RFTOP - 72039120R00008.pdf

RFTOP No. 72039120R00008 Financial Management and Capacity Building Support Services for HSA and DOHS

REQUEST FOR TASK ORDER PROPOSAL (RFTOP)

RFTOP Issuance Date: February 19, 2021 Deadline for Submitting Questions: 14:30 PST on February 26, 2021

RFTOP Closing Date: March 24, 2021 Closing Time: 23:59 (Pakistan Standard Time)

Subject: Request for Task Order Proposal (RFTOP) Number: 72039120R00008

Financial Management and Capacity Building Support Services for Health Services Academy (HSA) and Department of Health, Sindh (DOHS) Task Order

Reference: Pakistan Capacity Development Services - Indefinite Delivery Indefinite Quantity (IDIQ) Contracts

Dear Sir/Madam:

The United States Government, represented by the U.S. Agency for International Development (USAID) through its Mission in Pakistan (USAID/Pakistan), is soliciting proposals from the holders of the above referenced IDIQ to provide specific services and related activities as described in the Statement of Work (SOW), Section C of this RFTOP. Section C describes the complete statement of work, goals and expected results. The authority for this RFTOP is found in the Foreign Assistance Act of 1961, as amended.

The objective of the task order is to provide Financial Management and Capacity Building Support Services to the Health Services Academy (HSA) and the Department of Health, Sindh (DOHS) which includes developing Human Resource structure, review of standard operating procedures, organogram, staffing plan, provision of training, strengthening of staff capacity, procurement procedures, internal audit function, information technology set-up, fixed asset management procedures, review of financial transactions, development of procurement plan, updating risk mitigation plan and financial reporting for HSA and DOHS. The principal geographic code for this contract is 937 and the North American Industry Classification System (NAICS) code is 541990.

USAID/Pakistan encourages IDIQ holders to indicate their interest in this solicitation by submitting a proposal in accordance with the instructions contained in Section L of this RFTOP. The proposal must indicate “USAID/Pakistan Financial Management and Capacity Building Support Services for Health Services Academy (HSA) and Department of Health, Sindh (DOHS) by (Name of the Offeror)” and submitted to the below stated email addresses no later than the deadline for submission specified in this Cover Letter.

The Offeror should carefully consider Section L “Instructions to Offerors” and Section M “Evaluation Factors for Award" of this solicitation. All proposals must be signed by an official who is authorized to bind your organization with the U.S. Government (USG). All the proposals must be submitted by the designated date and time indicated above. Proposals received after the closing date and time will be processed as late and handled in accordance with FAR 52.215-1. Proposals in response to this RFTOP must be valid for 120 days from the closing date.

Any questions regarding this RFTOP must be submitted in writing to the attention of Mr. Abid Ali Rizvi (Acquisition and Assistance Specialist) at arizvi@usaid.gov and Mr. Muhammad Yasser (Administrative Contracting Officer) at myasser@usaid.gov indicating “USAID/Pakistan Financial Management and Capacity Building Support Services for Health Services Academy and Department of Health Sindh - Questions” no later than the deadline for questions specified above. Unless otherwise notified by an mailto:arizvi@usaid.gov mailto:myasser@usaid.gov amendment to this RFTOP, USAID will not answer questions after the deadline. Offerors must not submit questions to any other USAID staff, including the technical offices. Answers to all questions, received by the deadline, indicated in this Cover Letter, will be communicated through an Amendment to this RFTOP and will be shared with the IDIQ holders.

Oral instructions or explanations given before the award of the contract resulting from this solicitation will not be binding. Please confirm receipt of this solicitation in its entirety. USAID bears no responsibility for data errors resulting from email exchange. Issuance of this solicitation does not in any way obligate the USG to award a contract, nor does it commit the USG to pay for costs incurred in the preparation and submission of a proposal. Furthermore, the Government reserves the right to reject any or all proposals, if such action is considered to be in the best interest of the USG.

Thank you in advance for your support and interest in USAID Pakistan’s program.

Sincerely, /S/

Robert Parnell Supervisory Contracting Officer Office of Acquisition and Assistance USAID/Pakistan

SOLICITATION, OFFER, AND AWARD 1. THIS CONTRACT IS A RATED ORDER

RATING

PAGE OF PAGES

3 | 79

2. CONTRACT NUMBER

3. SOLICITATION NUMBER

72039120R00008

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED

02/08/2021

6. REQUISITION/PURCHASE NO.

REQ-391-21-000019

7. ISSUED BY CODE BH 8. ADDRESS OFFER TO (If other than Item 7)

OFFICE OF ACQUISITION AND ASSISTANCE (OAA),

USAID/PAKISTAN, U.S. EMBASSY

DIPLOMATIC ENCLAVE, RAMNA 5

ISLAMABAD, PAKISTAN

See Cover Letter of This Solicitation

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

SOLICITATION

9. Sealed offers in original and _0_ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in N/A until N/A local (Islamabad) time N/A .

CAUTION — Late Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-10. All offers are subject to terms and conditions Contained in this solicitation.

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

INFORMATION CALL:

Abid A. Rizvi AREA CODE +92 51

NUMBER

2014000

EXT.

