Sol_72061120R00008 USAID Local Impact Governance Activity.pdf

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 infozambia@usaid.gov

USAID.gov

March 13, 2020

Subject: Request for Proposals (RFP) Number 72061120R00008

USAID Local Impact Governance Activity

Dear Prospective Offerors, The United States Agency for International Development (USAID) Mission to Zambia is seeking proposals to provide technical services for USAID Local Impact Governance Activity as described in the attached Request for Proposals (RFP).

This procurement will be conducted under full and open competition procedures pursuant to

Part 15 of the Federal Acquisition Regulation (FAR), under which any type of organization is eligible to compete.

USAID anticipates the award of a Cost-Plus-Fixed-Fee, Completion-Type Contract for a maximum five (5) year period of performance as a result of this RFP. USAID anticipates that the total estimated cost will range from $15,000,000 to $19,500,000. Although a range is provided, this does not mean that Offerors should necessarily strive to meet the maximum amount estimated. Offerors must propose realistic and reasonable costs for the work described in their proposals. The North American Industry Classification System (NAICS) code for this solicitation is 541990. The authorized geographic code for the prime Contractor of this procurement is 935.

Action Date Time Submission/Location:

Questions Due March 26, 2020 12:00 Lusaka

Time oaa-solicit-lusaka@usaid.gov

Proposals Due April 23, 2020 12:00 Lusaka

Time

Failure to comply with the submission date and time may result in a submission being deemed unacceptable, as such it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated. Section M states the criteria by which proposals will be evaluated.

All questions related to the RFP must be submitted as indicated above. Unless otherwise notified by an amendment to the RFP, no questions will be accepted after this date.

Offerors are encouraged to read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting proposals. Any empty fill-in spaces in Sections B through J will be completed by the Contracting Officer before final award.

mailto:infozambia@usaid.gov mailto:oaa-solicit-lusaka@usaid.gov mailto:oaa-solicit-lusaka@usaid.gov

Request for Proposals (RFP) Number 72061120R00008

This RFP in no way obligates USAID to award a Contract. Nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. Award of a Contract under this RFP is subject to availability of funds and other internal USAID approvals.

This RFP and any future amendments can be viewed and downloaded from www.beta.sam.gov.

USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same internet site from which you downloaded the solicitation. You are therefore advised to regularly check the above internet site for amendments.

Sincerely, Mohib Ahmed

Supervisory Contracting Officer

Director, Office of Acquisition and Assistance http://www.beta.sam.gov/

72061120R00008

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

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

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 129

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in 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

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

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

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

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

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

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

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

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

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

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

REQ-611-20-00002103/13/2020

X

720611

USAID/Zambia Subdivision 694/Stand 100 Ibex Hill Road P. O. Box 320373 Lusaka, Zambia 10101

1200 B 04/23/2020

Alfred Kapambwe oaa-solicit-lusaka@usaid.gov

X

X

X

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PAGE(S)

Mohib Ahmed

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

03/13/2020

ACRONYM LIST

FAR Federal Acquisition Regulations

NAICS North American Industry Classification System

SOO Statement of Objectives

CPFF Cost-Plus-Fixed-Fee

CO Contracting Officer

COR Contracting Officer’s Representative

NICRA Negotiated Indirect Cost Rate Agreement

DOC Development Outreach and Communications

AWP Annual Work Plan

AMELP Activity Monitoring, Evaluation, and Learning Plan

DDL Development Data Library

CSO Civil Society Organizations

PYD Positive Youth Development

PBWS Performance Based Work Statement

EO Executive Order

CRM Climate Risk Management

STIP Science, Technology, Innovation and Partnership

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this contract is for the Contractor to implement the USAID Local Impact

Governance activity in accordance with Section C – Statement of Objectives (SOO) [See

Attachment J.1].

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion-type contract consistent with Federal

Acquisition Regulation 16.306(d)(1). The Contractor must provide the outputs and accomplish goals and objectives as described in Section C, and the deliverables as described in Section F, in accordance with the performance standards specified in Section F and H.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

In accordance with FAR Part 52.232-22 - Limitation of Funds:

(a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is $TBD. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any, is $TBD.

