information

Management;

○ Acquisition and Assistance Design and Management; and

○ Human Resources and Personnel Support.

● Task Order 2: USAID/CPS must be positioned to respond quickly and effectively to political transition and stabilization needs in foreign policy priority countries.

CPS employs personnel in Washington, DC, and across the world using a range of hiring mechanisms, including Personal Service Contracts (PSCs) and U.S.

Direct Hires, with support from institutional support contractors. The contractor will support USAID/CPS in this effort by enabling responsive staffing of USAID/CPS teams and providing critical technical, administrative, and operational support. The contractor will establish and maintain efficient and

Request for Information (RFI) No. 7200AA25RFI00002 5 compliant policies and procedures that will allow it to support USAID/CPS operations as needed. The contractor must provide surge capacity and increase its level of support for USAID/CPS in times of greater need. This ability requires an adaptable approach that prioritizes flexibility, close collaboration, and responsiveness throughout the life of the contract. To facilitate its responsiveness, the contractor must prepare and maintain a pool of potential personnel from whom intermittent support and expertise in a wide array of technical and operational areas may be drawn as required by USAID/CPS. The contractor must also maintain sufficient recruitment, hiring, human resources, and administrative support to efficiently and effectively provide a team of personnel under this contract in order to meet the needs of a contingency office that is responsive to narrow windows of opportunity. For all personnel engaged, the contractor must provide the equipment, supplies, and support required for them to carry out their responsibilities with efficacy. The contractor will provide and support a team that will offer expertise and assistance in the following tasks:

○ Recruitment and Workforce Support;

○ Mapping, Data Analysis and Visualization, and Geo-referencing Support;

○ Graphic Design;

○ Communications, Outreach, and Social Media Support;

○ Administrative and Operational Support;

○ Knowledge Management, Monitoring and Evaluation (M&E), and

Reporting Support;

○ Intermittent and Short-Term Technical and Advisory Support;

○ Ancillary Information Technology Support; and

○ Support for Capacity-Building Activities.

Draft Statement of Work (SOW)

Part 1 - Purpose The U.S. Agency for International Development (USAID), Bureau for Conflict Prevention and Stabilization (CPS) requires timely administrative, operations, and technical support in coordinating and conducting USAID’s prevention, conflict and violence mitigation programs, stabilization and transition activities, and other initiatives or programming.

Part 2 - Background USAID’S Bureau for Conflict Prevention and Stabilization fosters stable and peaceful societies in complex political transitions and conflict-prone environments to create a foundation for sustainable development and advances U.S. national security interests.

CPS guides USAID’s approach in fragile states, contested spaces, and political transitions. We catalyze interagency coordination and provide rapid, fit-for-purpose support to USAID Missions and our partners. We adapt our conflict prevention, peacebuilding, stabilization, civ-mil cooperation, and political transition support to drivers of instability and the growing complexity of modern conflict. For more information visit:

https://www.usaid.gov/about-us/organization/bureau-conflict-prevention-and-stabilization

Request for Information (RFI) No. 7200AA25RFI00002 6 https://www.usaid.gov/about-us/organization/bureau-conflict-prevention-and-stabilization

The CPS Bureau is comprised of:

● Bureau Front Office (FO);

● Office of Administrative Management Services (AMS);

● Office of Civilian-Military Cooperation (CMC);

● Center for Conflict and Violence Prevention (CVP);

● Office of Transition Initiatives (OTI); and

● Program Office (PO).

Part 3 - Objectives The objective of this contract is to support the CPS Bureau’s operations and ability to respond appropriately and in a timely fashion to achieve its mission. The contractor will provide critical administrative, operations, and technical expertise and services, and establish efficient and compliant policies and procedures that will allow it to support CPS’ operations and programming as needed. The contractor may be required to provide surge capacity and increase its level of support in times of greater need.