ARizvi@usaid.gov

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 03 X I CONTRACT CLAUSES 41

X B SUPPLIES OR SERVICES AND PRICE/COST 07 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 11 X J LIST OF ATTACHMENTS 43

X D PACKAGING AND MARKING 22 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 24 K REPRESENTATIONS, CERTIFICATIONS 44

X F DELIVERIES OR PERFORMANCE 26 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 34 L INSTRS., CONDS., AND NOTICES TO OFFERORS 48

X H SPECIAL CONTRACT REQUIREMENTS 39 M EVALUATION FACTORS FOR AWARD 57

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _120_ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

15A. NAME CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND OFFER (Type or print)

ADDRESS

OF

OFFEROR

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE 17. SIGNATURE 18. OFFER DATE

AREA CODE

NUMBER

EXT.

ADDRESS IS DIFFERENT FROM ABOVE

- ENTER SUCH ADDRESS IN

SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

See Section G

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c) (1) 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE

See Item 7 above

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT -- Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

mailto:ARizvi@usaid.gov

TABLE OF CONTENTS

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS 7

B.1 PURPOSE 7

B.2 CONTRACT TYPE 7

B.3 TOTAL ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT 7

B.5 PAYMENT OF FIXED FEE 8

B.6 PAYMENT UNDER FIRM FIXED PRICE 8

B.7 INDIRECT COSTS (Cost Plus Fixed Fee Portion) 9

B.8 SECURITY COSTS 10

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 11

C.1 TITLE OF ACTIVITY 11

C.2 OBJECTIVE 11

C.3 BACKGROUND 12

C.4 STATEMENT OF WORK 14

SECTION D—PACKAGING AND MARKING 21

D.1 AIDAR 752.7009 MARKING (JAN 1993) 22

D.2 BRANDING 22

D.3 BRANDING STRATEGY 22

D.4 DELIVERABLES IN PAPER FORM 22

D.5 DELIVERABLES IN ELECTRONIC FORM 23

SECTION E - INSPECTION AND ACCEPTANCE 24

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 24

E.2 INSPECTION AND ACCEPTANCE/RESPONSIBLE OFFICIAL 24

SECTION F - DELIVERIES OR PERFORMANCE 26

F.1 PERIOD OF PERFORMANCE 26

F.2 PLACE OF PERFORMANCE 26

F.3 PERFORMANCE STANDARDS 26

F.4 AUTHORIZED WORK DAY/WEEK 26

F.5 REPORTS AND OTHER DELIVERABLES 27

F.6 PROGRAM CONSIDERATIONS 32

F.7 PERSONNEL 32

F.8 OBTAINING EXCEPTION FROM TAXATION FOR USAID-FINANCED ACTIVITIES 33

F.9 VALUE ADDED TAX (VAT) OR GENERAL SALES TAX (GST) 33

SECTION G - CONTRACT ADMINISTRATION DATA 34

G.1 ADMINISTRATIVE CONTRACTING OFFICE 34

G.2 CONTRACTING OFFICER’S AUTHORITY 34

G.3 CONTRACTING OFFICER’S REPRESENTATIVE 34

G.4 TECHNICAL DIRECTION 34

G.5 ACCEPTANCE AND APPROVAL 36

G.6 PAYMENT AND PAYING OFFICE 36

G.7 AIDAR 752.7003 DOCUMENTATION OF PAYMENT (NOV 1998) 36

G.8 INVOICING INSTRUCTIONS 37

G.9 ACCOUNTING AND APPROPRIATION DATA 37

G.10 CONTRACTOR’S PRIMARY POINT OF CONTACT 37

G.11 COMMUNICATION PROTOCOLS 37

SECTION H - SPECIAL CONTRACT REQUIREMENTS 39

PART II - CONTRACT CLAUSES 41

SECTION I – CONTRACT CLAUSES 41

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 43

SECTION J - LIST OF ATTACHMENTS 43

PART IV - REPRESENTATIONS AND INSTRUCTIONS 44

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS 44

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR 48

L.1 GENERAL INSTRUCTIONS TO OFFERORS 48

L.2 VOLUME I – TECHNICAL PROPOSAL 49

L.3 VOLUME II – COST PROPOSAL 52

SECTION M – EVALUATION FACTORS FOR AWARD 57

M.1 BEST VALUE CONTINUUM 57

M.2 OVERVIEW 57

M.3 TECHNICAL EVALUATION CRITERIA 57

M.4 EVALUATION METHODOLOGY 60

M.5 DETERMINATION OF THE COMPETITIVE RANGE 62

M.6 EVALUATION OF COST PROPOSALS 62

Acronym List

ADS USAID’s Automated Directives System AIDAR USAID Acquisition Regulation BIP Branding Implementation Plan BS Branding Strategy CFR Code of Federal Regulations CLIN Contract Line Item Number COP Chief of Party CPFF Cost Plus Fixed Fee CPR Contractor Performance Reports DOHS Department of Health, Sindh DUNS Data Universal Numbering System EXO USAID’s Executive Officer FAR Federal Acquisition Regulation FFP Firm Fixed Price G2G Government to Government GOP Government of Pakistan GST General Sales Tax HR Human Resources HSA Health Services Academy IDIQ Indefinite Delivery Indefinite Quantity IP Implementing Partner IR Incident Report LOE Level of Effort M&E Monitoring and Evaluation MP Marking Plan NDAA National Defense Authorization Act (NDAA) NICRA Negotiated Indirect Cost Rate Agreement NOC Non-Objection Certificate OAA USAID’s Office of Acquisition and Assistance ODC Other Direct Costs OFM Office of Financial Management PCDS Pakistan Capacity Development Services PFMRAF Public Financial Management and Risk Assessment Framework PMU Project Management Unit QA/QC Quality Assurance and Quality Control RFTOP Request for Task Order Proposal RMP Risk Mitigation Plan SF Standard Form SIR Serious Incident Report SITREP Situation Report SOP Standard Operating Procedures SOW Statement of Work TO Task Order TOCO Task Order Contracting Officer TOCOR Task Order Contracting Officer’s Representative TOT Training of Trainer USAID United States Agency for International Development U.S.C. United States Code USG United States Government VAT Value Added Tax

