Slide Deck - ASV Pre-solicitation Conference.pdf

USAID - Analytical Services V (ASV)

Pre-solicitation Conference

Dec 2024

USAID Bureau for Democracy, Human Rights, and Governance (DRG Bureau)

Kyle McGlade Customer Service Director for USAID and Dept. of State Accounts General Services Administration

Analytical Services V: Pre-solicitation Conference

Webinar Orientation and Logistics

Analytical Services V: Pre-solicitation Conference

Procurement Reminders

Casey Miskowski Contract Specialist, M/OAA/IPI2 Office of Acquisition and Assistance

USAID

The following presentation is preliminary information only.

● All information is subject to change.

● The Government is not currently soliciting offers.

● Verbal and written answers in this conference are not binding; the circumstances of the proposed acquisition may change over time.

● No part of this pre-solicitation conference will be evaluated.

● Your involvement in this pre-solicitation conference is strictly voluntary.

No costs shall be charged to the Government.

● This pre-solicitation conference does not guarantee a commitment to an award on the part of USAID.

● Feedback is welcome and encouraged.

Procurement Reminders

Background

Jonathan Rose, PhD Democracy Officer USAID/DRG Bureau

Background: Why Analytical Services?

To achieve Mission and DRG Bureau objectives, we need to:

● Continuously update our understanding of the complex and evolving DRG context to inform strategy and activity design

● Facilitate efficient and comprehensive analytical support

● Offer expertise and timely support beyond our toolbox of formal analyses

● Build local analytical capacity

Dec 2024

Background: How We Got Here

● DRG Bureau has long offered analytical services to USAID’s global workforce

● Analytical Services IV (ASIV), 2019-2024

○ $70m under an IDIQ

○ 5 awards:

■ Dev Tech

■ Development Professionals Inc.– Making Cents International

■ ME&A, Inc.

■ Navanti Group

■ Resonance Global

● ASV is switching from an IDIQ to a task order under GSA's Multiple Award Schedule (MAS)

○ Only small businesses with GSA MAS contracts are eligible

(NAICS code 541611)

● Two awards with the same SOW at $35m each ($70m total)

○ COR determines who gets assignments

● Timing (provisional):

○ Solicitation anticipated in February 2025

○ Award anticipated in summer 2025

Background: Where We’re Going

8Dec 2024

ASV LER III

Emphasis on context analysis 🗷 🗷 Rapid-response technical support 🗷 🗷 Able to provide bridge programming 🗷 🗷 Emphasis on building local capacity 🗷 🗷 Focus on learning support 🗷 🗷 Focus on evaluations 🗷 🗷

Background: Differences between ASV and LER III

9Dec 2024

Jay Gulledge, PhD Cross-sector Integration Advisor USAID/DRG Bureau

Analytical Services V: Pre-solicitation Conference

Overview of the Draft Statement of Work

● To acquire services for the DRG Bureau, USAID Missions, and other USAID operating units that will inform and advance DRG approaches and programming across the globe.

● The predominant NAICS code is 541611 – Administrative Management and General Management Consulting Services.

Analytical Services V – Draft Statement of Work Purpose

Analytical Services V – Draft Statement of Work Basic Services

Dec 2024

● Analysis, assessment and research

● Training

● Communications

● Knowledge management

● Tailored, rapid-response technical resources and support.

1. Conduct DRG-related analyses, assessments, and research to meet the needs of USAID’s global cadre.

2. Strengthen local capacity to conduct analytical work for taskings under this Activity.

3. Provide rapid response technical assistance and on-demand technical resources and expertise.

Analytical Services V – Draft Statement of Work Objectives

14Dec 2024

1. Conduct DRG-related analyses, assessments, and research to fit the needs of USAID’s global cadre.

● The majority of work is expected to fall under this objective.

● Examples: DRG Assessments, political economy analyses, sub-sectoral assessments, literature reviews, surveys, quantitative analyses.

● Cross-cutting DRG priorities will be addressed, such as gender equality, climate and environmental governance, corruption, etc.

● A dissemination plan appropriate to the customers purpose and needs.

2. Strengthen local capacity to conduct analytical work for taskings under this Activity.

● Support development of local expertise and technical capacity

(e.g., think tanks, consulting firms, universities, host-country government bodies, etc.)

● Local expertise can support USAID missions as thought leaders and lead DRG assessments, PEAs, or develop technical products.

● ASV can build local capacity by providing training (e.g., PEA/TWP workshops), pairing with an international organization, etc.

● ASV can use Grants Under Contract to foster local expertise.

15Dec 2024

3. Provide rapid response technical assistance and on-demand technical resources and expertise.

● Tailored technical support with quick turnaround.

● Less formal, more varied in nature and approach

● Examples of types of support:

○ Strategic planning, strategic communications

○ Targeted expert analysis

○ Training

○ workshops

○ networking

16Dec 2024

3. Provide rapid response technical assistance and on-demand technical resources and expertise.

● Support in transitional environments

○ Quick analysis to support near-term planning and decisions

○ Temporary technical support to fill gaps during transition

○ Rapid mobilization on timescales dictated by circumstances

○ Duration of weeks to months

17Dec 2024

● Grants Under Contract (GUC) can be used to support local organizations to provide services under ASV (e.g., local universities, think tanks, consultancies, etc.)

