Sol_72052324R00002 Civic Courts and Local Police Capacity Building Activity.pdf

Request for Proposals 72052324R00002

Civic Courts and Local Police Capacity Building Activity

Request for Proposals (RFP) No.: 72052324R00002 Issue Date: September 24, 2024 Questions Due Date: October 11, 2024 Proposals Submission Due Date: November 8, 2024

Subject: Request for Proposals (RFP) Number: 72052324R00002 entitled “Civic Courts and Local Police Capacity Building Activity”

Dear Prospective Offeror:

The United States Agency for International Development (USAID) Mexico Mission seeks proposals from qualified offerors to provide services for a five-year contract entitled “USAID Mexico Civic Courts and Local Police Capacity Building Activity” as described further in this solicitation.

This procurement will be conducted pursuant to Part 15 of the Federal Acquisition Regulation (FAR) (48 CFR Chapter 1). This procurement’s competition is limited to Local Mexican firms including public, private, for-profit, and nonprofit organizations, as well as institutions of higher education, and non-governmental organizations. Subject to availability of funds, USAID plans to award a single contract to one successful offeror with an estimated cost of approximately $20 million, inclusive of fees, through a local set-aside. This will be a Cost-Plus Fixed-Fee (CPFF) Completion type contract.

The Government is in no way obligated to make an award with the estimated ceiling identified. Revealing the cost estimate for the contract does not mean that Offerors should strive to meet the maximum amount; rather, Offerors should propose costs that are appropriate, realistic and reasonable, and in accordance with the proposed approach for achieving results. Cost proposals will be evaluated as part of a best value determination.

USAID/Mexico will be using a voluntary down select mechanism for this acquisition, which means the proposal evaluation process will take place in two phases. Please refer to Section L for instructions regarding proposal requirements including preparation and submission of required proposal content, critical dates/times for the submission of questions, and the proposal submission dates/times. Failure to comply with the submission deadline will deem submissions unacceptable for review or evaluation.

Section M states the evaluation criteria by which proposals will be evaluated. Oral explanations or instructions given before award of the contract will not be binding.

USAID requires that offers remain valid for a minimum of 180 days.

Amendments to this solicitation will be made available through the System for Award Management (SAM) website at www.SAM.gov. It is the offeror’s responsibility to check this site periodically for official updates and amendments to the solicitation.

Furthermore, the government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government. Please note that USAID/Mexico will deem all offers non-responsive if they fail to comply with the terms of this solicitation. It is the responsibility of the recipient of this solicitation document to ensure that it has been received from the internet in its entirety. USAID bears no responsibility for data errors resulting from transmission or conversion process.

Offerors must send their proposals to the Office of Acquisition and Assistance.

USAID/Mexico will evaluate responsive proposals in accordance with the evaluation factors provided in Section M. By email only, please submit all questions and requests for clarifications about this RFP no later than the deadline above to the Office of Acquisition and Assistance at mexicoaa@usaid.gov, include the RFP number in the email subject line. Answers to questions will be posted publicly on this document.

Issuance of this solicitation does not in any way obligate USAID/Mexico to award a contract or commit it to pay for costs incurred preparing and submitting a proposal.

Indeed, USAID/Mexico absolutely will not reimburse offerors for ANY COST associated with the development of their proposal. Offerors incur such costs at their own risk.

The Agency point of contract for this solicitation is the Office of Acquisition and Assistance, at mexicoaa@usaid.gov.

Thank you in advance for your interest in this procurement.

Sincerely, Andrea Capellan Contracting Officer mailto:mexicoaa@usaid.gov https://docs.google.com/spreadsheets/d/1QTw_A0JkN3k2vQ5GW30fPrt5msMRjS7-eulQIXgdXzU/edit?gid=0#gid=0

Table of Contents

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

B.4 PAYMENT OF FIXED FEE

B.5 CONTRACT BUDGET

B.6 INDIRECT COSTS

B.7 REIMBURSABLE COSTS

SECTION C - STATEMENT OF OBJECTIVES

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

D.2 BRANDING AND MARKING POLICY

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

D.4 SOCIAL MEDIA AND ONLINE OUTREACH

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 AUTHORIZED WORKDAY/WEEK

F.5 KEY PERSONNEL

F. 6 PLANS, REPORTS, DELIVERABLES, AND PERFORMANCE MONITORING

F. 7 APPROVAL REQUIREMENTS

F.8 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

F.9 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (SEPT 2013)

F.10 LANGUAGE OR REPORTS AND OTHER OUTPUTS

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.2 CONTRACTING OFFICER

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 CONTRACTOR’S POINT OF CONTACT