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The United States Agency for International Development’s (“USAID” or the “Agency”) mission to the Islamic Republic of Pakistan (“Pakistan,” and, together, “USAID/Pakistan” or the “Mission”) requires TBD (“TBD” or the “Contractor”) to provide Financial Management and Capacity Building Support Services for the Health Services Academy (HSA) and Department of Health, Sindh (DOHS) in conjunction with the direct Government to Government (G2G) support provided by USAID/Pakistan (Project) as described in Section C of this RFTOP.

B.2 CONTRACT TYPE

The contract type for this TO is a combination award consisting of Cost Plus Fixed Fee (CPFF) Completion type contract and Firm Fixed Price (FFP) type contract.

Under the Cost Reimbursement Completion portion of the contract, the Contractor must furnish all personnel, materials, equipment, supplies, facilities, services and perform all activities necessary for, or incidental to, the Statement of Work (SOW) (Section C.4.1) not specifically identified under Firm Fixed Price (FFP) portion.

Under the FFP portion of the task order, the Contractor must furnish the required deliverables as identified in the SOW (Section C.4.2) and other sections of the TO not specifically identified under the Cost Reimbursement Completion portion.

The Contractor must provide the deliverables and outputs described in Section C, Section D, and Section F of this TO and comply with all TO requirements.

B.3 TOTAL ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

The total estimated cost for the performance of work required hereunder, exclusive of fixed fee, if any, is $TBD. The fixed fee, if any, is $TBD. The total estimated cost-plus-fixed fee and firm-fixed-price is $TBD.

a) The total estimated ceiling cost of Cost Reimbursement Completion portion of the contract during the Base Year is $TBD, inclusive of fixed fee $TBD.

b) The total estimated ceiling cost of Cost Reimbursement Completion portion of the contract during the Option Year 1 is $TBD, inclusive of fixed fee $TBD.

c) The total estimated ceiling cost of Cost Reimbursement Completion portion of the contract during the Option Year 2 is $TBD, inclusive of fixed fee $TBD.

d) The total estimated ceiling cost of the Firm Fixed Price (FFP) portion during the Base Year is

$TBD.

e) The total estimated ceiling cost of the Firm Fixed Price (FFP) portion during Option Year 1 is

f) The total estimated ceiling cost of the Firm Fixed Price (FFP) portion during Option Year 2 is

g) Within the estimated cost plus fixed fee and firm fixed price amount specified above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance is $TBD.

h) The Contractor shall not exceed the obligated amount unless authorized by the Contracting Officer pursuant to the clause entitled “Limitation of Funds” (FAR 52.232‐22).

i) Funds obligated hereunder are anticipated to be sufficient through [to be inserted at the time of award].

j) Any costs that exceed the obligated amount is unallowable.

The Contractor will not be paid any amount in excess of the ceiling price.

B.5 PAYMENT OF FIXED FEE

Pursuant to FAR 16.306(d), the fixed fee payable under Cost Reimbursement portion of the award is tied to the accomplishment of the deliverables outlined in Sections C and F that are specified in Table below.

Upon successful achievement of the deliverable, the Contractor shall provide evidence of the achievement to the Task Order Contracting Officer’s Representative (TOCOR) and Administrative Contracting Officer (ACO) or the TOCO. Upon acceptance by USAID and receipt of approval from the TOCO or the ACO, the Contractor shall submit an invoice for the amount of the fee associated with the deliverable.

The Contractor will be paid the amount of fee specified for each denoted performance objective, deliverable or output set forth in the table below upon acceptance by the TOCOR. Because the clause entitled “Allowable Cost and Payment” (FAR 52.216-8) is applicable to this order, the terms and conditions of this clause apply after total payments of fixed fee reach eighty‐five percent (85%) of the total fixed fee.

Fixed Fee Payment Schedule

No. Performance Objective/Deliverable/Output Reference Amount ($)

1 To be proposed by offeror and inserted at award stage 2 To be proposed by offeror and inserted at award stage 3 To be proposed by offeror and inserted at award stage 4 To be proposed by offeror and inserted at award stage

B.6 PAYMENT UNDER FIRM FIXED PRICE

Pursuant to FAR 52.232-1 Payments, the Government will make payments as per schedule of payments for Firm Fixed Price portion of the award provided in the table listed below: The payments are tied to the accomplishment of the deliverables outlined in Sections C and F that are specified in the Table below.

Upon successful achievement of the deliverable, the Contractor shall provide evidence of the approval of the TOCOR. Upon acceptance by USAID and receipt of approval from the TOCOR or the ACO, the Contractor shall submit an invoice for the FFP deliverable associated with the TO.