(b) Budget

The Contractor will not be paid any sum in excess of the Total Cost-Plus-Fixed-Fee amount.

b.1 The contract budget found herein, is based on the Contractor’s original proposal and/or final proposal revision, which was accepted by USAID through award of this contract. NOTE: The contractor will be required to notify the USAID COR of Budget

Line Item variation of 10% and request concurrence.

Line Item

Description

PERIOD

Yr. 1 Yr. 2 Yr. 3 Yr. 4 Yr. 5 Total All Years

Salaries and Wages

Fringe Benefits

Consultants

Travel, Transportation and Per Diem

Equipment and Supplies

Subcontracts

Allowances

Participant Training

Other Direct Costs

Indirect Costs

Fixed Fee

Total Cost Plus

Fixed Fee

Item

No

Supplies/

Services

(Descrip tion)

Qty Unit

Price

YR1

Total

Amount

YR2

Total

Amount

YR3

Total

Amount

YR4

Total

Amount

YR5

Total

Amount

Total

Amount

0001 Service

Delivery

(Direct and

Indirect

Costs)

Lot

Total Estimated

Cost

0002 Fixed Fee %TBD

Total Estimated

Cost Plus Fixed

Fee b.2 The inclusion of any costs in the above cost categories does not obviate the requirement for prior approval by the contracting officer of cost items, any of the terms and conditions of this contract, including the applicable cost principles (see FAR52.216-

07, “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.

b.3 The Contractor agrees to furnish data that the contracting officer may request on costs expended or accrued under this contract in support of the budget information provided herein.

(c) Within the 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 $TBD. The Contractor will not exceed the aforesaid obligated amount.

(d) In accordance with FAR 52.232-19, Availability of Funds, funds obligated hereunder are anticipated to be sufficient through o/a TBD. Funding for this contract will be on an incremental basis, subject to the availability of funds.

B.4 FAR 52.216-8 FIXED FEE (JUN 2011)

The Government will pay the Contractor for performing this contract the fixed fee specified in

Section B.3. In accordance with FAR 52.216-8, Fixed Fee (2011) USAID will withhold 15% of the total fee or $100,000, whichever is less until the required conditions under the referenced clause have been met.

The payment of fee will be in accordance with the following fee schedule which is tied to the deliverable schedule as outlined in Section F.5 and provided below:

The following is an illustrative table which will be filled in at time of award:

B.5 INDIRECT COSTS

The Contractor is authorized to recover applicable indirect costs, if it is part of the

Contractor's usual accounting procedures, consistent with FAR Part 31, and Negotiated

Indirect Cost Rate Agreement (NICRA).

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases as below:

[To be inserted at the time of Award]

Contractor Fringe

Rate %

Overhead

Rate %

G&A

Rate %

PRIME (insert)

Type of Rate (insert) TBD TBD TBD

Base of Application TBD TBD TBD

Source: TBD TBD TBD

% OF FIXED FEE

No Deliverables Yr. 1 Yr. 2 Yr.3 Yr. 4 Yr. 5 TOTAL

1 Inception Phase Plan 5% 5%

2 End of Inception Phase 15% 15%

Gender Equality and Social

Inclusion Plan 20% 20%

4 Mid-Point Strategic Review 15% 15%

Periodic Progress Reports

5 Annual Work Plan (AWP) 8% 4% 4% 4% 20%

6 AMELP 10% 10%

16 Final Activity Report 15% 15%

Total Fixed FEE 100%

Period: TBD TBD TBD

MAJOR

SUBCONTRACTOR(S)

Type of Rate TBD TBD TBD

Base of Application TBD TBD TBD

Source: TBD TBD TBD

Period: TBD TBD TBD

• 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 31 and the contactor’s NICRA.

• Major subcontractors are those subcontractors whose proposed costs exceed 20% of the Offeror’s proposed total cost or perform a key element of the RFP.

• 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.

Reimbursement for indirect costs shall be at final negotiated rates.

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), 2 CFR Part 200 (Cost

Principles), FAR 52.216- 7 (Allowable Cost and Payment), FAR 52.216-8 (Fixed Fee) if applicable, FAR 52.232-20 (Limitation of Cost), FAR 52.232-22, (Limitation of Funds), and

AIDAR 752.7003 (Documentation for Payment), may be reimbursable under this contract.