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.6 PAYMENT AND INVOICES

G.7 ACCOUNTING AND APPROPRIATION DATA

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES (JAN 2002)

H.2 AIDAR 752.228-3 WORKERS COMPENSATION INSURANCE (DEFENSE BASE

ACT (DBA) INSURANCE) (DEC 1991) [DEVIATION JUNE 2022]

Class Deviation No. M-OAA-DEV-AIDAR-24-06c

H.3 AUTHORIZED GEOGRAPHIC CODE

H.4 ADMINISTRATIVE AND LOGISTICS ARRANGEMENTS

H.5 CONSENT TO SUBCONTRACT

H.6 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2023)

H.7 AIDAR 752.222-70 USAID DISABILITY POLICY (DEC 2004)

H.8 AIDAR 752.245-71 TITLE TO AND CARE OF PROPERTY (APR 1984)

H.9 GRANTS UNDER CONTRACT (GUC)

H.10 AIDAR 752.7007 PERSONNEL COMPENSATION (JULY 2007)

H.11 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.12 AIDAR 752.239-70 INFORMATION TECHNOLOGY AUTHORIZATION (APRIL

2024) 45

H.13 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

H.14 BUSINESS CLASS TRAVEL

H.15 ENVIRONMENTAL COMPLIANCE

H.16 AIDAR 752.222-71 NONDISCRIMINATION (JUNE 2012)

H.17 ELECTRONIC PAYMENTS SYSTEM

H.18 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCT 2014)

H.19 AIDAR 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS

(JUL 2023)

H.20 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973,

AS AMENDED

H.21 ADDITIONAL CONSIDERATIONS

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 AIDAR 752.245-70 Government property—USAID reporting requirements

I.3 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS INCLUDED AND REFERENCED BY LINK

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

BIDDERS

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

K.2 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (MAY 2024) 70

K.3 52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021)

K.4 52.204-26 Covered Telecommunications Equipment or Services- Representation. (OCT 2020)

K.5 52.204-29 Federal Acquisition Supply Chain Security Act Orders- Representation and Disclosures. (DEC 2023)

K.6 REPRESENTATION OF LIMITED RIGHTS DATA AND RESTRICTED COMPUTER

SOFTWARE (DEC 2007)

K.7 AUTHORIZED NEGOTIATORS

K.8 SIGNATURE

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

L.2 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

L.3 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.4 GENERAL INSTRUCTIONS TO OFFERORS

L.5 PROPOSAL SUBMISSION AND DELIVERY INSTRUCTIONS

L.6 PHASE ONE - INSTRUCTIONS FOR PREPARATION OF THE PHASE ONE

PROPOSAL

L.7 PHASE TWO - INSTRUCTIONS FOR THE PREPARATION OF THE PHASE TWO -

TECHNICAL PROPOSAL

L.8 INSTRUCTIONS FOR THE PREPARATION OF THE PHASE TWO - COST

PROPOSAL

L.9 INSTRUCTIONS FOR THE PREPARATION OF A BRANDING

IMPLEMENTATION AND MARKING PLAN

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA

M.3 CONTRACTOR PAST PERFORMANCE - PHASE TWO

M.4 COST/PRICE EVALUATION - PHASE TWO

M.5 DETERMINATION OF COMPETITIVE RANGE

M.6 SOURCE SELECTION

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this activity is to increase the capacity of the Government of Mexico (GOM) and local stakeholders to prevent and reduce crime and violence by expanding the adoption of civic justice and evidence-driven policing strategies nationally. The Activity will additionally collaborate with civil society, academia, and the private sector to advance innovative approaches to prevent and reduce community-level violence.

B.2 CONTRACT TYPE

This is a Cost-Plus Fixed-Fee (CPFF) Completion type contract for an estimated duration of five (5) years. For the consideration set forth below, the Contractor must provide the deliverables or outputs described in Sections C, D and F in accordance with performance standards specified in Section E.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

a) The total estimated cost for the performance of the work required for the period of performance combined hereunder, inclusive of fixed fee, if any, is $________. The fixed fee, if any, is $________. USAID will not pay the Contractor any sum in excess of the total estimated cost.

b) Within the total estimated Cost-Plus Fixed-Fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $_______.

c) Funds obligated hereunder are anticipated to be sufficient through _________.

d) The Contractor must not exceed the aforesaid obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract entitled “Limitation of Funds” (FAR 52.232-22).

B.4 PAYMENT OF FIXED FEE

Pursuant to FAR 16.306(d)(1) Cost-Plus Fixed-Fee Completion contracts, payment of the fixed fee will be prorated over the course of the award, divided equally and paid out with each voucher submitted on a monthly basis.

