Mod_RFP_YMEP_II_revised.pdf

5. PROJECT NO.

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NO.

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NO. 3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NO.

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODE CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR AC- KNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 10-83)

is required to sign this document and return ___________ copies to the issuing office. is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

X C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: The FAA of 1961, as amended & E.O. 11223

D. OTHER

BY

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 STANDARD FORM 30

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(No., street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(If applicable)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 109

02 See Block 16 C.

Office of Procurement USAID/Egypt Unit 64902

APO AE 09839-4902

SOL-279-14-000002

X

The purpose of this Amendment is to

1. Extend the closing of the RFP to 08/17/2014. See block 9 of SF33

2. Answer questions received

3. Include the response to the questions in the attached revised RFP as indicated in the following pages.

Ralph Koehring

Q.1. Is it possible to get a copy of USAID’s Country Development Cooperation Strategy (CDCS) for 2014 - 2016 mentioned on pg 0?

The public version of the Yemen CDCS has not yet been completed, and will not be completed before the closing date of this solicitation. See page 0 of the RFP.

Q.2. On page 7 of the RFP it states that All questions are due by July 10th ( tomorrow); however, on page 78 it states that questions are due no later than the 15th . Please clarify.

See cover page of the RFP.

Q.3. Would USAID please provide a budget range for this 5 year contract?

USAID will not provide this information. USAID encourages offerors to build their own budget based on their understanding of the Scope of Work. See page 81, paragraph L.7.B.1.

Q.4 Section D, Statement of Work, Illustrative Tasks, please confirm that the YMEP 2 contractor will now be responsible for entering the data into AidTracker as opposed to implementers entering their own data into the system.

Illustrative Task number 4 under section D. Statement of Work states, “… If USAID Global Database Clearing House (AIDtracker) use become mandatory, the contractor shall be responsible for conducting Mission’s related data entry to the system.” See changes on page 5 bullet no. 4

Q.5. If USAID continues to use the Clearinghouse, will the YMEP 2 contractor also be responsible for entering data into the system OR will the implementers be responsible?

The implementers shall continue to enter the data into the Existing Local Information Management System and Clearing house, as they are currently required to do. See changes on page 5 bullet no. 4

Q.6. Section F4, (a) Quality, bullets 2-4 do not seem like they would be appropriate indicators of measuring YMEP

2’s performance as they related to working with District Entities.

Please delete bullets two and four. Under bullet three, please replace the term “District Entities” with “USAID.” Please add the following bullet: “Quality and effectiveness of deliverables completed under the contract.” See page 14.

Q.7. Section F4, (b) Cost Control/Effectiveness – the second bullet does not seem appropriate as YMEP 2 is not aimed at the income or wages of beneficiaries.

Please delete the bullet in question. See page 14.

Q.8. Section F4, (c) Timeliness of Performance – as YMEP 2 is aimed at providing USAID with our reporting, would the YMEP 2 contractor be expected to submit reports to other donors and to the ROYG?

Please change the final bullet to read, “Timeliness of documents or reports submitted to USAID. See page 14.

Q.9. Section F4, (d) Satisfaction of Relationship with Donors – Is the role of the YMEP 2 contractor to be reporting to the donors?

Please change the final bullet to read, “Effectiveness in bringing critical issues/constraints to the attention of USAID and proposing appropriate solutions.” See page 15.

Q.10. Section F5, Reports and Deliverables – It seems that items 1 – 4 (following the table) are aimed at an implementation project, as opposed to a M&E services contract.

Please change item one to read: “The weekly report is a short report that shows the most important activities during the week, progress on deliverables, planned activities for the following week, and any significant issues.” Please delete item two – Monthly Reports. Under item three – Quarterly Reports – please delete the final two sentences in the paragraph. All other text in item three and item four should remain as currently stated. See page 16.

Q.11. Section F6, Key Personnel – the positions listed in (a) do not match with the positions described in (d). Please clarify.

Under section F.6 Key Personnel, a., please change the titles to read:

1. Director (Chief of Party)

2. Senior Monitoring and Evaluation Officer

3. Communications Officer

4. Data Collection and Database Management Officer See page 17.

Q.12. Sections I2 and I3 – it appears that the same table is repeated twice.

The edits had been made. Please see page no. 50.

Q.13. M2, Factor 2 – While Sub Factor 1 asks for a presentation of Key Personnel as well as other long term personnel, it seems that Sub Factor 2 (first paragraph) is also asking for the same information. Should this be changed so that information about the Key Personnel and other long term personnel should be included only in Sub Factor 1?

Sub Factor 1 is regarding Key Personnel and STTA professional staff qualifications as well as level of effort and staffing plan while Sub Factor 2 first paragraph is about management structure, mobilization and how they carry out the activities proposed in the draft work plan. See note on page 91.