[END OF SECTION B]

SECTION C – STATEMENT OF OBJECTIVES

[See Attachment J.1 for Statement of Objectives (SOO)]

[Offeror’s PBWS to be included under Section C upon award]

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 program construction sites and other program 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 program construction sites and other program 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 program 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

(a) USAID policy on the branding and marking of the work products of this contract is contained in the USAID Automated Directive System (ADS) Chapter 320. The Branding and

Marking Implementation Plan communicates to beneficiaries and stakeholder audiences that the work of this contract is from the American people. Requested exceptions to ADS Chapter 320 requirements, shall be included in the Branding and Marking Implementation Plan. (PROJECT

NAME) activities will adhere to USAID branding and marking guidance in the USAID Graphic

Standards Manual and Partner Co-branding Guide and available at:

http://www.usaid.gov/branding.

(b) 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 Enterprise Development and Growth

Enhanced Activity:

Activity Name: “USAID Local Impact Governance”

Branding: The branding will incorporate the message that the assistance is “From the

American People through USAID.”

Desired Level of Visibility: High. USAID identity must be prominently displayed in the following: commodities or equipment, printed, audio, or electronic public http://www.usaid.gov/branding communications; studies, reports, publications, web sites, and all promotional and informational products; and at all events.

Organizations to be acknowledged: With concurrence from the USAID/Zambia’s

Development Outreach and Communications (DOC) team and COR, equipment, publications, and materials developed and produced under this activity may be co-branded with the Zambian Government’s official seal, cooperating partners’ logos, and where applicable, other U.S. Government agencies and initiatives. The Marking Plan must enumerate all of public communications, commodities, infrastructure projects, program materials, events, deliverables, and other items that will be marked with the

USAID identity or brand.

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. Marking and attribution for physical structures may need to be visible as soon as work commences. 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 www.usaid.gov/branding, and all successor branding policies (if any).

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. 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 http://www.usaid.gov/branding

• Videos

• Webcasts, e-invitations, or other e-mails sent to group lists, such as

• Participants for a training session, blast e-mails, or other Internet activities.

(c) The key milestones or opportunities anticipated to generate awareness that the program, project, or activity is from the American People, or an explanation if this is not appropriate or possible. Such milestones may be linked to specific points in time, such as the beginning or end of an activity, or an opportunity to showcase publications or other materials, research findings, or activity success. These include, but are not limited to, the following:

• Launching the activity

• Announcing findings from a situational analysis

• Publishing reports or studies, including the transformation and sustainability plans

• Spotlighting trends

• Highlighting success stories

• Featuring beneficiaries as spokespeople

• Securing endorsements from ministry or local organizations

• Facilitating deals or transactions between beneficiaries and the private sector

• Promoting final or interim reports

• Communicating activity impact/overall results

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

Marking in USAID Direct Contracts” (effective date: 02/05/2020) at https://www.usaid.gov/sites/default/files/documents/1868/320.pdf, 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]

https://www.usaid.gov/sites/default/files/documents/1868/320.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf https://www.usaid.gov/sites/default/files/documents/1869/USAID_GSM-02_04_2020.pdf

11 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/far/ and full text of the AIDAR clauses is available at http://www.usaid.gov/ads/policy/300/aidar-http://www.usaid.gov/ads/policy/300/300.

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 or outputs will be subject to the performance standards set forth in Sections C, H, and F. Inspection and acceptance will take place at:

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT

Subdivision 694/Stand 100 Ibex Hill Road

PO Box 320373

Lusaka, Zambia – 10101 or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer, unless delegated to the

Contracting Officer’s Representative (COR) has the authority to inspect and accept all services, reports and required deliverables or outputs.

E.3 RESPONSIBLE OFFICIAL

In accordance with the clauses of this contract entitled “Inspection of Services – Cost

Reimbursement” (FAR 52.246-5), inspection of results or other deliverables required by the contract will be made by the cognizant COR. Acceptance of goods/services and reports or other deliverables by the cognizant COR must form the basis for payments to the Contractor, and will form the basis of the Contractor’s permanent performance record with regard to this contract.