No. Performance/Objective/Deliverable/Output Reference Amount ($)

HEALTH SERVICES ACADEMY (HSA)

1. Conduct a Baseline survey C.4.2.a.1 and F.5.13.5

2. Review and develop an organogram along with reviewing and developing the HR strategy C.4.2.a.2 and F.5.13.6

3. Provide support and advice on impact of transitory provisions under the Act.

C.4.2.a.3 and F.5.13.7

4. Develop job descriptions and/or update existing job descriptions.

C.4.2.a.4 and F.5.13.8

5. Develop standard operating procedures (SOP) C.4.2.a.5 and F.5.13.9

6. Develop an effective procurement plan C.4.2.a.6 and F.5.13.10

7. Quarterly review of cost share reports submitted.

C.4.2.a.7 and F.5.13.11

8. Conduct training needs assessment and then conduct training sessions

C.4.2.a.8 and F.5.13.12

9. Update RMP on a quarterly basis C.4.2.a.9 and F.5.13.13

10. Ensure appropriate steps are taken to reflect

USAID funds on government budget C.4.2.a.10 and F.5.13.14

11. Review all reimbursement requests ensuring compliance with the terms and conditions of the USAID Agreement

C.4.2.a.11 and F.5.13.15

DEPARTMENT OF HEALTH SINDH (DOHS)

12. Conduct a Baseline survey C.4.2.b.1 and F.5.13.20

13. Human Resource gap analysis and support C.4.2.b.2 and F.5.13.21

14. Develop and update existing Job descriptions C.4.2.b.3 and F.5.13.22

15. Develop Standard Operating Procedures ensuring effective and clear communication C.4.2.b.4 and F.5.13.23

16. Develop/update Quality Assurance and Quality Control (QA/QC) procedure manual

C.4.2.b.5 and F.5.13.24

17. Quarterly cost share reporting review C.4.2.b.6 and F.5.13.25

18. Conduct Training sessions C.4.2.b.7 and F.5.13.26

19. Quarterly RMPs updates C.4.2.b.8 and F.5.13.27

20. Reflection of USAID assistance on GoS’ budget C.4.2.b.9 and F.5.13.28

21. Compliance of payment/liquidation reports C.4.2.b.10 and F.5.13.29

22. Travel policies and training there against C.4.2.b.11 and F.5.13.30

B.7 INDIRECT COSTS (Cost Plus Fixed Fee Portion)

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases for prime contractors and their major subcontractors (“major subcontractors” are those subcontractors expected to perform at least 20% of the technical effort).

PRIME CONTRACTOR

Description Rate Base Type Period

TBD TBD 1/ 1/ 1/

TBD TBD 2/ 2/ 2/

TBD TBD 3/ 3/ 3/

1/Base of Application Type of Rate:

Period:

Source:

2/Base of Application

Type of Rate:

Period:

3/Base of Application

Period:

Source:

MAJOR SUBCONTRACTOR(S)

Description Rate Base Type Period

TBD TBD 1/ 1/ 1/

TBD TBD 2/ 2/ 2/

TBD TBD 3/ 3/ 3/

1/Base of Application Type of Rate:

Period:

Source:

2/Base of Application

Type of Rate:

Period:

3/Base of Application

Period:

Source:

The Contractor will make no change in its established method of classifying or allocating indirect costs that impacts this contract without the prior written approval of the TOCO.

Reimbursement for indirect costs must be at final negotiated rates, but not in excess of ceiling rates specified under the IDIQ.

The Government must not be obligated to pay any additional amount associated with indirect costs above the ceiling rates established in the contract. This advance understanding must not change any monetary ceiling, cost limitation, or obligation established in the contract.

Contractors are allowed to recoup indirect costs (OH, G&A, etc.) as other direct costs if it is part of the contractor’s usual accounting procedures, consistent with FAR Part 31 and the Contractor’s NICRA.

B.8 SECURITY COSTS

The Contractor must provide USAID/Pakistan a security plan (referenced in Section H.30 and Attachment J.3 of the IDIQ contract) and budget for security costs as part of the proposal. The Security Plan and budget must delineate and justify the reasonableness of all costs and provide a coherent, overall integrated security plan that demonstrates that the Contractor has undertaken a thoughtful review of their security needs and includes analysis of the various elements of a security plan.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 TITLE OF ACTIVITY

The Contractor will provide “Financial Management and Capacity Building Support Services for the Health Services Academy (HSA) and Department of Health, Sindh (DOHS)”

C.2 OBJECTIVE

The objective of this TO is to provide financial management and capacity building support services to HSA and DOHS, and to address the fiduciary risks identified in the risk assessments.

Overall Contract Requirements:

The following is required of the Contractor:

1. Apply a Collaborating, Learning, and Adapting (CLA) approach to implementation. This entails continuously assessing the activity’s causal pathways, target outcomes, and adjusting the interventions and approach as necessary to maximize success, leverage opportunities for building local capacity and capture and utilize lessons from an integrated approach to programming.

2. Identify, develop, and implement “win-win” collaborations with the GOP to advance the impact of Financial Management and Capacity Building Support Services for the Health Services Academy (HSA) and Department of Health, Sindh (DOHS).

3. Prioritize the utilization and strengthening of local systems to ensure sustainability of interventions.

This should include the transfer of technical skills and organizational capacities to relevant local organizations, and collaboration with other implementing partners that provide targeted capacity development services to local partners where relevant, as well as close collaboration with the GOP, particularly at the district level, and with community governance structures.