Q.14. So that we may budget appropriately, would USAID please provide the number of performance evaluations we should plan for AND the number of impact evaluations we should plan for?

USAID anticipates that up to four evaluations will be required on an annual basis, and between five to ten monitoring visits will be required per week. USAID/Yemen currently has ten active projects and anticipates that up to six new projects will come on line over the course of the next year. Geographically, USAID projects are implemented in nearly all of Yemen’s 22 governorates. See page 5.

Q.15. Pg. 79, Section (b) 3rd Paragraph: Would “other” proposed staff pertain specifically to just the other team members identified in the RFP who are not identified as “key Personnel”?

YES. See page 80.

Q.16. Pg. 78: Are the SOQ to be submitted in lieu of CVs or in addition to?

“No CVs are required”. The SOQ is to be submitted in lieu of the CVs. SOQs may have similar elements and data as CVs but are NOT CVs but rather are the offeror’s justification of the person proposed. See page 80.

Q.17. Pg. 78: Should the entire Staffing Plan be submitted as an attachment or just its components such as the SOQ and LoCs?

A complete Staffing Plan shall be submitted as an attachment. This will help the technical committee understand how the offeror is planning to conduct the work. See page 80.

Q.18. Pg. 78: Please clarify what is meant by a “Statement of Quotations” attachment

Please change Statement of Quotations to read Statement of Qualifications. See page 80.

Q.19. Pg. 89: Past Performance: There are no specific instructions given in Section L for the preparation of Past

Performance. Please advise as to whether or not the standard short or long J form is requested. Alternatively, if there are other specific criteria for information that must be provided if these forms are not required.

Please provide the documents that you decide to be appropriate for this requirement. USAID does not require specific forms but rather that the information submitted is sufficient to be responsive to the evaluation factor.

See page 92.

Q.20. Pg. 89: Past Performance: Please provide details on how many past performance records/summaries are required?

Please provide past performance records/ summaries that you believe is sufficient for the evaluators to make a determination. A minimum of 4 references should be submitted but no more than 7. See page 92.

Q.21. Pg. 20: Is USAID expecting that this position will be seconded to the Mission?

No it will not be. See page 8.

Q.22. Pg. 7 (D4): Does the Mission have a perspective about either whether and when AIDTracker may be adapted in Yemen and whether the offeror can or should propose AIDTracker platform components as part of the task to “Further Develop… the Local Information Management System”?

We do not know when AIDTracker will be adapted in Yemen. Once AIDTracker is adapted, the contractor has to be ready to propose an AIDTracker platform components. See page 5.

Q.23. Pg. 9: Reference is made to “measuring the impact and effectiveness of resilience programming.” Does the

Yemen Mission foresee which sectors “resilience” will be applied to within the USAID portfolio in Yemen, and has the Mission any examples of reports from or programs in Yemen that provide examples of how resilience is understood or quantified in the Yemen context?

Resilience will be applied across the entire USAID/Yemen portfolio. More information on USAID’s resilience policy and guidance can be found at the following link: http://www.usaid.gov/resilience. See page 7.

Q.24. How participatory an approach does USAID envision for the PMP finalization? And will stakeholders in this participatory process include the GoY?

Details regarding the level and make-up of stakeholder participation for completing the PMP will be discussed with the contractor during the PMP planning stage. See page 6.

Q.25. Pg. 8: It is mentioned that the contractor will “arrange project site visits” and “manage logistics related to site visits.” Site visits for whom and for what purpose?

The project site visits will be primarily for USAID and other U.S. staff. The purpose of the visits will vary from visit to visit, and will be determined during the visit planning stage. See page 6.

Q.26. Pg. 9: “Contractor shall develop baseline data”- baselines for project specific indicators or for context? For both?

The final sentence in the paragraph in question states, “The purpose of the baseline study is twofold: Provide baseline for impact and outcome indicators to serve as a point of comparison for periodic evaluation; and, inform program targeting and, where possible, program design.” See page 7.

Q.27. DOC functions are fraught with political implications and typically all media (press) products and media

(press) communications are carefully reviewed and vetted before issued. This typically requires close coordination and oversight by the Program and/or Front Office. Is the DOC position envisioned to be posted inside the Mission or will this position be located in the offices of the Contractor?

The Communications Officer position will be located in the Contractor’s office. See page 8.

Q.28. P. 89 (Factor 2, Sub-Factors 1 and 2): Do the capabilities of key personnel have to be described in Both Key

Personnel and Institutional Capability sections? If so, how different should this information be?

See question no. 13.

http://www.usaid.gov/resilience

Q. 29. P. 89 (Factor 2, Sub-Factor 3): How does the Implementation Plan differ from the Work Plan evaluated under

Factor 1?