[END OF SECTION E]

http://www.usaid.gov/ads/policy/300/300

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

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/far/ and full text of the AIDAR clauses is available at http://www.usaid.gov/ads/policy/300/aidar-http://www.usaid.gov/ads/policy/300/300.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 Stop-Work Order AUG-1989

52.242-15 Stop-Work Order Alternate I APR-1984

52.204-14 Service Contract Reporting Requirements OCT-2016

F.2 PERIOD OF PERFORMANCE

The period of performance is five (5) years effective from the date of the USAID

Contracting Officer’s signature on the cover page of the contract. The conditions set forth above are subject to the Contractor’s performance and availability of funds.

F.3 PLACE OF PERFORMANCE

The place of performance under this Contract is Zambia.

F.4 PERFORMANCE STANDARDS

(a) The Contractor’s performance will be evaluated based on the completion of specific tasks as outlined in the contract, adherence to the work plan, and reports submitted to the

COR in accordance with the performance standards set forth in Section C and quality reports described in Section F.5 below. Performance evaluation will be conducted jointly by the COR and the Contracting Officer, and will form the basis of the Contractor's permanent performance record with regard to this contract as required in FAR Part 42.15 and AIDAR

742.15. USAID will evaluate the Contractor’s performance annually for the period of the contract. This evaluation will form the basis of the Contractor’s permanent performance record under this contract.

(b) USAID reserves the right to conduct, and the Contractor must expect and be prepared for, a management and/or financial audit by USAID at any time to ensure systems (management, administration, finance, procurement, and program) are in place as per the Contract. Such audit(s) will focus on program management and performance, including such factors as cost, timeliness, and accountability; and will include field and home office records pertaining to operations and program activities. The Contractor must cooperate with and contribute to a final management and financial review conducted by USAID prior to program closeout.

(c) USAID will also conduct performance evaluations of the program consistent with the

Agency Evaluation Policy and program performance reviews as required. The Contractor must cooperate with and contribute to these reviews and evaluations.

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

F.5.1 Reports Format and Other Requirements

(a) All reports and deliverables must be in the English language, unless otherwise specified in the respective contract or work-plan.

(b) The cover page of all deliverables must include the USAID Identity prominently displayed, the Contract number, Contractor name, the publication or issuance date of the document, document title, author name(s), and activity 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/fax/internet number of the person submitting the materials.

(c) All reports must be delivered to the COR and CO in electronic format unless specified otherwise by the contract or work-plan. Submission of final deliverables must be both PDF and

MS Word (unlocked), and/or Excel (unlocked).

(d) All reports below have illustrative page numbers. Final page numbers and content of each report will be agreed upon between the Contractor and the COR. The COR has flexibility in adjusting the due date; however, any delay over 14 business days must be approved by the CO.

(e) The Contractor will promptly notify the CO and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the requirements of the contract reporting schedule.

(f) Development Experience Clearinghouse Documentation: USAID Contractors must coordinate with the designated COR to submit one electronic submission to the DEC pursuant to AIDAR 752.7005.

(g) In addition to the requirements set forth for submission of reports in Sections C, I and J, and in accordance with AIDAR clause 752.242-70, PERIODIC PROGRESS REPORTS, the

Contractor must submit required deliverables or outputs to the COR specified in Section G with a copy to the Contracting Officer.

(h) All reporting and data must be synchronized with the United States Government (USG) fiscal year.

USG’s quarterly periods are from:

October 1 – December 31;

January 1 - March 31;

April 1 – June 30; and, July 1 – September 30.

Quarterly reports may be annexed to the annual reports where the fiscal year end and quarter end are the same time.

F.5.2 List of Reports and Plans

The following table summarizes the deliverables and reports under this award. Other reports/deliverables may be required during the course of the award. These reports/deliverables will be within the scope of the contract, and the due dates for these will be agreed to between the Contractor and the COR, as needed. Unless otherwise specified, the Contractor will allow at least 10 business days for review and comments from the COR on any draft report submission.

All reports and plans are subject to written approval by the COR, except for the

Property Disposition Plan, which is subject to the CO’s approval.

If a report or deliverable below does not have a report format or template, the Contractor must use the format in Attachment J.2 and update fields, as necessary.