Pursuant to FAR 52.216-8 Fixed Fee, after payment of 85 percent of the fixed fee, further payment of the fee will be withheld until a reserve is set aside to not to exceed 15 percent of the total fixed fee or $100,000, whichever is less.

B.5 CONTRACT BUDGET

The total cost (including fixed fee) stated below may not be adjusted without a written modification signed by the Contracting Officer. No amounts in excess of the amounts specified for each line item below shall be billed against the Contract:

CLIN Category Total (USD)

Direct Costs $TBD

Subcontracts $TBD

Grants Under Contract (GUCs) $TBD

Indirect Costs $TBD

Fixed Fee $TBD

Total Estimated Cost (TEC) $TBD

a) The inclusion of any costs in the above budget does not obviate the requirement for prior approval by the Contracting Officer of cost items designated as requiring prior approval by any of the terms and conditions of this Contract, including the applicable cost principles (see FAR 52.216-7, Allowable Cost and Payment); nor, does it constitute a determination of allowability by the Contracting Officer of any item of cost, unless specifically stated elsewhere in this Contract. Also, the Contractor must not adjust these amounts without a written modification signed by the Contracting Officer. The Contractor must not bill any amounts against this contract in excess of the amounts specified for each line item.

b) The Contractor agrees to furnish data that the Contracting Officer may request on costs expended or accrued under this contract.

c) Without the prior written approval of the Contracting Officer, the Contractor must not exceed the total estimated cost set forth in the budget of the total obligated amount whichever is less.

B.6 INDIRECT COSTS

a) Pending establishment of revised provisional or final indirect cost rates, USAID/Mexico will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the Contractor’s current executed Negotiated Indirect Cost Rate Agreement (NICRA):

● [To be Determined at Award]

Description Rate Base Type Period

Indirect Cost [_]% 1/ 1/ 1/

b) Description of type of rate indicated as a percentage, e.g. G&A

● Base, e.g. Direct Labor for Labor Overhead

● Period, e.g. CY 2024

c) The Contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

d) The Contractor will use the indirect cost recovery rates proposed during negotiations and accepted by the Contracting Officer for the subcontractors that received Contracting Officer consent. The Contractor must not apply different indirect cost recovery rates for the subcontractors without prior written approval of the Contracting Officer.

B.7 REIMBURSABLE COSTS

The U.S. dollar costs allowable will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7 “Allowable Cost and Payment”, FAR 52.216-8 “Fixed Fee”, FAR 52.232-20 “Limitation of Cost”, and FAR 52.232-22 “Limitation of Funds”, if applicable, and AIDAR 752.7003 “Documentation for Payment.”

[END OF SECTION B]

SECTION C - STATEMENT OF OBJECTIVES

[USAID will insert the Contractor’s Performance Work Statement (PWS) at award; see Section J.1 for the Statement of Objectives (SOO) that informs the development of Section C.]

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi finished products which are not packaged.

(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the contracting officer; the original should be retained by the Contractor.

D.2 BRANDING AND MARKING POLICY

The Contractor will comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” at https://www.usaid.gov/about-us/agency-policy/series-300/320; and USAID “Graphic Standards Manual” at https://www.usaid.gov/branding/gsm , or any successor branding policy.

As per ADS 320.3.2 Branding and Marking in USAID Direct Contracts, USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the activity name. “Exclusive Marking” means Contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S. Government logo.

It is USAID’s policy that Contractors’ and Subcontractors’ corporate identities or logos must not be used on USAID-funded program materials.

https://www.usaid.gov/about-us/agency-policy/series-300/320 https://www.usaid.gov/about-us/agency-policy/series-300/320 https://www.usaid.gov/branding/gsm

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

The Branding Strategy, Implementation and Marking Plan must be submitted as an annex and as part of the Technical Proposal during Phase II of evaluation. Offerors must note that the plan is a separate item and will not be scored. However, the plan from the apparently successful Offeror will be reviewed and subject to approval prior to contract award. The plan will not be counted in the page limitation. The plan must specifically address the following:

(a) How to incorporate the message, “This assistance is from the American People”, in communications and materials directed to beneficiaries, or provide an explanation if this message is not appropriate or possible.

(b) How to publicize the program, project, or activity in the host-country and a description of the communications tools to be used. Such tools may include the following:

○ Press releases

○ Press conferences

○ Media interviews

○ Site visits

○ Social media content

○ Success stories

○ Beneficiary testimonials

○ Professional photographs

○ Print and online Public Service Announcements

○ Videos

○ Webcasts, e-invitations, or other emails sent to group lists, or other

Internet activities.