C.2.a For HSA the areas of support include human resource management, procurement, information technology, monitoring and evaluation, developing specific operational procedures, staff training and overall financial management support.

The overall objective of this activity is to focus on the following:

i. Update/developing specific standard operating procedures/guides in Financial Management, Procurement, Monitoring and Evaluation, and Human Resource and Management in compliance with GOP requirements and in relation to USAID assistance.

ii. Review HR structure of HSA and provide staff for supporting the capacity of HSA in relation to the project.

iii. Provide necessary support and training on financial and management functions related to the Project.

iv. Build the capacity of the HSA in relation to compliance with requirements of USAID Agreements and applicable GoP and USAID regulations.

v. Apprise USAID on financial management and any other issues that could hamper the overall objectives of the Project.

vi. Ensure all the costs claimed by the Project for reimbursement is allowable, allocable and reasonable, and as per the agreed terms between USAID & HSA.

vii. Provide periodic updates on the status of risks and corresponding mitigating actions as stated in the Risk Mitigation Plan (RMP).

viii. Provide information technology professionals to (1) develop and implement a cost effective and efficient solution for financial management, and (2) assist HSA in developing overall systems architecture for HSA.

ix. Provide advice on implementation to fulfill requirements under the Health Services Academy

Restructuring Act 2018 (Act).

x. Support in developing statutory authorities and developing statutes, rules and regulation under the

HSA Act.

xi. Provide support to develop an effective internal audit system.

C.2.b For DOHS the areas of support include human resource management, procurement, information technology, monitoring and evaluation developing specific operational procedures, staff training and overall financial management support.

The overall objective of this activity is to focus on the following:

i. Establish Standard Operating Procedures (SOP) for Monitoring and Evaluation, Human Resource, Financial Management, Procurement, and Internal audit, provide training on these SOPs and develop tools for various elements of project management using GoS applicable policies and approved practices.

ii. To provide short-term support to the DOHS in relation to Strengthening Technical Capacity of Department of Health (STCDHS) under the Government to Government assistance agreement for establishing and improving systems and procedures to manage USAID funded activities.

iii. Enhance capacity primarily of Project Management Unit personnel to procure, monitor and manage its programmatic activities and its inherent risks,

iv. Ensure operation of necessary and adequate financial and management capabilities and competitive procurement policies and systems,

v. Ensure an effective project Monitoring and Evaluation system is in place and provide assistance for compliance with the terms and conditions of the USAID Agreements,

vi. Ensure the mitigating actions against the identified risks in the Risk Mitigation Plan (RMP) are completed within the agreed timeframe,

vii. Ensure compliance with conditions and fiduciary requirements as identified in the Implementation Letter.

viii. Ensure USAID is billed for only allowable, allocable, and reasonable costs in accordance with the term of the USAID Agreement, and

ix. Advise any upcoming issues of fiduciary nature which might impact timely completion of

STCDHS.

Services under this TO will cover activities as defined above for the life of the Project, or as per any modification and amendment.

C.3 BACKGROUND

C.3.1 Health Services Academy (HSA)

The Health Services Academy (HSA) is the first Degree Awarding Institute (DAI) of Public Health Sciences in Pakistan. It was established as an in-service training institution in 1988 by the Ministry of Health. However, in 2002 HSA was granted status as an autonomous institution under the Ministry of

Health. In 2011 HSA was placed under the Ministry of National Health Services Regulation & Coordination, Government of Pakistan. The Higher Education Commission has granted No Objection Certificate (NOC) to HSA to commence the Master of Science in Public Health (MSPH). The first MSPH course in HSA after the grant of the Degree Awarding Institute commenced on 15th September,2020. The "Strengthening of Health Services Academy, Islamabad" project envisages to contribute in bridging the gaps of the Academy identified by the Higher Education Commission (HEC), to function efficiently as a Degree Awarding Academic Institution. The specific objectives of the G2G activity with HSA project are to:

i) Enhance capacity of 'HSA to reach its full potential to become a premier training center for pre, in-service and long-term degree trainings

ii) Increase student enrollment through linkages/relationships with provincial health departments and academic institutions, both nationally and regionally

iii) Increase the number of graduate and doctoral level academic programs at HSA and joint programs with International universities through offering certificate/module/short courses on priority areas (such as health systems strengthening, health economics and maternal child health, family planning etc.)

iv) Develop Distant Learning programs on priority public health areas and expand Outreach within the country and region

v) Enhance quality of existing courses Develop Programs in priority areas as the Maternal and Neonatal Child Health, Family Planning and Health Systems Strengthening etc.

vi) Promote collaboration with departments, public health institutes, and affiliated units/organizations/universities nationally, regionally and internationally for research, training and knowledge translation to policy.

vii) Develop the Think Tank Unit of the Academy, a unit to ensure that the decision-making process is guided by scientific evidence, national priorities and local realities by making use of collective wisdom.

viii) Build capacity of provincial public health institutes (e.g. Provincial Health Services Academies, Provincial Health Sector Reform Units, PHDCs, other non-governmental institutions) in the field of public health departments/authorities with the objective to improve their institution/academies to achieve targets reflected in Pakistan Vision 2025 and SDGs.