No Deliverables Due Date Reference

1 Inception Phase Plan Within 10 days of effective date of contract F.5.2(a)

2 End of Inception Phase Within 180 days of effective date of contract F.5.2(b)

3 Gender Equality and Social

Inclusion Plan

Within 60 days after the end of inception phase

F.5.2(c)

4 Mid-Point Strategic Review Within 90 days prior to the end of fourth quarter of Year 3.

F.5.2(d)

5 Annual Work-Plan (AWP) Years one and two:

Draft: 180 days from effective date of contract

Final: Within 30 days after initial submission to USAID

Years Three and after:

Draft: 45 days prior the beginning of the next year

Final: 15 days prior to the beginning of the next year

F.5.2(e)

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

Draft: Within 30 days after USAID approval of the results framework and indicators

Final: Within 90 days after the start of indicator data collection

F.5.2(f)

Periodic Progress Reports

7 Quarterly Progress Reports Draft submission: Within 15 days after end of quarter

Final submission: Within 30 days after the end of the quarter

4th quarter reports will be annexed within the annual report

F.5.2(g)

8 Annual Progress Reports Draft submission: Within 15 days after end of Year

Final submission: Within 30 days after the end of the Year

F.5.2(h)

Quarterly Financial Report

With the quarterly progress report

F.5.2(i)

Other Reports

10 Portfolio Review

Presentations

Semi-annual (May/November) N/A

11 Annual Property Reports Within 90 days of award and annually thereafter

N/A

12 Other Foreign Assistance

Reporting

As directed by COR N/A

13 Close out and Demobilization

Plan

180 days prior to completion date F.5.2 (j)

14 Disposition Plan 90 days prior to completion date F.5.2 (k)

15 Final Learning Event Within 90 days prior to completion date F.5.2 (l)

16 Final Activity Report Draft: 15 days prior to end of contract

Final: 30 days after end of contract

F.5.2 (m)

17 Geographic Data Reporting With Annual Progress Report F.5.2 (n)

F.5.2 (a) INCEPTION PHASE PLAN

The contractor will submit an inception-phase work plan within 10 days of award for approval by the contracting officer’s representative (COR). The plan will define the questions that

USAID and the contractor will probe along with the Government of Zambia and other stakeholders. In consultation with USAID, the contractor will develop a schedule for collaborative sessions and field visits to understand political economy and system dynamics, organizational capacity and skill constraints, risks, the nature of the problem and where and how the activity will intervene to achieve its objectives. This plan will identify existing institutions – public, private, informal, traditional, U.S. Government (USG)-supported and non-

USG programs – that could be engaged or assisted to achieve the program’s goals. The contractor also will describe how the inception phase assessments will examine consequential cultural and gender factors as well as the underlying social networks that shape ground-level decisions.

F.5.2 (b) END OF INCEPTION PHASE

The contractor will submit the following at the conclusion of the inception phase, 180 days after award:

1) An inception phase report covering key findings and recommendations, updated geographic targeting; a matrix showing how civil society, Zambian Government entities and linked USAID programs will relate in interventions; the economic viability of revenue generation and private-sector investment across implementation provinces;

results framework and proposed indicators; and an analysis of social networks and information flows in an indicative implementation district.

2) Terms of reference and membership (based on consultations with the Government of

Zambia) for an advisory committee that guides strategic approach and annual priorities.

3) A work plan covering the remainder of the current United States Government fiscal year and the entire following fiscal year. The plan will include the elements described in the Annual Work Plan deliverable for subsequent years.

4) A revised operational plan covering activity management and staffing.

5) A revised life of program budget.

6) A grants management manual consistent with USAID guidelines that outlines the types of grants being offered, eligibility, proposal requirements, management rules, accounting and financial imperatives, reporting, monitoring, close-out, etc.

F.5.2 (c) GENDER EQUALITY AND SOCIAL INCLUSION PLAN

Not later than 60 days after the inception phase, the contractor will submit the gender equality and social inclusion plan. The plan will adhere to the USAID Gender Equality and Female

Empowerment Policy and the USAID Youth in Development Policy. The contractor should explore social, economic and political issues affecting gender and youth. The plan will cover key needs, issues, opportunities and constraints affecting gender and social inclusion that will be addressed by the program.