Under Section M2 Evaluation Factors, Technical Proposal Factor 1: Technical Approach, please remove the first sentence, “The draft work plan will be evaluated as part of this factor.” See page 90.

Q.30. Page 7, D7: Illustrative tasks include “periodic trend analysis…” Please confirm that offerors should include both primary data collection and data analysis in the cost proposal. Please also confirm to what extent the primary data collection and data analysis should be statistically robust?

Please refer to Section C, subsections D and E for the Illustrative Tasks and Activities. Please refer to Section L.7 for Instructions for the Preparation of the Cost/Business Proposal.

Q.31. Page 8, D11: Illustrative tasks “the contractor will be responsible to conduct all required field monitoring visits”. Does USAID currently have an existing monitoring schedule for this and if so can it be shared with offerors for preparation of proposals?

See question no. 14.

Q.32. Page 8, E2: Some of the services in this scope of work are cited on an ‘as needed’ basis. Please confirm that offerors include assumptions for the number of activities (including participant numbers) in the technical and cost proposal?

Yes.

Q.33. Page 10, Security Plan Section: In this paragraph, USAID states ‘Offerors should expect to issue a draft security plan after award to be approved by the COR and CO’. However in page 19, Section F.5 USAID states, ‘Draft plan will be submitted with proposals. Final plan will be due within 60 days of contract award.’ Please clarify USAID’s requirement for Security Plan as part of the proposal submission.

Draft Security Plan is due with proposals as an authorized attachment. Cost proposal should explain and highlight security costs. See Pages 10, 19,and 80 of this RFP.

Q.34. Page 10, Security Plan Section: USAID states ‘No specific budget for security costs should be proposed at this time’ however on Page 80 Section L.6 SECTION II, states ‘All costs associated with security should be detailed in the cost/ business proposal…‘ Please clarify USAID’s requirement for including budget costs for security management and personnel as part of the proposal submission.

Cost proposal should explain and highlight security costs. Pages 10, 19,and 80 of this RFP.

Q.35 Page 17, Section F.5: Please indicate when the Yemen CDCS 2014-2016 will be made available.

See question no.1.

Q.36. Page 17, F.5, Reports and Deliverables: The monitor and evaluate the IPS activities section, states

“performance and impact evaluations” are to be delivered “as per mission annual evaluation plan”. Please confirm that these plans will be made available to offerors for preparation of proposals.

The evaluation plan is completed on an annual basis. For preparation purposes, please refer to the response to question 14.

Q.37. Page 17, F.5, Reports and Deliverables: In section Assessment and Analyses, the “trends analysis especially on cross sectoral interests such as water and nutrition” are stated to be delivered “TBD based on mission annual plan” – please confirm that offerors are expected to make assumptions for the number of activities in the technical and cost proposal.

Yes

Q.38. Page 18, F.5, Reports and Deliverables, section 1 – 3: Please confirm that “progress towards the indicators and intermediate results in the performance monitoring plan and a section outlining how the contract objectives have been achieved that quarter” are related to USAID mission programs and not this M&E contract itself.

The sentence quoted in the question refers to quarterly reports to be generated by the contractor that detail the contractor’s performance and implementation under the M&E contract.

Q.39. Page 19, F.6: Please confirm that the Key Personnel role of Grant, subcontract and Compliance Manager is erroneous, and can be removed. Further to this, please confirm that on Page 20, F.6 USAID have correctly identified 4 Key Personnel roles total, which are, Director, Senior Monitoring and Evaluation Officer, Communications Officer and Data Collection and Database Management Officer. Of which the Director is COP and the DCOP role can be filled by any of the other 3 positions.

Please refer to the response to question 11.

Q.40. Page 7, Statement of Work Section, item 4: USAID states ‘If USAID Global Database Clearing House

(AIDtracker) use become mandatory, the contractor shall be responsible for conducting Mission’s related data entry to the system.’ Please confirm if offerors are obligated to include for this in the cost proposal (including data and quality assurance).

Yes, the offerors are obligated to include for this in their cost proposal. See question no. 4.

Q.41. Please confirm that small business offerors are not required to submit a subcontracting plan.

Small business offerors are not required to submit subcontracting plan.

RFP No. SOL-279-14-000002 ISSUANCE DATE: July 08, 2014

CLOSING DATE: SEE BLOCK 9 OF SF 33

QUESTIONS: July 15, 2014 at 05.00 PM, Cairo time

SUBJECT: REQUEST FOR PROPOSALS (RFP) – YEMEN MONITORING AND EVALUATION –

PHASE 2 (YMEP2) UNITED STATES AGENCY FOR INTERNATIONAL DEVELOPMENT (USAID)

YEMEN

To All Interested Small Business Applicants:

The United States Government (USG), represented by the U.S. Agency for International Development (USAID), OAA Office invites interested and qualified Small Business organizations to submit proposals in accordance with the requirements of this RFP. USAID will conduct this procurement through full and open competition small business set aside.