The G2G activity is programmed to achieve the above objectives is under the following heads,

1. Academics and institutional strengthening

2. IRC , ICT, Lab and Alumni network

3. Scholarships and research grants

4. Health and Population Think Tank

5. Operational and logistic support

This G2G support to HSA was started in March 2018 and is expected to complete in December 2022, with an expected funding of approximately $3 million. The Project will be executed by HSA and funds will be disbursed using the Assignment Account Process per the Ministry of Finance Assignment Account Notification of 2010. A Project Director will be notified by the Government of Pakistan (GoP), which is a requirement for such projects, who will be responsible for the project and HSA will maintain the books of account and project documentation.

USAID conducted a Technical and Management Assessment (TMA) and Public Financial Management and Risk Assessment Framework (PFMRAF) Stage II assessment of HSA, to identify potential programmatic/technical and fiduciary risks, which may impact project performance and achieving program results. PFMRAF is also designed to identify, evaluate, and propose measures to mitigate transactional level fiduciary risks of target partner government institution’s PFM systems at the country, sector, or sub-national government. These risks along with proposed mitigating measures are consolidated in a RMP. The Contractor will implement the RMP, which will be shared after issuance of the contract.

C.3.2 Department of Health, Sindh (DOHS)

The Technical and Management Assessment (TMA) of the Department of Health, Sindh (DOHS) conducted by USAID found disconnect amongst the Secretariat, office of Director General Health Services Sindh (DGHSS) and district health offices. The assessment pointed to the need for technical support at the Health Secretariat, DGHSS and Provincial Health Development Center (PHDC) levels to strengthen the use of information, improve contract management, rationalize, retain, and increase human resource capacity, and monitor and supervise existing staff, reinforcing the need for a roadmap approach to improve the operational and technical stewardship of the Department of Health Sindh (DOHS).

The assessment revealed that “The DOHS Secretariat’s use of information is fragile, particularly for using data for decision making.” Staff does not have adequate analytical abilities. This is largely due to the lack of a functional monitoring and supervisory system, limited skills and training, and insignificant accountability and effective governance. Administrative and technical processes of the DGHSS office are shown to lack capacity for pursuing and tracking progress of planned targets set by decentralized M&E cells. The DOH is also undergoing automation through a public sector development initiative, with the potential to improve efficiency, transparency, and accountability in deploying human resources and tracking service delivery progress. However, the DOHS lacks regular technical staff that can carry forward this responsibility to manage and maintain the interrelated tasks and strengthen the health system. The assessment concluded that targeted technical support was essential. This TMA led to consensus to provide technical support to the DOHS Sindh to deliver its mandate to the best possible capacity, improving its monitoring, supportive supervision, and analytical capacity. This could, in turn, impact and harness donor investments and contribute to a longer-term goal of self-reliance and sustainability.

Implementation Letter #1 under project commitment letter No. 391-DOHS-STC-001-001 amendment # 01, No. 391-PEPA-HPN-DOHS-00 was signed between USAID and Department of Health Sindh on August 16, 2018 and sub obligated $1,000,000 under cost reimbursement mechanism of STCDHS which is three years planned activity with Total Estimated Cost of $1,500,000. The purpose of this G2G activity is to (1) Strengthen performance based monitoring & evaluation functions of the Health Department, Government of Sindh by establishing the Health Information Management Cell (HIMC) in the Development Wing (2) Strengthen the technical evaluation and surveillance capacities of the Health Department, Government of Sindh by elevating M&E unit at DGHSS office Hyderabad to the level of Directorate of M&E and Surveillance and (3) Strengthening Provincial Health Development Center (PHDC) by developing a Knowledge Management Unit (KMU) to enhance its functional capacities and evaluation.

USAID has conducted a Public Financial Management and Risk Assessment Framework (PFMRAF) Stage II assessment of the Department of Health Sindh in relation to STCDHS, to identify potential fiduciary risks, which can impact project performance and achieving program results. PFMRAF is also designed to identify, evaluate, and propose measures to mitigate transactional level fiduciary risks of target partner government institution’s Public Financial Management (PFM)systems at the country, sector, or sub-national government. These risks along with proposed mitigating measures are consolidated in a RMP. The Contractor will implement the RMP, which will be shared after issuance of the contract.

C.4 STATEMENT OF WORK

The specific tasks to be covered under this assignment are:

C.4.1 COST PLUS FIXED FEE (CPFF) COMPLETION

C.4.1.a For HEALTH SERVICES ACADEMY (HSA):

1. Provide short- and medium-term consultants to temporarily fill the human resource gaps for critical functions until permanent staff is hired by HSA in relation to the Project. This is with the understanding that HSA will be hiring additional staff. Experienced and adequately qualified consultant staff consists of procurement specialist (short term), Finance Manager (medium term), HR officer (medium term), ERP specialist (medium term). Staffing needs will be assessed every year and the duration of the support will be confirmed in the annual work plan.

2. Ensure that the Project has a reliable accounting/bookkeeping system that meets its needs and is in compliance with the applicable policies and procedures. This includes designing payment mechanisms that contain pre-payment verification function, scheme and format of annual financial statements and cost centers for allocation of budgets and expenditures per the Act, and developing a budgetary framework as per relevant rules and regulations.

3. Ensure HSA in relation to the Project consistently and accurately produces reliable financial statements from the General Ledger, the financial statements are reviewed by organization’s management, and corrective actions are taken when necessary.