An adaptable approach that prioritizes flexibility, close collaboration, and responsiveness throughout the life of the contract will be required. The contractor shall provide and support a team that will offer expertise, services, and assistance in the following or related lines of effort:

1. Administrative and Operations Support;

2. Strategic Communications, Outreach, Reporting, Social Media, and Information

Management;

3. Monitoring, Evaluation, and Learning (MEL) and Knowledge Management (KM);

4. Sectoral and Technical Expertise;

5. Mapping, Data Analysis and Visualization, and Geo-referencing Support;

6. Graphic Design;

7. Ancillary Information Technology Support;

8. Recruitment and Workforce Support;

9. Intermittent and Short-Term Technical and Advisory Support; and 10.Other Support.

The details of these lines of effort as outlined below may be adapted during the life of the contract. For any labor category in each line of effort or related issue listed below, the contractor may be requested to provide long-term or short-term (“surge”) staff.

Surge staff, often needed on very short notice, is an ad hoc capacity needed in response to new, heavy workload demands both in the field and in Washington.

The Contracting Officer (CO) and Contracting Officer’s Representative (COR) will provide technical direction to the contractor. In addition, Activity Managers may be put in place by USAID for contract management and oversight to specific CPS organizational units. Contractor or subcontractor staff providing support to CPS may be required to work in either USAID office space or in contractor-supplied space. Some positions, at the discretion of CPS, may be eligible for remote status dependent on duties and CPS requirements, which may shift.

Request for Information (RFI) No. 7200AA25RFI00002 7

Part 4 - Statement of Work The contractor shall provide a range of personnel and services, including long-term or short-term (“surge”) personnel and other support to advance CPS’s overall mission on prevention, conflict and violence mitigation, and stabilization.

USAID/CPS must be positioned to respond quickly and effectively to political transition and stabilization needs in foreign policy priority countries. USAID/CPS employs personnel in Washington, DC, and across the world using a range of hiring mechanisms, including Personal Service Contracts (PSCs) and U.S. Direct Hires, with support from institutional support contractors. The contractor will support USAID/CPS in this effort by enabling responsive staffing of USAID/CPS teams and providing critical technical, administrative, and operational support.

The relationship between USAID/CPS and the contractor will be characterized by close communication, cooperation, and coordination. Such an integrated, collaborative approach is essential for maintaining the operational and programmatic flexibility that is required to support the mandate of USAID/CPS. The foundation of a collaborative and coordinated approach must include frequent and open communication about performance, both of the contractor and of its personnel. USAID/CPS expects that the contractor will work collaboratively to ensure that feedback to personnel is delivered in a timely and meaningful manner, not only to redress issues but also to recognize successes.

4.a Lines of Effort The contractor shall provide administrative, operational, and technical assistance, including advisory and professional staff, services and other support, in a range of lines of effort and related areas in order to support CPS’s mission. The contractor should bear in mind that the examples listed under each line of effort below are illustrative;

other activities in other related areas may be required to meet the objectives of the award. The lines of effort include, but are not limited to the items listed below.

1. Administrative and Operations Support: Support may include, but is not limited to, the activities outlined here.

a. General Support

i. Manage tasks and records management and correspondence that support effective administration and operations;

ii. Ensure office equipment is maintained and order and manage supplies;

iii. Review, evaluate, and improve administrative and operational systems and protocols;

iv. Establish and maintain files; including hard copies, electronic files and databases;

v. Work with technical and other staff on correspondence, reports, etc., for format, grammar, and punctuation, and removing typographical errors; and

Request for Information (RFI) No. 7200AA25RFI00002 8

vi. Schedule and manage meetings - including securing room, printing needed documents and escorting guests.

b. Travel Coordination

i. Coordinate all aspects of travel arrangements, adhering to Bureau and Agency procedures and documentation, and provide guidance and support to staff on travel arrangements;

ii. Prepare and process travel authorizations (TA) and process travel vouchers in accordance with USAID guidelines and procedures;

and

iii. Manage hard copy and electronic files related to travel and related information.