The procedures set forth in the Federal Acquisition Regulation (FAR) Part 15 shall apply. USAID anticipates an award of a three year base period and two one-year option periods. The Government is not obligated to make an award.

The RFP addresses all of the specifics associated with this requirement. Offerors are encouraged to read the entire solicitation. Special attention should be paid to Section L”, Instructions to Offerors”, and Section M, “Evaluation Factors for Award”.

The primary point of contact for this RFP is specified in Section L of this RFP. The mailbox for receipt of proposals is also specified in Section L of this RFP

Thank you for your interest.

Sincerely, Ralph Koehring, Contracting Officer

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

N/A

PAGE OF PAGES

1 99

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

SOL-279-14-000002

4. TYPE OF SOLICITATION

X NEGOTIATED (RFP)

5. DATE ISSUED

07/08/2014

6. REQUISITION/PURCHASE NUMBER

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

Office of Acquisition and Assistance USAID/Egypt 1A Nady El Etissalat St., Maadi, Cairo, Egypt.

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

SOLICITATION

9. Electronic proposal for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in

Proposals are due electronically to the address shown in section L until 4:00 pm (Cairo) local time 08/17/2014 (Hour) (Date)

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.

10. FOR INFORMATION CALL:

A. NAME

Sarah Botros

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

YMEPII@usaid.gov AREA CODE NUMBER EXT.

202 252-27000 6920

11. TABLE OF CONTENTS

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 42-50

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2-4 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 5-13 X J LIST OF ATTACHMENTS 51-60

X D PACKAGING AND MARKING 14 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 15

X

K

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

61-71 X F DELIVERIES OR PERFORMANCE 16-22

X G CONTRACT ADMINISTRATION DATA 23-27 X L INSTR., CONDS., AND NOTICES TO OFFERORS 72-87

X H SPECIAL CONTRACT REQUIREMENTS 28-41 X M EVALUATION FACTORS FOR AWARD 88-91

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 180_ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

Not Applicable

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

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

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

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

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

STANDARD FORM 33

(REV. 9-97)

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52-232-8)

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

14. ACKNOWLEDGEMENT OF AMENDMENTS

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

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFEROR

CODE

FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

mailto:YMEPII@usaid.gov

RFP no. SOL-279-14-00000

Part I – The Schedule

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

USAID/Yemen intends to award a new contract for Monitoring and Evaluation (M&E) tasks to provide oversight and analysis of project implementation and impact that shall enable and enhance USAID performance management in Yemen. The Contractor shall monitor the progress of activities, report outcomes, and evaluate effectiveness of programs vis a vis development objectives specified in USAID’s Country Development Cooperation Strategy (CDCS) for 2014 -2016. The scope of services to be performed includes overall program performance analyses, project and activity-level performance monitoring and evaluation services, as well as prerequisite planning, systems development and management, training and orientation, and outreach and communications support services. Services are to be provided in collaboration with USAID/Yemen program implementing partners. The objective of the contract is to enable and enhance USAID performance management in Yemen.

The public version of the Yemen CDCS has not yet been completed, and will not be completed before the closing date of this solicitation

B.2 CONTRACT TYPE

The U.S. Government is contemplating the award of a Cost-Plus-Fixed-Fee (CPFF), completion type contract resulting from this solicitation. For the consideration set forth below, the Contractor shall provide the deliverables or outputs described in Section F based on the Statement of Work (SOW) found in Section C of this solicitation document.

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

(a) The estimated cost for the three year base period of the performance required hereunder, exclusive of fee is $ . The fixed fee is $ . The estimated cost plus fixed fee is

(b) The estimated cost for the for option year one exclusive of fee is $ . The fixed fee is $ .

The estimated cost plus fixed fee for option year one is $ . The estimated cost for option year 2, exclusive of fee is $ . The fixed fee is $ . The estimated cost plus fixed fee for option year 2 is $ _.

(c) Within the estimated cost plus fixed fee specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee) for performance hereunder is $ the aforesaid obligated amount.

The Contractor shall not exceed

(d) Funds obligated hereunder are anticipated to be sufficient for performance through

B.4 BUDGET

CLIN 0001: Total Direct Labor (includes salary, wages, fringe benefits, and allowances).

CLIN 0002: Other Direct Costs (includes travel, procurement, equipment, subcontracts, etc).