The Contractor must develop a Branding Implementation Plan (BIP) and Marking Plan (MP) for the contract to describe how program deliverables shall be branded. The BIP will implement USAID branding strategy for the USAID/Mexico Civic Courts and Local Police Capacity Building Activity:

Activity Name: “Civic Courts and Local Police Capacity Building Activity”

Branding: The branding will incorporate the message that the assistance is “From the American People through USAID.”

Visibility: The Contractor will ensure a high level of USAID visibility in most of their activities, at both the national and sub-national levels. Due to the nature of policy and institutional reforms which usually are developed with a high level of political will, in the cases where the themes appear as sensitive, low profile will be used. When a sensitive situation needs to be considered, the Contractor will strictly follow USAID recommendations. The Contractor may propose activities to be exempted from this requirement and will be subject to the Contracting Officer’s Representative’s concurrence and Contracting Officer’s approval.

Positioning: The Contractor will have the responsibility to position USAID’s name in each activity to be supported to ensure that people recognize and identify that those activities are developed by the generous contribution of the US Government and the American people.

Anticipated elements of marking plan: Deliverables to be marked, include products, equipment and inputs delivered; places where project activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by contractors or other non-USAID employees must include the following disclaimer on the title page:

“The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International

Development or the United States Government”.

Threats and restrictions to the security of the project need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.

Approval Procedures: In carrying out the approved Branding and Marking Plans, the Contractor shall seek approval from the COR for all public and media documents, speeches, and event preparation forms at least three (3) weeks prior to the implementation date of the subject activity. Specific waivers of branding implementation and marking require Contracting Officer’s prior written approval.

The Marking Plan may include requests for exceptions to marking requirements for programmatic reasons, to be approved by the Contracting Officer. Waivers, as defined by ADS 320, may be necessary for compelling political, safety or security concerns, or if the marking will have an adverse effect in the host country. Contract deliverables to be marked with the USAID identity must follow design guidance for color, type, and layout in the Graphic Standards Manual, available at https://www.usaid.gov/branding/gsm , and all successor branding policies (if any).

The Contractor must comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and https://www.usaid.gov/branding/gsm

Marking in USAID Direct Contracts” at https://www.usaid.gov/about-us/agency-policy/series-300/320 and USAID Graphic Standards Manual and Partner co-Branding Guide, or any successor branding policy.

D.4 SOCIAL MEDIA AND ONLINE OUTREACH

Social media is often part of an integrated communications campaign. It should always be used to communicate directly with stakeholders or beneficiaries in host countries. It should never be used to promote a program or contractor. Social media channels may be approved as part of a project’s marking plan in consultation with the CO, COR, and DOC team. To avoid confusion with official USAID social media channels, the USAID logo should not be used as a profile picture. A photo reflective of the project should be used as a profile picture. A USAID-branded photo should be displayed as the banner photo, and acknowledgement of USAID support should appear in the “Profile” or “About” section. For more information, please refer to the USAID Graphic Standards Manual and Partner Co-Branding Guide.

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE in Section I of this contract.

Full text of the FAR clauses is available at https://www.acquisition.gov/browse/index/far and full text of the AIDAR clauses is available at https://www.acquisition.gov/aidar .

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-5 Inspection of Services - Cost Reimbursement APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports, and other required deliverables or outputs will take place at:

USAID/Mexico (U.S. Embassy) Paseo de la Reforma 305, Cuauhtémoc Mexico City, Mexico 06500

Or at any other location where the services are performed and reports and performance objectives or outputs are produced or submitted. The Contracting Officer’s Representative (COR) listed in Section G has been delegated the authority to inspect and accept all services, reports, and required performance objectives or outputs.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The progress, success and impact of the contractor’s performance under this contract will be monitored and evaluated as a part of the overall activity results. The QASP is a management process with the intent of encouraging maximum performance, efficiency, and cost effectiveness by the contractor and can be modified at any time by the Government.

The QASP will be used as a Government monitoring process to enforce the inspection and acceptance clauses of the contract. The QASP may require modification and/or https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/aidar updates after selection for award to reflect the contractor’s known strengths and weaknesses. The QASP is a “living” monitoring process that should be discussed, reviewed and updated regularly but no less than on an annual basis. It is based on the premise that the contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract.

The Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate. It is the Contractor’s responsibility to follow up with the COR to ensure the QASP monitoring process is implemented and updated.