4. Ensure compliance with GoP processes on budgeting and financial management including compliance with applicable assignment account procedures, effective foreign currency risk management, support in effective management of advances disbursed by USAID, assistance in proper maintenance of books of account, compliance with contractual payment terms, proper reconciliation of books of account and, accurate reporting on timely basis.

5. Review financial transactions under the Project to ensure costs are allowable, allocable and reasonable and ensure payment process is safeguarded by providing well documented delegation of authority with adequate segregation of duties and internal control systems. Also ensure:

- Existence of internal control policies, procedures and practices in place and understood by everyone.

- Development of audit statements of work, audit findings and recommendations are managed and closed within the agreed timeframe.

- Assets and important documents including financial records are safeguarded. Also ensure that back up for all critical records are appropriately stored.

- Bank accounts are accurately reconciled on a monthly basis. Documentary evidence of who prepared, reviewed and approved them, with corresponding signatures affixed.

- Any other related financial support service within the scope of this Task order in relation to payment, verification, reconciliation and reporting are completed.

6. Provide IT professionals to (1) develop and implement a cost effective and efficient solution for financial management, and (2) assist HSA in developing overall systems architecture for HSA.

C.4.1.b For DEPARTMENT OF HEALTH SINDH (DOHS):

1. Provide short term consultants to temporarily fill the human resource gaps for critical functions until the permanent staff is hired by the DOHS and applicable allied departments in relation to STCDHS. This is with the understanding that DOHS is in the phase of hiring additional staff. The staff are: M&E Manager, Finance Manager, HR manager, Procurement person for periodic advice and review, Internal Audit Manager, IT expert, and a database administrator. Short-term staffing needs will be assessed every year and the duration of the short term support will be confirmed in the annual work plan. Ensure that the Project Management Unit (PMU) of STCDHS has a reliable accounting/bookkeeping system that meets its needs and is in compliance with the applicable policies and procedures.

2. Ensure STCDHS consistently and accurately produces reliable monthly financial statements from the General Ledger, the financial statements are reviewed by organization’s management, and corrective actions are taken when necessary.

3. Ensure compliance with GoS processes on budgeting and financial management including compliance with Assignment account processes. Attend STCDHS Project Steering Committee (PSC) meetings and assist PSC in taking financial, procurement, HR, internal audit and M&E related decisions. Assist PSC in establishing Project Management Unit (PMU) which will have responsibility of overall project implementation

4. Ensure the staff has an adequate level of understanding of the concept of allowable, allocable and reasonable costs. Staff should be able to apply concepts, principles and practices of financial accounting and reporting.

5. Ensure existence of internal control policies, procedures and practices (related to all fiduciary risk areas) and that it is understood by everyone.

6. Payment process is safe guarded by providing a well documented delegation of authority with adequate segregation of duties and internal control systems. Also ensure:

- Audit findings and recommendations are managed and closed within the agreed timeframe.

- Assets and important documents including financial records are safeguarded. Also, to ensure that back up for all critical records are appropriately stored.

- Bank accounts are accurately reconciled on a monthly basis. Documentary evidence of who prepared, reviewed and approved them, with corresponding signatures affixed.

7. The Contractor may be required to observe procurements conducted under STCDHS. In this regard, the Contractor may be required to attend the procurement committee meetings as a non-voting member and observe the procurement process to suggest improvements to the process.

8. Ensure there is adequate staff for effective monitoring and evaluation (M&E) function with well-defined policies, procedures and tools.

9. Strengthen internal audit functions to support management in identifying key operational, financial and compliance risks and assess effectiveness of internal controls and policies.

10. Any other support service in relation to improvement of systems, payment verification, reconciliation, reporting and verification of payments made.

C.4.2 FIRM FIXED PRICE (FFP) COMPLETION

C.4.2.a For HEALTH SERVICES ACADEMY (HSA):

1. Conduct a baseline survey for the Project. This is a one-time exercise at the beginning of the TO.

2. Review the existing organogram and develop a revised organogram that incorporates all statutory authorities prescribed in the Act including authorities, committees, departments, faculty and others to be developed under “statutes”. The proposed organization structure should support an effective and efficient organization, including adequate segregation of duties, strong internal controls, appropriate checks and balances and reporting requirements. Review the current Human Resource (HR) structure and resources and recommend an HR strategy that covers staffing requirements under Act. The HR strategy should also cover staffing needs under the Project. Identify gaps in the required human resources and support the PMU in the hiring process for such positions. This activity is expected to be completed in year one.

3. Provide support and advice on impact of transitory provisions under the Act. This is a one-time exercise at the beginning of the TO and includes support in appointment of principal officers under the Act (including positions of Registrar, Controller Examinations and Treasurer, and key academic positions including Dean, Professor, Associate Professors, senior administrators and other positions under the act).

a. Draft scope of work and functions of Treasurer under the Act. Support and facilitate development of statutory authorities under the act, namely:

a. the Senate

b. the Syndicate

c. the academic council

b. Draft statues, regulations and rules requires under the act.