CLIN 0003: Security CLIN 0004: Fixed Fee

This is an example for the distribution of cost elements:

Cost Element Base Period Option Period 1 Option Period 2

Yr 1 Yr 2 Yr 3 Yr 4 Yr 5

CLIN 0001

Total Direct Labor $ $ $ $ $ Salary and Wages $ $ $ $ $ Fringe Benefits $ $ $ $ $ Allowances $ $ $ $ $

CLIN 0002

Travel, Transportation, and Per Diem

Procurement $ $ $ $ $ Equipment and Supplies $ $ $ $ $ Communications $ $ $ $ $ Subcontracts/Consultants $ $ $ $ $ Direct Facilities Cost $ $ $ $ $ Other Direct Cost $ $ $ $ $ Direct Contract Expenditures

CLIN 0003

Security $ $ $ $ $

CLIN 0004

Indirect Costs $ $ $ $ $ Total Estimated Cost $ $ $ $ $

CLIN 5

Fixed Fee $ $ $ $ $ Total Est. Cost plus Fee $ $ $ $ $

B.5 INDIRECT COSTS For the Prime Contractor:

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

Description Rate Base Type Period

TBD 1/ 1/ 1/

1/Base of Application:

Type of Rate: Predetermined Period:

For Major Subcontractor(s):

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

Description Rate Base Type Period

TBD 1/ 1/ 1/

1/Base of Application:

Type of Rate: Predetermined Period:

“Major subcontractor(s)” are those subcontractors whose proposed costs exceed 20 percent of the contract value.

B.6 COST REIMBURSABLE

The costs allowable shall 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, if applicable, and AIDAR 752.7003, Documentation for Payment.

B.7 PAYMENT OF FIXED FEE

Payment of fixed fee, subject to FAR 52.216-8, may be made upon receipt of a proper invoice.

Subject to FAR 52.216-8, Fixed Fee, shall be allocated based on fixed monthly schedule based on reasonable completion of work required as determined by the COR in conjunction with section F.4.

In accordance with FAR 52-216-8, a reserve of 15% or $100,000 whichever is less for the given period.

[END OF SECTION B]

SECTION C: DESCRIPTION/SPECIFICATIONS/STATEMENT OF OBJECTIVES

C.1 PURPOSE AND PROGRAM WORK LOCATIONS

The purpose of this award is to provide oversight and analysis of project implementation and impact that shall enable and enhance USAID performance management in Yemen. The Contractor shall monitor the progress of activities, report outcomes, and evaluate effectiveness of programs vis a vis development objectives specified in USAID’s Country Development Cooperation Strategy (CDCS) for 2014 -2016.

C.2 SCOPE

The scope of services to be performed includes overall program performance analyses, project and activity-level performance monitoring and evaluation services, as well as prerequisite planning, systems development and management, training and orientation, and outreach and communications support services.

C.3 BACKGROUND

USAID’s CDCS for 2014 – 2016 directs efforts in ways that: 1) leverage the historic opportunities for political transition; and 2) methodologically align and integrate technical areas of development assistance with humanitarian aid in order to build greater resilience (at the state, community, household, and individual levels). The Strategy is to capitalize upon positive momentum in the country, mitigate the challenges of vested interests and humanitarian crises, and stay flexible in the fluid context of transition. The focus is on the core barriers to broader political/economic participation rates. The immediate emphasis is delivery of humanitarian assistance and support for an informed and participatory approach to political transition. Going forward, the programmatic thrust increasingly addresses development challenges at local level; including matters of governance, civic participation, public service delivery, economic growth and private sector job creation.

The Yemen CDCS intends to support the country’s resilience to humanitarian, political and economic challenges. While supporting the transition, and staying positioned to advance the outcomes of the transition, USAID aims to strengthen the administration of humanitarian and development assistance while targeting vulnerable communities emerging from cycles of crisis.

More than a static relief to development approach, the effort is to create adaptive capacities, assist in breaking the chronically vicious cycle of poverty and fragility, and establish a foundation for inclusive growth and development. The aim is to be more strategic, and to better manage program performance, for greater impact.

USAID has provided over $240 million development assistance to Yemen through the Bilateral Assistance Agreement with the Republic of Yemen Government (ROYG) since 2009. In addition, over $300 million of Humanitarian Assistance and Transitional Initiative funds was also provided by USAID since then. A Sanaa-based USAID staff of 12 expatriates and 16 Nationals manages USAID program delivery. The portfolio consists currently of 12 contracts and assistance agreements of varying kind, scope and duration (see Annex I). Implementing partners range from small local entities to large multi-national organizations. All are subject to oversight review, evaluation and reporting, although the relative level of third-party monitoring and evaluation effort required for each will differ.