Offerors will be expected to propose a variety of mechanisms to be utilized by the contractor and COR to monitor the progress/success of the activity and the Contractor’s performance. A variety of mechanisms included but not limited to the following may be utilized by the Contractor and COR to monitor the progress/success of the activity and the Contractor’s performance:

a. Weekly contract mobilization meetings including minutes (minutes may address issues, actionable items, steps for address and solve any issues/actions as well as POCs for each issue/action item) during the first three months of contract implementation;

b. Monthly progress review meetings, including similar protocols as above, with the implementation teams;

c. Review and propose feedback and/or edits, if any, to the Contractor’s scheduled reports (see Section F);

d. Feedback in the form of action memos, emails or other forms of communication agreed upon by the parties from GOM and collaborating partners utilized to inform and improve program performance;

e. Site visits as needed or directed by USAID personnel organized by the Contractor;

f. Quarterly review of work plan with performance milestones and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/address;

g. Periodic impact evaluations as required by the contract and/or determined as necessary by the COR during contract administration; and

h. Review of Milestone Achievement Reports and proposed feedback and/or edits, if any, to the Contractor’s work plan and performance milestones incorporated/addressed.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with FAR 52.252-2

CLAUSES INCORPORATED BY REFERENCE.

See https://www.acquisition.gov/ for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance for this contract is five (5) years from the effective date of award and subject to the USG’s needs, the Contractor’s performance, and availability of funds.

F.3 PLACE OF PERFORMANCE

The place of performance for this contract is Mexico, as described in Section C.

F.4 AUTHORIZED WORKDAY/WEEK

A five-day work week is authorized. No overtime or premium pay is authorized under this contract. Contractor staff working in USAID Missions overseas must work on the Mission-approved schedule.

F.5 KEY PERSONNEL

Key Personnel are defined as those personnel directly responsible for management of the contract, or those personnel whose professional and technical skills are certified by the requiring office as being essential for the successful implementation of the contract activity.

https://www.acquisition.gov/

F.5.1 Approved Key Personnel

The following positions are considered Key Personnel for this contract:

TITLE NAME

TBD TBD

TBD TBD

TBD TBD

The individuals specified above are considered essential to the work performed under this contract. Prior to replacing the specified individual, the Contractor must immediately notify both the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) reasonably in advance, and must submit written justification (including proposed substitution) in sufficient detail to permit evaluation of the impact on the contract. No replacement of Key Personnel may be made by the Contractor without written consent of the Contracting Officer.

Upon award, the Contractor must submit names and resumes of all Key Personnel no later than fifteen (15) calendar days after award.

F.5.2 Key Personnel Roles, Responsibilities, and Qualifications

The following are the requirements for the Key Personnel under this contract:

F.5.2.1 TITLE TBD

Responsibilities and Recommended Qualifications TBD

F.5.2.2 TITLE TBD

Responsibilities and Recommended Qualifications TBD

F.5.2.3 TITLE TBD

F.5.2.4 TITLE TBD

F.5.2.5 TITLE TBD

Responsibilities and Recommended Qualifications TBD

F. 6 PLANS, REPORTS, DELIVERABLES, AND PERFORMANCE MONITORING

In addition to the requirements set forth for submission of reports in AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor must submit required deliverables or outputs as specified below.

All reports and other deliverables must be in the English language, unless otherwise specified by the COR. All reports and other deliverables must be submitted to the approver in either electronic format, hard copy, or both, as determined by the COR.

USAID will review and accept all documents produced under this award. COR approval of reports will be provided within 15 calendar days. The Contractor will then have 15 calendar days to incorporate the modifications and resubmit the report for COR approval. COR approval of the revised submission will be within 15 calendar days. This applies to the list below as well as any other studies, reports, briefings, or any other document for public distribution (on a case-by-case basis). Reports that are subject to approval of the Contracting Officer are indicated below.

The cover page of all deliverables must include USAID branding prominently displayed, the contract number, contractor name, the publication or issuance date of the document, document title, author name(s), and program title. Descriptive information is required whether contractor-furnished products are submitted in paper or electronic form. All materials must include the name, organization, address, and telephone number of the person submitting the materials.

The Contractor will promptly notify the Contracting Officer and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the requirements of the contract.

F.6.1 Due Dates for Plans, Reports, and Deliverables

The following table outlines the plans, reports, and deliverables required under this Contract, and the due dates for each:

NO. Report/Deliverable Due Date

1 Quality Assurance Surveillance Plan (QASP)

Proposed pre-award, approved by USAID post-award.

Annual Work Plan

a) Year one work plan due 60 calendar days after Period of Performance start date.

b) Subsequent annual work plans due by August 15 (to cover the period of October 1 - September 30)

3 Branding Strategy, Implementation Plan and Marking Plan

Draft proposed pre-award, approved by USAID post-award

4 Activity Monitoring, Evaluation, and Learning Plan (AMELP)

60 calendar days after the Period of Performance start date.

5 Annual Performance Reports 30 calendar days after the end of the first full fiscal year and annually thereafter.

6 Quarterly Performance Reports On or before January 31, April 30, and July 31. Note:

Fourth quarter report (October 31) will serve as an annual report.