c. Planning, Policies and Protocols

i. Assist with the regular review of applicable USAID policy information (including Automated Directives System [ADS] Chapters and other information) and provide recommendations for modification as necessary;

ii. Provide expertise and support on strategic planning, assessment, analysis, and recommendations and guidance and training related to technical and operational policies and protocols or programming in a variety of sectors to support bureau and office objectives;

iii. Provide support in developing and maintaining bureau or office standard operating procedures or policies.

d. Other Administrative / Clerical Support / Facilitation and Events

i. Provide key needs such as administrative assistant, specialists, office manager or other roles as required;

ii. Record and track activity approvals in relevant information systems and monitor their related budgetary impacts;

iii. Provide all aspects of administrative support to organize and manage conferences, events or meetings and focus groups including facilitation, food, refreshments, supplies, etc;

iv. Conduct research and preparation of charts and other presentation materials; and

v. Provide telephone and receptionist services and maintain calendars.

e. Finance and Budget

i. Manage tasks and documentation that support effective administration and execution of program and Operating Expense (OE) funds;

ii. Provide analysis, projections, tracking, reconciliations, reporting and other functions; and

iii. Review and facilitate clearance of correspondence and track requests for funding or related financial or budget issues.

2. Strategic Communications, Outreach, Reporting and Information Management:

Support may include, but is not limited to, the activities outlined here.

a. Strategic Communications

Request for Information (RFI) No. 7200AA25RFI00002 9

i. Support the development and implementation of an outreach and communications strategy for internal and external audiences;

ii. Conceptualize and plan briefings and other events;

iii. Advise staff and senior management on issues related to communications strategy and the development and dissemination of information;

iv. Prepare speeches and talking points;

v. Support video or photography and related needs; and

vi. Prepare and update standard information packages on programs or operations, for briefings and for distribution to the public and the media.

b. Reports and Information

i. Support the conceptualization and development of information products to inform the public, think tanks, Congress, the media, Department of Defense, Department of State, other USG agencies, foreign governments, NGOs/PVOs, international organizations, and other USAID offices/bureaus and Missions.

ii. Respond to general information requests or develop and maintain information products as needed. Requests will range in length, format, content and topic depending on the subject and audience, and may have time-sensitive deadlines. Information products include, but are not limited to: fact sheets; annual or semi-annual reports; program activities and accomplishments or success stories; Agency-level products; social media content; videos and photographs; situational reporting; case studies; research reports;

country or regional documents or reports; lessons learned studies;

briefing books; graphics, maps, or charts; policy or strategy papers;

external requests such as Freedom of Information Act (FOIA) and Office of Inspector General (OIG); etc;

iii. Provide support as a notetaker at, and prepare and distribute proceedings or reports for relevant conferences and meetings; and

iv. Support and generate content of Intranet and Internet pages and social media accounts and platforms or other systems and platforms.

c. Other Support

i. Manage and input data into databases and other platforms or systems; and

ii. Support application of information tools and issues, software, and additional technology options including mobile platforms, training, liaise with CIO as needed.

3. Monitoring, Evaluation, and Learning (MEL) and Knowledge Management (KM):

Support may include, but is not limited to, the activities outlined here.

a. Provide desk reviews of data, surveys, analysis methodologies, and manage subcontracts for further support;

Request for Information (RFI) No. 7200AA25RFI00002 10

b. Provide desk reviews of data, surveys, analysis methodologies, and manage subcontracts for further support;

c. Producing reports and products to capture best practices and lessons learned from data; recommending modifications to programs and processes in light of evidence; and coordinating with training and education systems;

d. Provide personnel and material support and training for KM needs, assisting in the development and management of comprehensive KM systems for programs and processes, in coordination with existing USAID mechanisms and policies, and provide support for organizing information and publications;

e. Developing and managing web-based KM systems to support USAID/CPS, providing operators and technical support for USAID/CPS knowledge management and communication systems, coordinating knowledge management efforts with USAID/CPS workflow, programmatic, and professional development processes, and coordinating USAID/CPS knowledge management/ICT with USAID-wide efforts and policies to improve knowledge management across the agency and with USG and non-USG partners.