The principal challenge to operate in Yemen is insecurity. Managing aid for results in an environment that is socially, politically and economically volatile presents ongoing management challenges. Because of that the M&E Project is fundamental to USAID’s success in Yemen. Due to security constraints, USAID personnel have limited mobility which inhibits site visits and close connections with beneficiaries. Therefore, USAID needs a Third Party Monitor (TPM) to be the eyes and ears in the field. USAID keeps looking to improve effectiveness and the impact of its projects, which cannot be done without a TPM partner. During the previous USAID Interim Strategy 2009-2012, USAID contracted IBTCI to do the monitoring and evaluation services, including third party monitoring. IBTCI contract is about to expire. The services of the subject Statement of Work are to follow-on that of the IBTCI contract.

The security situation impacts design and management of USAID assistance programs, development outcomes, and approach to monitoring and evaluation. The security situation prevents routine travel of USAID personnel in Yemen; and, third-party monitoring and reporting is meant partly to mitigate USAID inability for regular direct field-based consultation and coordination with implementing partners and stakeholders.

Third-party monitoring and evaluation responsibilities will preclude Contractor participation in other USAID/Yemen contracts or agreements over the performance period.

C.4 OBJECTIVE

Through the new CDCS, USAID plans to leverage a resilience-based approach to programming in order to meet its overarching goal of helping Yemen become more resilient in and of itself.

Assumptions have been made as part of the new strategy. USAID would like to determine the strength and validity of resilience programming in an environment such as Yemen’s. Therefore, the prime objective of YMEP2 is to measure the impact and effectiveness of resilience programming.

Furthermore, USAID requires contract assistance in the systematic process of monitoring the achievements of program activities; collecting and analyzing performance information to track progress toward planned results; using performance information and evaluations to influence decision-making and resource allocation; and communicating results to advance organizational learning and inform stakeholders.

The contract scope of services to be performed includes overall program monitoring and evaluation;

and project and activity-level performance monitoring and evaluation services, as well as prerequisite planning, systems development and management, training and orientation, and outreach and communications support services. The Contractor is to provide regular and consistent performance monitoring and reporting, as well as reviews of specific activities, projects and the portfolio as a whole.

Oversight monitoring and reporting is to be independent of and supplemental to that provided separately by implementing partners.

Implementing partner contracts and assistance agreements include responsibilities for coordination on matters of monitoring and evaluation, but the value of third party efforts should in itself motivate a cooperative undertaking in performance management. A successful undertaking will be mutually interesting and beneficial to all parties, and will fortify the close working relations needed to attain overall Mission Program success.

The systems, methods and practices that USAID seeks to establish and maintain for optimal performance management, and that this contract is meant to enable, are specified and defined in USAID ADS Chapter 203 http://www.usaid.gov/sites/default/files/documents/1870/203.pdf .

Guidance specific to addressing matters of gender equality and female empowerment is found in ADS Chapter 205 http://www.usaid.gov/sites/default/files/documents/1870/205.pdf . USAID ADS Chapter 202 http://www.usaid.gov/sites/default/files/documents/1868/202.pdf provides relevant information on activity-level oversight during implementation, such as site visits and verification of inputs and outputs. ADS Chapter 204 http://www.usaid.gov/sites/default/files/documents/1865/204.pdf provides guidance for the monitoring of compliance with 22 CFR 216 environmental determinations http://www.usaid.gov/our_work/environment/compliance/22cfr216 .

C.5 STATEMENT OF WORK

USAID anticipates that up to four evaluations will be required on an annual basis, and between five to ten monitoring visits will be required per week. USAID/Yemen currently has ten active projects and anticipates that up to six new projects will come on line over the course of the next year.

Geographically, USAID projects are implemented in nearly all of Yemen’s 22 governorates.

Illustrative Tasks

The Contractor shall establish and maintain in-country capacity for performance of the following tasks. Tasks are to be carried-out in close collaboration and cooperation with USAID and USAID-funded implementing partner personnel and stakeholders in Yemen.

1. Develop and finalize the Mission Performance Monitoring Plan (ADS 203.3.3), Establish Baseline, and Evaluate Mission Programs Performance.

2. Review and Refine Project Monitoring and Evaluation Plans (PMEP) (ADS 203.3.4), Conduct Oversight Project Monitoring and Reporting (ADS 202), and Evaluate Project Performance.

3. Provide technical assistance to the Implementing Partners (IPs) in developing their PMEP and also to improve their data collection and self-monitoring methodologies.

4. Further Develop, Manage and Maintain the Existing Local Information Management System and Clearinghouse. If USAID Global Database Clearing House (AIDtracker) use become mandatory, the contractor shall be responsible for conducting Mission’s related data entry to the AIDtracker system. The implementers shall continue to enter the data into the Existing Local Information Management System and Clearing house, as they are currently required to

do. Once AIDTracker is adopted, the contractor has to be ready to propose an AIDTracker platform components.