F.5.2 (d) MID-POINT STRATEGIC REVIEW

During the final quarter of program year 3, the contractor will organize a stakeholders’ strategic review involving Government of Zambia partners, relevant local authorities, and other key parties, to review the first half of the activity’s implementation phase and define promising areas for progress and learning during the second half. Not later than 21 days after the review, the contractor will deliver to USAID a summary report highlighting major issues discussed and recommendations for the remainder of the program.

F.5.2 (e) ANNUAL WORK PLAN (AWP) Following the submission of the approximately 18-month work plan after the inception phase, the offeror will submit annual work plans for years 3, 4 and 5 to the USAID COR for review and approval in electronic format. The Contractor will incorporate any required revisions into a

Final version of each Work Plan.

The Annual Work Plan must define in detail how the Contractor intends to organize its work to implement the tasks outlined in the PBWS and achieve expected results within each of the tasks. The Annual Work Plan must be consistent with the Activity Monitoring, Evaluation and

Learning Plan (AMELP). If necessary and given USAID consent, the Contractor may revise the

Annual Work Plan. USAID reserves the right to review and re-approve Annual Work Plans quarterly or on an as-needed basis.

The Annual Work Plan will benefit from advisory inputs of Government of Zambia partners, including the Ministry of Local Government, Decentralization Secretariat, Ministry of Finance, Local Government Service Commission and relevant service-delivery ministries, as well as other major donors working on decentralization. The Annual Work Plan will describe interventions related to each objective of the program, along with schedules and targets. The

Annual Work Plan will discuss the overall management of the activity, including learning and adaptive management actions, and coordination with Government of Zambia ministries and agencies, local authorities, and civil society and private-sector entities linked to the program. A section of the plan will describe how program learning will be publicly communicated in an engaging manner on a regular basis via conventional and social media channels, and through events and forums, and the specific audiences that will targeted. The Annual Work Plan will include a chart showing expected levels of accomplishment toward the success end-state of the program. In addition, the plan will show personnel required for completing interventions, a detailed budget associated with the completion of those interventions, and the full annual budget. Challenges and risks to effective implementation should be detailed along with planned efforts to resolve or mitigate these issues.

In all Annual Work Plans, the Contractor must:

• Provide a brief narrative to define each task assignment, propose a completion date and state who will accomplish the task;

• Identify deliverables under each task and propose deadlines for their completion;

• Identify any assumptions used in preparing the Annual Work Plan, suggest possible modifications to the approach, if needed, and describe anticipated problems or potential barriers with regard to achieving project objectives.

F.5.2 (f) ACTIVITY MONITORING, EVALUATION AND LEARNING PLAN

(AMELP)

Not later than 30 days after USAID approval of the results framework and indicators, the contractor will submit the draft activity monitoring, evaluation, learning (AMELP) and adaptive management plan. The plan will include sufficient indicators for the program, both performance and, as appropriate, context, along with performance indicator reference sheets (PIRS) that define what is being measured, disaggregated factors, and sources of data. PIRS should be updated within 90 days after the start of indicator data collection to account for the testing of any new methods of data collection, as well as the setting of baselines and indicator targets. The contractor should set ambitious yet feasible targets for all performance indicators. For specific requirements on AMELPs, the contractor should refer to USAID/Zambia guidance. Consistent with USAID best practices for collaborating, learning and adapting, the contractor will describe how program learning and attention to changing contextual conditions will translate into adaptive management throughout the program. As the centerpiece of evaluation efforts, the contractor will describe a realistic and feasible approach to measuring the contribution of the activity to improvements in the local governance system and service delivery outcomes. The plan will propose mini-studies to extract targeted learning from program interventions and probe any unexpected effects of interventions, with findings presented in annexes to selected quarterly reports. The contractor will collect data for performance indicators, monitor progress, and report on the performance status on a quarterly basis. This data will allow for the measurement of changes during the activity’s lifetime. The contractor will detail data collection methods, the frequency of data collection, data security and integrity checks, and the responsibility within its implementation team for data collection, compilation, analysis, and data quality assessments. The contractor will describe how data will be used for adaptive-management decision making on improving performance and resource allocation. As part of the annual work plan, the contractor will update the AMELP with new or adjusted performance information.