c. Support in constituting following authorities under “statutes”:

a. Search Committee (hiring of VC)

b. Representation Committee (for appointment of Senate, Syndicate and Academic

Council)

c. Graduate and Research Medical council

d. Recruitment, Development, Evaluation and Promotion Committees (for teachers and other staff)

e. Career placement and Internship Committee

f. Faculty Council

g. Department Council

h. Others

d. Drafting and approval of Statutes covering following:

a. Contents of annual report

b. Fee structure

c. Employee benefits

d. Affiliation with educational institutes

e. Functions and powers of authorities of HSA

f. Establishment of faculties, departments, institutes and colleges

g. Others

e. Drafting “Regulations” on following:

a. Courses

b. Admission

c. Examination

d. Library

e. Teaching methods

f. Institutions for fellowship

g. Others

f. Draft “Rules” for conduct of business as prescribed in the act

g. Develop rules as per HSA Act to elaborate power of Vice Chancellor to re-appropriate funds

h. Advise on Impact of delegation of authorities under the new Act

4. Develop job descriptions and/or update existing job descriptions to clarify roles and responsibilities related to project management, wherever needed. Job descriptions will be developed and/or updated in year one. For subsequent years, the roles and responsibility matrix will be reviewed on an annual basis which should be completed prior to the submission of the subsequent year work plan.

5. Develop standard operating procedures (SOP) to ensure effective and clear communication between entities involved in project implementation. In consultation with key staff, develop project management systems and tools to help managers plan, execute, and control all aspects of project management process. The SOPs should be for Procurement, Finance, administration of HSA fund, and HR for the project. These SOP’s should provide mitigation measures and control for the risks identified in the Risk Mitigation Plan (RMP) developed by USAID. The contractor will also provide on-the-job training to HSA staff on SOP’s developed. This is a one-time exercise for year one of the TO.

The SOP’s should be comprehensive enough to:

a. Provide procedures and controls to ensure adequate safeguards and efficient utilization of organization’s resources;

b. Obtain, maintain, and fairly disclose reliable management, financial and accounting data to address allowability, allocability and reasonableness of expenditures incurred; and

c. Comply with applicable laws and regulations of GOP as well as those imposed in contractual agreements, including those executed with international donors, such as USAID. Conflict of interest and ethics requirements must be addressed in these SOP’s. Where there is a contradiction between policies of GOP and USAID, or GOP does not have corresponding regulation, USAID rules and regulations will apply, subject to the terms of USAID agreement.

d. Developing fixed asset procedures to ensure that assets are adequately safeguarded. By recording their details and monitoring their location and condition; and all movements of fixed assets are accounted for in the general ledger. The procedures should also provide guidance for introducing a fixed asset register and updating it for additions and disposals, as well as recording movements of assets. Fixed asset records should be maintained accurately and should include the following information as a minimum requirement:

o Description of the asset;

o The serial number, model number, stock number, or other identification number;

o Source of funding for the asset;

o Acquisition date and cost;

o Location and condition of the asset and the date the information was reported; and o Unit acquisition cost.

o Develop the charter for internal audit function o Develop procedures to track and record funds generated through consultancy, research and provision of other services shall be made available to the budgetary allocation to HSA.

6. Based on the needs of the Project, develop an effective procurement plan. Review the procurements to ensure compliance with PPRA rules. And ensure procurement actions are on track and issues, if any, are properly communicated to USAID and GOP. Procurements should reflect sound commercial practices including competition, price consideration and controls needed to ensure the quality and quantity of the goods or services received. Limited quantity of procurement is envisioned for which the Contractor will provide adequate support including period review. This activity is expected to be completed in year one and then done on an annual basis.

7. Quarterly review cost share reports submitted. This activity is expected to be completed every quarter for the life of this TO.

8. Conduct training needs assessment and then conduct quarterly training sessions on operational areas. As part of their training plan the Contractor must include Training of Trainer (ToT) sessions.

The trainers produced from ToT should conduct future periodic training/refreshers as well as conduct training for new staff members. This activity is expected to be completed in year one with an annual refresher on training

9. Update RMP on a quarterly basis and advise USAID on any potential risks of fiduciary nature which may have an impact on the USAID funded project. This activity is expected to be completed every quarter for the life of this TO.

10. Ensure appropriate steps are taken to reflect USAID funds on the government budget. This is to be completed each year.

11. Review all reimbursement requests from the Project to USAID and ensure that payments are made in accordance with the terms and conditions of the Agreement/ILs and the Project’s policies and procedures. In particular, review reimbursement requests to ensure that ineligible costs (not reasonable and necessary for the project) including taxes are not charged to USAID. Ensure that all payment/liquidation requests are in compliance with the terms and conditions of the USAID Agreement and generated based on books of account and adequate supporting documents. This activity is expected to be completed every quarter for the life of this TO.

C.4.2.b For DEPARTMENT OF HEALTH SINDH (DOHS):

1. Conduct a baseline survey for the Project. This is a one-time exercise at the beginning of the TO.

2. Identify gaps in the required human resources and support the PMU Health Information Management Cell (HIMC) in the Development Wing (2) M&E unit at DGHSS office Hyderabad and (3) Provincial Health Development Center (PHDC). Assist the Project to prepare Management plan per clause K(3) of the Implementation Letter. Assist the PMU to establish Monitoring, Evaluation and Learning (MEL) plan, programmatic reporting systems per clause N of the Implementation Letter. These are one-time exercises at the beginning of the TO.

3. Develop job descriptions and/or update existing job descriptions to clarify roles and responsibilities related to project management, wherever needed. Job descriptions will be developed and/or updated in year one. For subsequent years, the roles and responsibility matrix will be reviewed on an annual basis which should be completed prior to the submission of the subsequent year work plan.

4. Develop standard operating procedures (SOP) to ensure effective and clear communication between entities involved in project…