4. Sectoral and Technical Expertise: Support may include, but is not limited to, the activities outlined here.

a. Sectoral and technical experts may be needed related to the general areas of conflict, violence, peacebuilding, stabilization, and related issues.

Illustrative themes in these areas are countering violent extremism (CVE);

atrocity prevention; gender-based violence (GBV); youth peace and security (YPS); women, peace, and security (WPS); and crime and violence prevention.

b. Sectoral and technical experts may support strategic planning, assessment, analyses, and recommendations and guidance and training related to technical and operational policies and protocols or programming in a variety of sectors to support bureau objectives.

5. Mapping, Data Analysis and Visualization, and Geo-referencing Support: Support may include, but is not limited to, the activities outlined here.

a. The contractor will provide support to USAID/CPS and other USAID offices or missions for mapping/geo-referencing and core data visualization and analysis through a cohort of analysts and technical specialists.

b. The contractor’s team will collaborate closely with USAID/CPS staff in Washington and in the field in support of geospatial and other analytic services and will work directly with both USAID and implementing partner staff.

c. Potential contractor use and application of geographic information system (GIS) tools, methods, and processes will depend upon the specific context and discussions with USAID/CPS and will be updated on an ongoing

Request for Information (RFI) No. 7200AA25RFI00002 11 basis. The contractor’s team will be expected to produce more than hundreds of maps and other products per year in response to critical foreign policy initiatives in countries.

6. Graphic Design: The contractor will provide graphic design services to USAID/CPS in support of program and information management, analysis, planning, outreach, and strategic engagement. Specific tasks may include the following:

a. Providing graphic design for USAID/CPS field programs and Washington operations.

b. Procuring visual and graphic resources as required.

c. Advising on the use of visualizations to more effectively communicate information.

d. Producing data visuals and graphics for outreach and advocacy.

7. Ancillary Information Technology Support: As directed by USAID/CPS, the contractor will be required to provide information technology support ancillary to the work performed by other personnel under this statement of work.

a. Developing, managing, maintaining, and/or supporting information technology (IT) systems developed to manage USAID/OTI operations and programs.

b. The contractor will work in close coordination with USAID/CPS Information Technology (IT) staff, knowledge management experts, program performance management specialists, training team, and other analysts and specialists, including USAID/CPS Implementing Partner staff, in the creation of interactive products, websites, platforms, and applications for use by USAID/CPS programs for data analysis and visualization purposes.

c. The contractor will also provide support and expertise related to the use of information and communications technology (ICT) by USAID/CPS, its implementing partners, and local partners.

8. Recruitment and Workforce Support: Support may include, but is not limited, to the activities outlined here.

a. Recruitment and administrative support for a variety of hiring types or staffing mechanisms in Washington, D.C. and other locations;

b. The contractor shall provide support in the recruitment, negotiation, award, and administration of staff in accordance with standard operating procedures to effectively maintain long term workforces and surge capacity;

c. Knowledge of and expertise in federal hiring practices, including various hiring authorities and their limitations used within USAID;

d. Intensive support to and liaising with Administrative Management Service (AMS) and Human Resources (HR) staff and CPS Bureau to ensure actions are done in a timely fashion to meet CPS needs as a contingency bureau;