7 Quarterly Financial Reports No later than 30 calendar days after the end of each quarter: on or before January 31, April 30, July 31, and October 31.

8 Accrual Reports 20 calendar days prior to the close of each fiscal year quarter.

9 Success Stories Monthly

10 Outreach and Events At least two weeks prior to any public event or event requiring USAID or high-level USG participation.

11 Final Performance Report First draft completed no later than sixty (60) calendar days prior to the completion of the Contract. Final version completed by 30 days after having received USAID’s comments.

12 Weekly Meetings Weekly, unless otherwise specified by the COR

13 Grants Under Contract (GUC) Manual

45 calendar days after the Period of Performance start date.

14 Reporting on Foreign Taxes April 16 of each year (Ref. Section H.6 of the contract)

15 Other Reports As requested.

16 Closeout / Demobilization Plan 90 calendar days prior to the Period of Performance end date.

F.6.2 Required Deliverables The following deliverables are required under this Contract:

1. Quality Assurance Surveillance Plan (QASP)

The Quality Assurance Surveillance Plan (QASP) will outline a surveillance schedule and clearly describe the surveillance methods to be used. The QASP must include roles and responsibilities for surveillance throughout the duration of the contract. The QASP must align with the PWS in Section C and focus on the quality and timeliness of the output to be delivered–not just on the steps required or procedures used to provide the service.

The QASP must provide for prevention and detection of any challenges, and for timely and positive corrective action. A QASP will be proposed by the Offeror pre-award and approved by USAID and incorporated into the contract within 60 calendar days after award.

2. Annual Work Plan

Within the first 60 calendar days after the award of the contract, the Contractor must submit the first annual work plan. This work plan and annual work plans for subsequent years must describe the activities and interventions required to meet the contract outputs. The work plan must describe all contract activities and expected deliverables for the given year.

The annual work plan may include:

● Proposed activities and expected progress toward achieving results and performance measures (tied to indicators agreed upon in the Monitoring, Evaluation, and Learning Plan);

● Timeline for implementation of the year’s proposed activities, including target completion dates;

● Deliverables, targets, anticipated results, and key indicators against which the Contractor will be evaluated;

● Information on how activities/tasks will be implemented;

● Key monitoring and evaluation activities the Contractor plans to conduct in the work plan year;

● Personnel and staffing requirements to achieve expected outcomes;

● Major equipment to be procured;

● Details of collaboration with subcontractors and other major partners;

● Sustainability plan;

● Detailed annual budget plan; and

● Demobilization plan (final year work plan only).

The Contractor will develop work plan activities according to the estimated annual budgets in the contract, and will finalize the work plan based on comments from the COR. The budget for the work plan period must be attached and disaggregated by quarter. Annual work plans must reflect extensive discussions and joint planning exercises at national and subnational levels with relevant stakeholders. The Contractor must receive COR approval of the annual work plan before implementation.

The first work plan and budget will cover the period from the Period of Performance start date through September 30. Subsequent annual work plans and their budgets will be submitted for COR approval by August 15 and must cover the period of October 1 – September 30.

Depending on changing priorities and conditions, periodic revisions to the work plan may be requested by the COR. Such revisions may be submitted periodically in consultation with the COR.

3. Branding Strategy, Implementation Plan and Marking Plan

The Branding Implementation Plan (BIP) must describe how the program will be communicated to beneficiaries and promoted to host-country citizens. It must outline the events (press conferences, site visits, etc.) and materials (success stories, Public Service Announcements [PSAs] etc.) the Contractor will organize and produce to assist USAID to deliver the message that the assistance is from the American people.

The Marking Plan must be developed to enumerate the public communications, commodities, program materials and other items that visibly bear or will be marked with the USAID Standard Graphic identity. Where applicable, a host-country government or ministry symbol may be added. Please refer to Section D of the Contract for details of Marking Plan requirements. The Contractor will follow the approved plan during implementation of the program, unless a waiver is requested and approved by the Contracting Officer.

Due date: A draft plan will be proposed pre-award and approved by USAID within 45 days after award.

4. Activity Monitoring, Evaluation, and Learning Plan (AMELP)

As per ADS 201, the Contractor is required to submit for COR approval an Activity Monitoring, Evaluation, and Learning Plan (AMELP) for the life of the activity based on its proposed Monitoring and Evaluation (M&E) strategy for collecting, evaluating, and validating data which will be used to measure overall progress toward Mission goals.