● Particularly relevant to Objective 2 (local capacity strengthening) but can be used to support other objectives.

● Contractor is responsible for identifying granting opportunities and administering grants.

● The program focus, types of grantees, and final grant approval remain with the tasking USAID operating unit.

● USAID expects GUCs to be a small portion of the budget.

18Dec 2024

Grants Management

Alignment with Applicable Policies

● Contractor must use approaches that are gender sensitive and compliant with ADS Chapter 205 and consistent with the USAID DRG Policy and Local Capacity Strengthening Policy.

● Contractor must follow Agency policies regarding evaluation, research, and learning, including the USAID Evaluation Policy, USAID’s Scientific Research Policy, and ADS Chapter 201 Program Cycle Operational Policy.

● Contractor should be familiar with information on DRG evidence, metrics, and approaches available on the DRG LINKS website.

Dec 2024 https://www.usaid.gov/about-us/agency-policy/series-200/205 https://www.usaid.gov/sites/default/files/2024-07/DRG%20Policy%20Guide%20240707.pdf https://www.usaid.gov/policy/local-capacity-strengthening https://lnks.gd/l/eyJhbGciOiJIUzI1NiJ9.eyJidWxsZXRpbl9saW5rX2lkIjoxMTMsInVyaSI6ImJwMjpjbGljayIsImJ1bGxldGluX2lkIjoiMjAyMjA4MjQuNjI2ODQ4MDEiLCJ1cmwiOiJodHRwczovL3d3dy51c2FpZC5nb3YvZXZhbHVhdGlvbi9wb2xpY3k_dXRtX21lZGl1bT1lbWFpbCZ1dG1fc291cmNlPWdvdmRlbGl2ZXJ5In0.g_BuBDn78zKlSzkwcqf-VMbD842DHwR2rSqK-IafxUQ/s/2145354465/br/142981875435-l https://www.usaid.gov/policy/scientific-research https://www.usaid.gov/sites/default/agency-policy/201.pdf https://www.drglinks.org/

Contractors will develop tools, templates, and procedures to ensure high quality, cost effective products and technical assistance.

● ASV Menu of Options — What services are available?

● Templates for tasking requests, concept notes and budget templates for Objectives 1 & 3; Objective 2 taskings should be integrated into taskings under Objectives 2 & 3.

● Standard Operating Procedures for the most commonly requested services (e.g., DRG Assessments and PEAs)

Analytical Services V – Draft Statement of Work Tasking Procedures

Specific Tasking Procedures

● Request for service is made to the ASV COR and the COR helps the requester fill out the Tasking Request Form.

● The COR assigns the task to one Contractor, based on expertise, workload, capacity, etc. COR may consult Contractor but assignment is at COR’s discretion.

● Contractor provides a Concept Note and budget within 15 business days.

Contractor may seek clarification from USAID during this time.

● USAID reviews proposal and COR responds within 7 days.

● Contractor revises the proposal based on USAID review and resubmits to COR. If revised proposal is satisfactory, COR approves.

Once the COR approves the proposal, work may begin.

● With oversight from COR, Contractor is responsible to ensure the work adheres to the Concept Note and budget.

● If an amendment is needed, Contractor will raise it with the COR and ensure the changes are clearly documented and communicated with the relevant stakeholders.

● Contractor must manage costs incurred and track progress made on each approved sub-activity independent of other approved sub-activities.

Analytical Services V – Draft Statement of Work Specific Tasking Procedures

Lessons Learned from Previous Program Experience

Stephanie Flamenbaum Democracy Specialist

● Demand for analytical services can be uneven and unpredictable, often comes in waves, and is geographically varied.

● Identifying and onboarding consultants in a timely manner can be a challenge. Delays can be mitigated by having a large bullpen of consultants and rapid onboarding procedures.

● Balanced Level of Effort for home office personnel is vital.

Concentrating too many responsibilities in one or a few personnel degrades ability to respond to taskings and product quality.

Lessons Learned – Process

● Utilization of research findings presents a persistent challenge

● Desire for technical resources outside of formal (and often slow) analyses

● The ability/capacity to respond rapidly to democratic openings and changes in political context is important

Lessons Learned – Utilization

Frequently Asked Questions

Jay Gulledge, PhD Integration Advisor

Why two awards? Will USAID consider more than two awards?

● We believe having two awards under the GSA MAS schedule will meet our needs, while providing maximum flexibility and efficiency.

Will USAID consider not using GSA MAS so other small businesses can apply?

● Only small businesses with GSA MAS contracts to provide professional services are eligible to apply.

Will there be a set-aside for 8a, WOSB, HUBZone, etc.?

● USAID anticipates a total small-business set-aside under the GSA

MAS mechanism. No other set-asides are anticipated.

Frequently Asked Questions – Procurement

How will USAID assign tasks to the two ASV contractors?