Request for Information (RFI) No. 7200AA25RFI00002 12

e. Manage and process administrative requests and security related issues, including file management of official office files - both electronic and paper related to personnel and staffing issues;

f. Assist in the orientation and onboarding and training of new staff of a variety of hiring types by conducting briefings on essential requirements and responsibilities, providing new hires with “starter” kits of supplies and materials; to include a new staff briefing binder and other documents;

g. Support staff of a variety of hiring types in day to day services and requests, assist with space and logistics;

h. Assist with workforce planning and strategic staffing analysis; and

i. Provide support on staff care and related issues and liaise with the

Agency Staff Care Center as needed.

j. Of note, USAID/CPS has a number of U.S. Personal Services Contractors

(USPSCs). The contractor will provide specific support in the recruitment, negotiation, award, and administration of USPSCs to effectively build and maintain USAID/CPS’ long-term workforce and surge capacities. The level of effort required to fulfill this task will depend upon the state of USAID/CPS programs. All recruitment and workforce support activities are completed in consultation with and at the direction of the cognizant Contracting Officer in the Office of Acquisition and Assistance (OAA) and relevant teams within USAID/CPS. The contractor will also assist in the administration of these USPSCs, including reviewing documentation and providing recommendations to the Contracting Officer on contractual issues, required approvals, and modifications. This requires the knowledge of Federal and Agency acquisition and assistance rules, regulations, policies and procedures, including but not limited to the Federal Acquisition Regulation (FAR), OMB Circulars, USAID Automated Directives System (ADS), the USAID Acquisition Regulation (AIDAR), Office of Acquisitions and Assistance Contract Information Bulletins (CIB), Office of Acquisition and Assistance Administrative Memoranda (OPAM), Office of Acquisition and Assistance Procurement Executive Bulletins (PEB), and Acquisition and Assistance Policy Directives (AAPD).

9. Intermittent and Short-Term Technical and Advisory Support: Support may include, but is not limited to, the activities outlined here.

a. As directed by USAID/CPS, the contractor will be required to engage subject matter experts and specialists on a short-term and/or intermittent basis in support of USAID/CPS’s Washington, D.C., operations as well as overseas needs.

b. Such short-term or intermittent support may be technical or advisory in nature and may support a wide array of functions and areas of effort. The nature, length, and scope of short-term assignments will be jointly agreed upon by USAID/CPS and the contractor.

Request for Information (RFI) No. 7200AA25RFI00002 13

10.Other Support: Additional lines of support may include, but are not limited to, the activities outlined here.

a. Special Studies and Reports: Upon request by the COR, the contractor will conduct special studies to answer questions that may impact response, operational, management, and programmatic efforts and write various reports and briefing books for all levels of government. This may require the use of short-term consultants who are recognized as subject matter experts in the pertinent field of study.

b. Support to USAID Personnel: At the direction of USAID/CPS, contractor support for program-funded USAID personnel may include, but is not limited to, the following: refreshments, incidentals, travel and/or logistical support, conference and/or training fees, and use of contractor communications and information and communications technology (ICT) equipment purchase and management/inventory. Support to non-program funded USAID Personnel may be required when the appropriate funding (e.g. Operating Expense funds) is provided by USAID and used for such purposes.

c. Training and Staff Capacity-Building Support: The COR may direct the contractor to conduct or support training and capacity development activities. The contractor must also collaborate as necessary with other USAID/CPS staff who act as subject matter experts/resources, as training designers/providers, and as instructors.

d. Travel Coordination: If directed by the COR, the contractor must assist with coordinating all aspects of travel arrangements for USAID/CPS staff, adhering to Agency and CPS Bureau procedures, in close coordination with USAID/CPS’ in-house travel staff.

4.b Contractor Requirements The contractor's duties shall include providing all necessary staff and services, technical assistance, and contract implementation to support any of the technical areas or related areas in the statement of work.

The contractor shall be prepared to deliver any of the following services or other related services outlined here. See also “Deliverables and Tasks.”