The Contractor must submit a draft AMELP to the COR 60 days after the start of the Period of Performance for review and comments, so that it is finalized 90 days after the start of the Period of Performance. The Contractor will use a USAID/Mexico MEL plan template, which the COR will provide. The MEL Plan will specify the indicators, targets, and methodologies the Contractor will use to monitor the progress of contract activities toward achieving key milestones and results related to the contract’s objectives, expected outcomes, impacts, and measures of accountability. The MEL Plan, covering the complete contract period, must be submitted for approval to the COR. Any subsequent changes to the MEL Plan will require COR approval.

The AMELP will include performance and context indicators to measure progress toward achieving each of the results included in the contract, annual targets for these indicators, and a strategy for monitoring these indicators during implementation. The AMELP must include applicable standard Foreign Assistance indicators. Each standard indicator must have a Data Quality Assessment (DQA) conducted after the first year of data collection, and after three years from the first DQA.

The AMELP will include a brief description of proposed evaluations to be managed by the Contractor. These evaluations are considered internal as they are managed internally by the Contractor. Such evaluations will not replace the occasional need for external evaluations conducted by third-party firms and managed by USAID/Mexico apart from this contract. The need for an external evaluation will be determined by USAID/Mexico and the COR will notify the Contractor in the event of such an evaluation.

The Contractor’s cooperation with the external evaluation team is required. This collaboration may include facilitating interviews with counterparts, participants, and beneficiaries, and providing all necessary information. For more information on evaluations, please see ADS chapter 201.3.6.

The AMELP must also integrate the Collaboration, Learning, and Adapting (CLA) approach, per ADS 201 guidance. A CLA focus helps ensure that programming is coordinated, grounded in evidence, and adjusted as necessary to remain relevant and effective throughout implementation. The MEL Plan should also include annual sessions to reflect on progress to date and inform work planning with USAID and other key partners.

Once the AMELP is approved, the Contractor is required to upload the monitoring data to the Development Information Solution (DIS) system within 30 days, to be reviewed and validated by the COR.

5. Annual Performance Reports

The Contractor will submit a concise annual report that will include progress on major activities, problems encountered, and proposed remedial actions. The Annual Performance Report shall follow the same format as the Quarterly Reports, but with additional focus on cumulative accomplishments, progress, and problems associated with achieving results; performance measures; and indicators and benchmarks specified in the Annual Work Plan and the Activity MEL Plan, including targets for the quarter and the entire previous fiscal year. The fourth quarterly report will double as the Annual Performance Report and shall be submitted within 30 calendar days after the end of the first full fiscal year and annually thereafter on August 15 for each authorized year of performance, which runs from October 1-September 30.

In addition, the Annual Performance Report must include analysis of the performance indicator data and proposed revisions to annual target projections as needed. The report should also contain an executive summary and the following, at a minimum, in addition to the quarterly report components:

● Progress since the last annual report (activities completed, benchmarks achieved, performance standards completed)

● Qualitative and quantitative data required by USAID for the annual Performance Plan and Report (PPR).

● A brief listing of the major activities and successes achieved during the year;

knowledge sharing and learning activities conducted; information on training activities conducted; listing of sub-grants issued and active during the fiscal year;

and contributions to cross-cutting issues as specified by the Mission.

● Problems encountered and whether they were resolved or are still outstanding;

● Proposed solutions to new or ongoing problems;

● Success stories;

● Documentation of best practices that can be taken to scale;

● Quarterly Progress Reports for the fiscal year’s quarters, attached as links in an annex.

● List and links to all final and approved reports and data submitted to the DEC during the fiscal year.

Annual Progress Reports shall not exceed 40 pages. Additional annexes may be included if they support findings, conclusions, and recommendations of the core document.

6. Quarterly Performance Reports

The Contractor must submit quarterly performance reports summarizing progress on major activities that contribute to expected results during the period. The report must indicate any problems encountered and propose remedial actions as appropriate.

Quarterly reports must be submitted on or before January 31, April 30, and July 31. The report covering the quarter ending on September 30 of each year must contain information for the whole fiscal year, in addition to the fourth quarter, and will serve as both a quarterly and annual report. (Please see the Annual Performance Reports section above.)

The specific scope and format of the quarterly reports will be determined in consultation with the COR. However, quarterly reports will be structured to highlight achievements, obstacles faced, impact of delays, and any other significant information related to the quarter’s expected results and activities. They will also contain a summary of the progress made under each of the results, including a detailed description of key activities that took place during the period reported. Additionally, quarterly reports will include an overview of sub-grants, key accomplishments, lessons learned, best practices, and any other significant information relevant to the reporting period.

For all training activities financed under this contract, the Contractor must comply with all vetting processes and procedures. Specifically for training activities conducted in the United States, the Contractor must also comply with Automated Directives System (ADS) Chapter 252 and other USAID/Mexico specific policies and procedures governing compliance with the J1 visa for all trainings that take place in the United States via relevant Embassy or USAID system(s).