F.5.2 (g) QUARTERLY PROGRESS REPORTS

Beginning in the third quarter of year 1, following the inception phase, the contractor will deliver a quarterly progress report and financial update. Quarterly Progress Reports are due in final form within 30 days after end of quarter. Fourth quarter reports will be annexed within the annual report. Quarterly progress reports must discuss progress within the reporting period as well as cumulative progress in the context of the agreed upon accomplishments and indicators. They must discuss existing and potential problems in the implementation and variance from the AWP and AMELP.

At a minimum, Quarterly Reports must include the following information:

(a) Summary of cumulative progress and accomplishments achieved from the award date until the end of the reporting period.

(b) Deliverables: List of reports and other deliverables completed in the reporting period.

(c) Description of progress and accomplishments during the reporting period: Detailed assessment and analysis of progress made on each of the tasks and performance indicators.

(d) Schedules: When appropriate, a discussion of any significant potential or actual slippage in schedule and the steps being taken to avoid or make recovery (including matters in environmental compliance).

(e) Problems: Problem areas, current or foreseen, especially with regards to meeting activity performance indicator targets, together with recommendations for resolving these problems and attendant schedules for their resolution. Problems requiring USAID intervention should be highlighted.

(f) Plans: List of major activities and key targets planned for next quarter.

The three reporting documents (the AMELP, the AWP and the Quarterly Report) must be consistent, interrelated, and must complement each other. The Annual Work Plan, based upon the PBWS, must define how the Contractor will organize its work to achieve the objectives and expected results outlined in the PBWS. The AMELP must provide measurable reference points and set up measurable indicators that track progress towards the objectives and expected results and define whether this progress is satisfactory. The Quarterly Report must account for performance against agreed upon accomplishments (AWP) and indicators

(AMELP).

F.5.2 (h) ANNUAL PROGRESS REPORTS

The annual report will present the cumulative achievements by the contractor during the first three quarters and achievements during the last quarter of the fiscal year. It should include successes and challenges related to the contract implementation, corrective actions, and a summary of key findings, conclusions, and recommendations to USAID. The annual report shall include the cumulative expenditure of the program by contract line items. The plan will include a chart showing levels of accomplishment toward the success end-state of the program. Annual reports must be submitted within 30 days after the end of each fiscal year

F.5.2 (i) QUARTERLY FINANCIAL REPORTS

These reports are due with the quarterly progress report and must have a financial summary page that lists the amounts expended for the quarter by major cost item, showing cumulative expenditures to date, and a variance analysis. The variance analysis will use the detailed cost proposal submitted for the contract award, or any revision made for subsequent contract budget revision (authorized by the CO), as the baseline budget plan, and, as requested, will be able to explain significant actual expenditure variance in relation to the detailed baseline. The

Contractor will also include a brief note on any significant or accrued expenditures for the quarter that have not yet been billed to the contract, along with the specific amount involved, to enable the COR to accurately track the expenditure rate.

F.5.2 (j) CLOSE OUT AND DEMOBILIZATION PLAN

The Contractor will submit a demobilization plan to the COR for approval. It will include an illustrative property disposition plan, a plan for phase out of in-country operations, a delivery schedule for all reports or other deliverables required under the contract and a timetable for completing all required actions in the demobilization plan, including the submission date of the final property disposition plan to the CO. USAID will approve or disapprove the proposed plan in writing, at least 60 days before completion of the contract. However, regardless of any prior approval of all or portions of the proposed disposition plan for assets, USAID reserves the right to direct or redirect such disposition plan.

F.5.2 (k) DISPOSITION PLAN

During the last year of the Contract term, the Contractor will provide to USAID, a proposed plan for disposition of the loan or credit assets remaining at the termination of the contract.

The CO will approve or disapprove the proposed disposition plan in writing, at least 45 days prior to the completion of the Contract. However, regardless of any prior approval of all or portions of the proposed disposition plan, USAID reserves the general right to direct or redirect such disposition plan.

F.5.2 (l) FINAL LEARNING EVENT

During the final implementation quarter of the program, and in support of long-term strengthening of the sub-national governance system as described in Objective 3 in Section C, the contractor will organize a wrap-up learning and way forward event. This event will be organized with Government of Zambia partners, USAID, local authorities, civil society, private-sector entities and other stakeholders that will carry forward and promote the adoption of the program’s learning and models beyond the geographic focal area of implementation. This final learning event will inform the program’s final report.