1. Contract Performance

a. The contractor is responsible for overall contract performance and management of activities within the direction provided by USAID. This includes appropriate and sufficient staffing, management and administrative structures, equipment and supplies, subcontracts, offices and facilities, and communications and reporting.

b. The contractor shall assure that the expertise assigned is appropriate to the needs of the contract and that resources are used in a cost-effective manner.

c. The contractor will adapt as directed by USAID throughout the life of the contract. This may include expanding or reducing operations as required

Request for Information (RFI) No. 7200AA25RFI00002 14 and ensuring sufficient financial and personnel resources are available on short notice.

2. Financial and Data Management

a. The contractor is responsible for the management of all obligated funds.

The contractor shall provide data and reporting on financial matters to USAID as directed including specific pipelines and projections and submit monthly invoices in a timely fashion with sufficient information as directed by USAID.

b. The contractor is responsible for collecting and reporting on data as directed by USAID.

c. USAID retains ownership of all data produced for and by this contract.

3. Coordination and Collaboration and Support to Other Entities

a. As directed by USAID, it is expected that the contractor will share any and all data and information (excluding issues like proprietary information or personally identifiable information [PII]), including analyses and evaluations with USAID, other USG entities, and other contractors and awardees. In coordination with USAID, the contractor shall cooperate and coordinate its activities with other on-going activities.

b. As USAID typically has multiple contractors or awardees to support its work, if directed by USAID, the contractor may work in close coordination with other contractors or awardees. Beyond the sharing of information or data as noted above, this may include combined planning sessions or training; sharing of reports, analyses or lessons learned; and designing shared strategies, etc.

4. Operations

a. The contractor is responsible for setting up and maintaining offices and facilities, including all relevant equipment and supplies, information technology (IT) and communications equipment to support staff and systems to meet the requirement of the contract. The contractor is responsible for putting in place effective systems and processes for the procurement of goods and services in support of the overall contract.

Some staff hired by the contractor may utilize USG space or supplies and equipment.

i. The contractor will provide dedicated office space in support of the execution of the contract requirements as well as conference space in support of USAID/CPS events and meetings. The contractor must consult with the COR and receive concurrence prior to securing any dedicated workspace for the performance of this contract.

b. The contractor is responsible for identifying and retaining high quality staff to manage overall operations and contract implementation and management. The contractor is responsible for creating and managing appropriate and flexible administrative and management structures to successfully accomplish the requirements of the contract. USAID, will approve all positions and the timing for hiring personnel to fill positions through the Staffing Plan and may participate in the interview process.

Request for Information (RFI) No. 7200AA25RFI00002 15

USAID will determine which positions require security clearance when the final Program Description is submitted to the contractor for recruitment and hiring.

i. A Staffing Plan is also required to ensure adequate and appropriate staff are in place for a successful program implementation is required to be updated annually or as directed by USAID. See below for additional details on this deliverable.

ii. If required, six-day work weeks, without premium pay, may be authorized by the CO under this contract.

5. Reporting: Overall management and award reporting guidelines for specific reporting requirements for financial and other reporting needs will be determined by USAID.

6. Short-Term and Long-Term Technical Assistance and Subcontractors: The contractor is responsible for providing Short-Term and Long-Term Technical Assistance to meet any identified need to ensure the requirements of this contract are met.

7. Professional Development and Staff Care: In consultation and coordination with CPS, the contractor must provide the requisite training, professional development, and staff care for all of its personnel engaged under this contract.

Training and professional development may include, but is not limited to, online training, in-person trainings/learning events, training/learning materials, attendance at professional conferences, and related travel costs and logistical support. Staff care may include, but is not limited to, confidential consultations and counseling, stress management support, emotional health and resilience training, work/life resources, wellness programs, and related programming.