5. Conduct Sectoral and Issue-oriented Analyses/Assessment as requested by USAID.

6. Provide Outreach and Communication Support Services, including regular bulletins on the status and progress of all USAID projects and disseminate information and public reporting results, per USAID instructions, to interested parties including USG involved agencies, beneficiaries and the

ROYG.

7. Monitor the results and impact of USAID activities on beneficiaries, communities and local organizations through providing periodic trend analysis of main outcomes and impacts indicators.

8. As per USAID guidance and request, conduct any required evaluation for the USAID projects performance and achievements (including baseline surveys, mid-term and final evaluations).

http://www.usaid.gov/sites/default/files/documents/1870/203.pdf http://www.usaid.gov/sites/default/files/documents/1870/205.pdf http://www.usaid.gov/sites/default/files/documents/1868/202.pdf http://www.usaid.gov/sites/default/files/documents/1865/204.pdf http://www.usaid.gov/sites/default/files/documents/1865/204.pdf http://www.usaid.gov/our_work/environment/compliance/22cfr216 http://www.usaid.gov/our_work/environment/compliance/22cfr216

In compliance with USAID Forward objectives, Impact evaluation for the major USAID program and/or pilot program will also be part of the contractor responsibilities.

9. Support the M&E building capacity for USAID Mission staff, IPs, and Yemeni government and organizations, as necessary, to build capacity and to coordinate data collection and reporting requirements, and to update the PMP, PMEPs and other reporting data.

10. Collect, review and verify the performance data provided by the USAID implementers for quality and accuracy. Support project implementers by conducting data quality assessments and monitoring site visits. The contractor will also be responsible on collecting and verifying the data that used in the Mission annual Performance Plan Report (PPR).

11. On behalf of the Mission, the contractor will be responsible to conduct all required field monitoring visits to monitor the IP’s various activities on the ground.

12. Verify environmental compliance of USAID projects and activities in conjunction with the Mission Environmental Officer.

C.6 ACTIVITIES

1. Mission Performance Monitoring Plan and Project Monitoring and Evaluation Plans Finalization of the Mission Performance Monitoring Plan (PMP) is to be a participatory in-country effort. Organized by the Contractor, and led by USAID, the process will include implementing partners and stakeholders. The completed Plan is to include a description of performance management methodology and the main features of data collection instruments, implementation plans and schedules, and plans for data analysis. In collaboration with USAID and implementing partners, the Contractor shall advise the development and refinement of all existing and planned Project Monitoring and Evaluation Plans (PMEP).

The contractor is responsible to file, track and or follow on approvals with USAID for all IPs PMEPs. An efficient approach to effective monitoring and reporting is to be implemented, and feedback loops for learning shall be institutionalized. Both PMP and PMEP are performance management tools used by the USAID and the IPs to monitor achieved progress against planned targets and evaluates progress towards achieving expected program results.

Details regarding the level and make-up of stakeholder participation for completing the PMP will be discussed with the contractor during the PMP planning stage.

2. Monitor and Evaluate the IPs Activities

The Contractor shall conduct portfolio-wide oversight monitoring. This includes activity verification, checks on input and output, data quality assessment, annual reporting of non-expendable property, and monitoring for compliance on agreed programming approach, branding policy and 22 CFR 216 environmental determinations. The contractor will also provide activity-level monitoring and evaluation services designed to provide qualitative and quantitative analyses and reviews of specific activities on an ‘as-needed’ basis. Some of these M&E services could include, but are not limited to: rapid assessments of USAID intervention regions and localities; field verification exercises of the indicator results provided by USAID implementing partners; targeted activity-level performance audits and monitoring site visits;

Performance and Impact Evaluations.

The Contractor shall arrange project site visits, prepare briefing materials and scene setters, coordinate meetings and briefings with Implementing Partners, other donors, and government officials; and, manage logistics related to visits. The project site visits will be primarily for USAID and other U.S. staff. The purpose of the visits will vary from visit to visit, and will be determined during the visit planning stage.

3. Baseline Studies and Evaluations With the release of the Evaluation Policy in January 2011, USAID made an ambitious commitment to quality program evaluation - the systematic collection and analysis of information and evidence about program performance and impact. USAID uses evaluation findings to inform decisions, improve program effectiveness, be accountable to stakeholders, and support organizational learning. Strengthening evaluation and transparency are part of the USAID Forward reform agenda.

Contract scope includes activity and project evaluation services, as well as the overarching understanding of the impact and effectiveness of resilience programming. Both Performance and Impact Evaluation will be considered when the annual evaluations are planned by the Mission. The Contractor will be considered, among other sources, for these assignments as project and activity evaluation requirements are determined. The Contractor shall also develop baseline data and protocols for consistent ongoing data collection by all USG implementers.