F.5.2 (m) FINAL ACTIVITY REPORT

The Contractor must submit a detailed final report for approval by the COR. The report must at least address the following:

1. Financial report showing the amounts expended by major cost categories.

2. Summary of accomplishments achieved under this contract tied to the contract objective and Intermediate Results.

3. Clearly show how the contract objectives, deliverables and AMELP have been accomplished or not, and why.

4. Discussion of problems encountered and where objectives were not achieved.

5. Lessons learned, including for advancing Zambia’s self-reliance.

6. Suggestions concerning desirable future and follow-on programs, if any.

7. Index of all reports and information products produced under this contract.

8. Impact/Outcome of the support provided.

9. Challenges encountered during implementation and actions taken to overcome those challenges.

10. Lessons Learned and best practices, including what worked well, what didn’t and why.

11. Additional analyses (gender, sustainability, cost benefit).

12. Recommendations for next steps and why – what entities to engage, problem areas to focus on, activities to stop, investments to make.

F.5.2 (n) GEOGRAPHIC DATA REPORTING

As part of its annual progress report, the Contractor will submit geographically referenced data via CD, DVD, or digitally. The following format must be followed:

• Project and Activity Location Data will be provided as latitude and longitude coordinates in Decimal Degrees (DD.DDDDD) format as derived from Global Positioning System

(GPS) units, GPS-enabled mobile devices, or a digital map interface, such as Google

Earth or Google Maps. When providing exact latitude and longitude coordinates poses sensitivity issues, another geographic resolution for reporting Project and Activity

Locations will be agreed upon with the COR. Additional attribute data such as, project name, activity name, implementing partner name, project start and end dates, project description, beneficiaries, select indicators, etc. will be submitted along with Project and

Activity Location Data for reporting and portfolio management needs.

• Thematic Data, Project Specific Data, and any other geographic data or satellite imagery created or purchased under this award with U.S. Government funds will be provided to

USAID/Zambia at the end of this contract.

• All Geographic Data must be submitted in industry standard formats such as Esri

Shapefile or Esri Feature Class and include metadata. Google Earth KML files are acceptable. Metadata is a summary document providing content, quality, type, creation, and spatial information about a data set. It represents who, what, when, where, why and how of the resource. It can be stored in any format such as a text file, Extensible

Markup Language (XML), or database record. Metadata records include core library catalog elements such as Title, Abstract, and Publication Data; geographic elements such as Geographic Extent and Projection Information; and database elements such as

Attribute Label Definitions and Attribute Domain Values. The suggested metadata format is the XML schema, ISO 19139, which was developed to provide a consistent manner for presenting the ISO 19115 standard.

• All Geographic Data must be projected to the Geographic Coordinate System World

Geodetic System 1984 (GCS WGS 1984). All data must use the World Geodetic

System 1984 (WGS 1984) datum.

All Geographic Data will conform to the following:

1. OMB Circular A-16, Executive Order 12906;

(http://www.whitehouse.gov/omb/circulars_a016_rev). This is the U.S Federal

Government’s guidelines for geospatial data standards.

2. Automated Directives System (ADS) 507 (Freedom of Information Act); (transparency and release of information to the public:

http://www.usaid.gov/sites/default/files/documents/1868/507.pdf)

3. ADS 557 (Public Information: http://transition.usaid.gov/policy/ads/500/557.pdf). This directive outlines the requirements for reporting program data to the public.

F.6 ACTIVITY MONITORING AND EVALUATION

Up until USAID rolls out a cloud-based performance management system, USAID/Zambia will continue tracking data through a performance management information system, as recommended by USAID, to track activities for all mission-funded activities. The Contractor may choose to use their own data management system for their internal management needs.

F.7 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCTOBER 2014)

(a) Definitions. For the purpose of submissions to the DDL:

(1) “Dataset” is an organized collection of structured data, including data contained in spreadsheets, whether presented in tabular or non-tabular form. For example, a

Dataset may represent a single spreadsheet, an extensible mark-up language (XML) file, a geospatial data file, or an organized collection of these. This requirement does not apply to aggregated performance reporting data that the Contractor submits directly to a USAID portfolio management system or to unstructured data, such as email messages, PDF files, PowerPoint presentations, word processing…