● The COR will have discretion to assign tasks based on a variety of factors, including availability, capacity, expertise, etc. The COR may consult with the contractors in making this decision.

● To the extent feasible, the COR will strive for transparency with regard to the rationale for assignments.

● USAID does not anticipate a division of geographic scope.

● USAID does not envision requiring the two contractors to work together, but is open to them doing so by choice.

Frequently Asked Questions – Contract Administration

Frequently Asked Questions – Contract Administration

How will USAID coordinate the work of the two contractors?

● USAID envisions joint planning meetings between the ASV COR and contractors to ensure seamless implementation and avoid duplication of efforts.

● The ASV contractors will use common performance measures and tools, as detailed in section C.8.b in the draft SOW.

● USAID welcomes recommendations on ways to increase collaboration, coordination, and cross-fertilization between the two ASV contractors.

Q&A - Procurement, Background, Statement of Work

Please use the chat to ask questions.

Draft Application Instructions

April O’Neill Democracy Officer

Key Personnel Senior Program Manager:

● Primary liaison with COR; Responsible for day-to-day contract administration; Ensures implementation in accordance with the approved budget, USAID rules and regs, and the specifications in the SOW.

● PhD with 12 years of relevant experience with DRG research and analysis OR MA with 15 years; Experience managing worldwide analytical programs; Ability to think strategically and communicate w/ partners, colleagues, and customers.

Key Personnel Research Director

● Manages all aspects pertaining to research, analysis, and technical assistance; Ensuring the high quality and rigor of taskings;

developing study designs; overseeing the technical and methodological aspects of implementing the taskings, etc.

● Graduate degree (PhD or MA) and at least 10 years of experience in DRG research, learning, and analysis; Demonstrated experience applying different research frameworks/methodologies and best practices in research utilization and dissemination.

Key Personnel Logistics Manager:

● Managing tasking delivery; Tracking deadlines for deliverables;

Ensuring that taskings proceed on-time/within budget; Leading recruitment and onboarding consultants, and; Overseeing logistics for consultants.

● Experience overseeing multiple tasks and priorities simultaneously;

high school diploma and 4 years of experience assigning staff and/or short-term consultants worldwide in the most expedient and cost effective manner.

Technical Evaluation Criteria

Technical Factors

Factor 1 - Technical Approach

Factor 2 - Management Approach & Institutional Capacity

Factor 3 - Scenarios

Factor 4 - Past Performance

Opportunities for Partnership

Casey Miskowski Contract Specialist, M/OAA/IPI2 Office of Acquisition and Assistance

USAID

Joint Venture (GSA MAS)

● Formed to pool resources of separate businesses to support the mission of a Government agency successfully and cost-effectively

● Considered a new legal entity (separate SBA approval, federal identification number, SAM user account)

● Small businesses in the SBA Mentor-Protege program may form a joint venture with their mentor (even if a large business) and compete together for small business contracts

● Joint ventures of multiple small businesses still qualify for small business set-aside contracts if documentation meets SBA requirements

● More information here

Opportunities for Partnership

Dec 2024 https://www.sba.gov/federal-contracting/contracting-assistance-programs/sba-mentor-protege-program https://www.sba.gov/federal-contracting/contracting-guide/types-contracts#section-header-12

MAS Contractor Team Arrangement (CTA)

● 2 or more GSA MAS schedule contractors work together to meet the need

● Arrangement between the contractors, NOT forming a new company

○ Requires a specific MAS CTA Agreement that defines roles, responsibilities, etc.

○ Completed CTA Agreement would be submitted as part of offer package

○ More information here

● If competing for a small business set-aside, all members of CTA must meet required socioeconomic status and limits on subcontracting (see FAR 52.219-14)

● FAR subpart 9.6, Contractor Team Arrangements, does NOT apply to MAS CTA arrangements

Opportunities for Partnership

Dec 2024 https://www.gsa.gov/buy-through-us/purchasing-programs/multiple-award-schedule/help-with-mas-contracts-to-sell-to-government/team-up-with-other-mas-contractors https://www.acquisition.gov/far/52.219-14

Subcontracting

● FAR 52.219-14 Limitations on Subcontracting: For services, the Contractor

“will not pay more than 50 percent of the amount paid by the Government for contract performance to its subcontractors that are not similarly situated entities. Any work that a similarly situated entity further subcontracts will count toward the prime contractor’s 50 percent subcontract amount that cannot be exceeded.”

● Similarly situated entity, as used in the clause cited above, means a first-tier subcontractor that:

○ Has the same small business program status that qualified the prime Contractor

○ Is considered small under the NAICS code assigned to the contract

Opportunities for Partnership https://www.acquisition.gov/far/52.219-14

Q&A - Draft Application Instructions Opportunities for Partnerships

Please use the chat to ask questions.

● Please tell us if you are planning to apply using the Google form that will be sent out via email.

● Business names and email addresses of participants will be shared on SAM and eBuy to facilitate networking and opportunities for partnership

● Conference materials will be posted on SAM and eBuy

Analytical Services V: Pre-solicitation Conference

Reminders!

41Dec 2024