The purpose of the baseline study is twofold: Provide a baseline for impact and outcome indicators to serve as a point of comparison for periodic evaluation; and, inform program targeting and, where possible, program design.

4. Assessments and Analyses

The Contractor shall design and conduct ad hoc surveys, studies, research and analyses, and provide substantive qualitative, quantitative and analytical information in support of program achievement and on-going program development. The prime objective is to be able to measure the impact and effectiveness of resilience programming. Resilience will be applied across the entire USAID/Yemen portfolio. More information on USAID’s resilience policy and guidance can be found at the following link: http://www.usaid.gov/resilience Furthermore, the Contractor shall support project implementers by conducting data quality assessments, performance audits and monitoring IP site visits by collecting, reviewing and verifying the performance data provided by the USAID implementers for quality and accuracy.

5. Environmental Compliance Reports

The Contractor shall coordinate a review of the USAID portfolio of projects and activities, and produce a plan to ensure USAID compliance with environmental impact monitoring and mitigation regulation (‘Reg. 216’). The Review shall be conducted following ADS 204 guidelines under the supervision of USAID’s Mission Environmental Officer.

6. M&E Capacity Building

The Contractor shall provide training and technical assistance to USAID and Implementing Partner personnel on the overall performance management system, as well as best practices and methods. Regular workshops for USAID, Implementing Partners and stakeholders are to be organized so as to build performance management capacity, expand database usage, and coordinate data collection and reporting. Efforts shall aim to strengthen collaboration, coordination and knowledge sharing within USAID, and with and among implementing partners and stakeholders. Managing and organizing a monthly M&E working group meetings could be used as one of the building capacity tools.

7. Database System Development and Management

The Contractor shall further maintain, develop and manage the existing USAID/Yemen Geographical Information and Database information management system (Clearinghouse) to capture the breadth of qualitative and quantitative performance and contextual data. The data captured will be reported and input by the IPs. There may also be requests for updates and http://www.usaid.gov/resilience modifications, as necessary. The System is meant to maintain comprehensive information on the status and progress of all USAID activities with corresponding Geographic Information System (GIS) data and mapping capacities. Regular upgrading and increasingly sophisticated usage of the database over the performance period is expected. The completed Mission Performance Monitoring Plan (task one) is to include a description of the database management system and a projection on the production of Clearinghouse reports and provision of Clearinghouse services.

The contractor is responsible to manage and update the Clearinghouse on regular basis.

8. Outreach and Communication Support

The Contractor shall provide counsel and assistance for the annual update and implementation of the Mission Development Outreach and Communication Strategy. The Contractor will help promote USAID/Yemen and all USG programs to internal and external audiences, build public awareness of programs and projects being funded by USAID and strengthen and facilitate Mission reporting functions.

The Contractor shall assist in developing a targeted, coherent, and consistent message from USAID and all implementing partners. The intention is to substantially increase the effective use of multimedia to enhance USAID Program delivery.

The Contractor shall retain expertise, and provide highest-level professional English and local dialect Arabic interpreter and translator support services. The Contractor shall encourage in-depth coverage of activities in the local and international media; and organize media tours and facilitate contacts among members of the media and USAID Implementing Partners. The Contractor shall proactively facilitate stakeholder knowledge of USAID-funded activities through facilitated field trips, background materials and rapid and effective response to inquiries.

The Communications Officer position will be located in the Contractor’s office.

9. Coordination

An expeditious start-up is required. Effective program mobilization includes coordination with an out-going Contract Team. Transition from the expiring existing contract and that proposed is to be orderly and without interruption of service or capability.

C.7 SECURITY PLAN

Security for the Contractor’s personnel and offices is the responsibility of the Contractor. The Contactor shall assess the security situation in Yemen and institute appropriate measures. The Contractor is responsible for establishing a security protocol that facilitates safety of all staff and allows completion of required tasks and activities in the prevailing operating environment. If security factors are expected to disrupt implementation or to cause delay in attaining established targets, it is the Contractor’s responsibility to immediately notify USAID. Offerors should expect to issue a draft security plan after award to be approved by the COR and CO. No specific budget for security costs should be proposed at this time. If the security context in Yemen should change to the point that additional costs are deemed reasonable, the Contractor should immediately notify the CO and COR.

C.8 LIMITATION OF FUTURE CONTRACTING

(a) The Contracting Officer has determined that this acquisition may give rise to a potential organizational conflict of interest. Accordingly, the attention of prospective Offerors is invited to FAR Subpart 9.5--Organizational Conflicts of Interest.

(b) The nature of this conflict is based on the premise that contractors who provide USAID

Services in a Program Management Support or Consulting capacity such as developing USAID- specific business requirements & providing impact analysis may give rise to a potential organizational conflict of interest on contracts where the contractor is providing services in an operational support capacity.