8. Facilities Security Clearances

a. The contractor must possess and maintain a Facilities Security Clearance from the Defense Security Service (DSS) that will allow the contractor to request the processing and issuance of Secret or Top Secret security clearances for the contractor’s long-term and short-term personnel as required. This contract is dual purpose, meaning that some positions will require access to classified information and/or designated restricted space, while other positions will not. As such, the contract will be subject to the requirements of FAR Subpart 4.4 and ADS 567 and the security classification specifications contained in the DD Form 254, and HSPD-12 requirements.

b. Contractor Facility Security Officers (FSOs) are responsible for initiating Visit Authorization Letters/Visit Authorization Requests on all cleared contractor personnel who access USAID spaces in the performance of this contract.

4.c Deliverables and Tasks Dates for each Deliverable and Task are to be determined, and may be changed, by the COR. Approval of all Deliverables and Tasks is done by the COR, with the exception of the Branding Implementation Plan and Marking Plan, which requires CO approval.

Request for Information (RFI) No. 7200AA25RFI00002 16

1. Kickoff Conference: If directed by USAID, the contractor is responsible for organizing and hosting a Kickoff Conference to bring the contractor, USAID and other entities as determined by USAID together to review initial Work Plans and Staffing Plans and timelines and prepare for the launching of a new award.

2. Staffing Plan: The contractor is responsible for submitting a Staffing Plan, to include all staffing inclusive of subcontractors. This Plan will be updated annually or as directed by USAID.

3. Work Plan: The contractor is responsible for submitting a Work Plan, to include operational goals and requirements and subcontracts. This Plan will be updated annually or as directed by USAID.

4. Branding Implementation Plan and Marking Plan: The contractor is responsible for submitting a Branding Implementation Plan and Marking Plan in accordance with the USAID Graphic Standards Manual and Partner Co-Branding Guide and ADS 320, Branding and Marking.

5. Annual Inventory: The contractor must update its inventory of non-expendable property at a minimum of every six (6) months. The contractor must submit its inventory to USAID/CPS annually throughout the life of the contract, or as otherwise requested by the COR. See AIDAR 752.245-70 for additional information and requirements.

6. Monthly and Annual Reports

a. The contractor must submit a succinct monthly report, to include financial information, on its activities and progress in the performance of this contract. At a minimum, the report must contain the staffing report required by paragraph (d) of AIDAR 752.204-72. Additional specifications for the exact format, content, and length of the report will be determined in coordination with the COR, who may change requirements for this report throughout the life of the contract as needed.

b. The contractor must submit a succinct annual report on its activities and progress in the performance of this contract, which will take the place of the relevant Monthly Report. Additional specifications for the exact format, content, and length of the report will be determined in coordination with the COR, who may change requirements for this report throughout the life of the contract as needed.

c. In the final year of the contract, the Annual Report will be replaced by the Final Report.

7. Close-Out Plan

a. The contractor is responsible for submitting a Close-Out Plan in the final year of the award (final due date to be determined by the COR).

b. The specifics of what should be included in the Plan will be at the discretion of the COR, but may include though is not limited to administrative issues, staffing plans, budget and financial planning, and subcontract close-out and audit.

Part 5 - Government-furnished Property All U.S. Government-funded property (either contractor-acquired or U.S.

Government-furnished) must be inventoried as required by FAR Part 45. The contractor

Request for Information (RFI) No. 7200AA25RFI00002 17 must maintain and update this inventory over the entire course of the contract in accordance with the ADS and AIDAR 752.245-70 and submit to the COR as required.

Although the contractor should anticipate that the majority of its personnel will be required to work from its dedicated worksite or remote locations as appropriate, the work of some personnel may be facilitated by being onsite at USAID’s headquarters.

The COR will provide technical direction to the contractor specifying the personnel to which this applies. For these personnel, USAID will provide an onsite workstation (cubicle or office) and appropriate IT equipment, such as a computer and a desk telephone. USAID will provide orientation and training on USAID-specific systems, policies, and procedures particular to the work to be performed by the contractor personnel, such as network, systems, and applications to which contractor personnel will have access as a part of their workstation configuration.

[End of Attachment 2]

Request for Information (RFI) No. 7200AA25RFI00002 18