Quarterly reports should also include a list of conducted and planned upcoming events (national and sub-national meetings, seminars, training sessions, conferences, and others; international consultant visits; evaluations and assessments; and meetings with key GOM officials and decision-makers), with dates.

7. Quarterly Financial Reports

The Contractor must submit quarterly financial reports, which will contain a summary page that shows spending by program component for the quarter, cumulative spending to date, available funding for the remainder of the activity, and any variances from planned expenditures. If there are significant accrued expenditures for the quarter being reported which have not yet been billed to the contract, the Contractor must include a brief note to that effect, with the specific amount involved, in order to allow USAID to accurately track the activity’s expenditure rate. The fourth quarterly report will be cumulative and will serve as an annual report.

The Contractor also must submit:

● Annual Report of Expendable Property: Annually, no later than 30 days after the end of 12 months of implementation and each year thereafter.

8. Accrual Reports

The Contractor must submit to the COR and other administrative staff as indicated by USAID, on a quarterly basis, an estimated accrual report including the following information: (i) total amount obligated; (ii) total amount invoiced; (iii) total amount expended but not yet invoiced; and (iv) remaining unexpended funds.

9. Success Stories

On a quarterly basis, the Contractor will submit to the COR up to four one-page summary accounts (success stories) of notable activities, according to specifications provided by USAID.

10. Outreach and Events

In consultation with the COR, the contractor will upload public events (as defined by the Mission) to the Mission’s events calendar to facilitate planning for the participation of Mission and Embassy representatives and lead time for internal clearances and authorizations.

In the event that USAID or other U.S. Government officials participate in meetings or public events related to the implementation of the contract, the Contractor will provide USAID with the appropriate event planning documents, such as talking points, briefing checklists (BCLs), scene setters, and press releases. These will be provided to USAID with enough advance time to ensure USAID or other U.S. government officials have sufficient time to prepare for the meeting or public event.

The Contractor must also provide at least one single paragraph on achievements reached and short excerpts (2-3 sentences) on upcoming events (i.e.

meetings, training, workshops, etc.), both on a monthly basis.

The Contractor will be required, on an as needed basis, to organize site visits (including all related technical documents) for high-ranking USG delegations (i.e. the U.S.

Ambassador, Congressional Delegations, and USAID senior management).

11. Final Performance Report

In lieu of the fifth annual report, the Contractor must submit a final performance report outlining major accomplishments reached by the contract in line with its expected results, including the following information:

● A summary of all activities undertaken per expected result

● Accomplishments and lessons learned per expected result

● A comparison of the actual results (at all levels) against the expected results established at the beginning of the project per expected result

● Reasons why expected results were not met, if appropriate

● A summary of performance indicators used and an assessment of their relative usefulness

● Recommendations for future interventions to build on contract success

● Other pertinent information, including the final financial status of the contract.

12. Weekly meetings

The Contractor will hold weekly meetings with the COR to discuss ongoing implementation and resolve problems as required. Minutes from the weekly meeting and actions taken on issues raised in the previous meeting will be provided to the COR within two working days after each meeting. The Contractor may also hold meetings with other CVP activities.

13. Grants Under Contract (GUC) Manual

The Contractor must submit a draft Grants Under Contract manual. The manual must include the steps that the Contractor will take in order to design, solicit, and award subgrants under the contract. Also, it must state how the Contractor will mitigate any conflict of interest. The manual must also include a template of subgrants and the Mandatory Standard Provisions and the Required as Applicable Standard provisions for the type of subgrants. The Contractor will use ADS 303, 2 CFR 200, and 2 CFR 700 to develop the manual. The Grants Under Contract Manual will be approved by the Contracting Officer.

14. Reporting on Foreign Taxes

The contractor must annually submit a tax report by April 16, according to Section H.6

15. Other Reports

USAID may ask for special and/or extraordinary reporting as needed, within the scope of the Contract. The substance of this reporting may include specific contract activities, coordination with other USAID Mexico programs, USG agencies, or coordination with other donors. USAID may also request the attendance of the Contractor’s staff for coordination or monitoring meetings. These requests will be made in writing.

16. Close Out/Demobilization Plan

The Contractor must submit a plan for contract closeout, including all programmatic, administrative, and operational functions, in close coordination with the COR. A draft Closeout Plan must be submitted to the COR and CO for review.

● Brief program summary and program timeline;

● Financial status report, including Financial Status Report timeline, expenditures to date by program element and projected funds to be deobligated, latest NICRA or indirect cost rates, and anticipated balance of federal funds after expiration of the instrument;

● Review of contract files for audit purposes and final billing to USAID;

● A timeline for completing…