RFP_YMEP_II.pdf

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

1. THIS CONTRACT IS A RATED ORDER RATING PAGE OF PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

SEALED BID (IFB)

NEGOTIATED (RFP)

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

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

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 until local time _______________________ (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.

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

AREA CODE NUMBER EXT.

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

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

C DESCRIPTION/SPECS./WORK STATEMENT J LIST OF ATTACHMENTS

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA L INSTR., CONDS., AND NOTICES TO OFFERORS

H SPECIAL CONTRACT REQUIREMENTS M EVALUATION FACTORS FOR AWARD

K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

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.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%) (See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

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

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

ADDRESS

OF OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

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

Not Applicable

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM (4 copies unless otherwise specified)

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

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

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA 28. AWARD DATE

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

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

1 N/A 99

SOL-279-14-000002 X

07/08/2014

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

Proposals are due electronically to the address shown in section L

4:00 pm (Cairo) 08/07/2014

Sarah Botros

202 252-27000 6920 YMEPII@usaid.gov

X 1

X 2-4

X 5-13

X 14

X 15

X 16-22

X 23-27

X 28-41

X 42-50

X 51-60

X 61-71

X 72-87

X 88-91 mailto:YMEPII@usaid.gov

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.

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 Contractor shall not exceed the aforesaid obligated amount.

(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 .

D. STATEMENT OF WORK

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 system.

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). 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.

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/our_work/environment/compliance/22cfr216

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.

E. 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.

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.

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.

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 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.

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.

F. 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.

G. 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. Services provided in a Program Management, Monitoring and Evaluation, or Consulting capacity may have a direct impact on contracts of an operational support nature. Likewise, services performed on the operational support contract could impair a contractor’s capacity to provide impartial advice on the Program Management Support, Monitoring and Evaluation, or Consulting Services contract. These conflicting roles could result in the inability to render impartial or objective assistance or bias a contractor’s judgment resulting in an impaired objectivity Organizational Conflict of Interest.

(c) The restrictions upon future contracting are as follows:

(1) If the Contractor, under the terms of this contract, or through the performance of tasks pursuant to this contract, is required to develop specifications or statements of work that are to be incorporated into a solicitation, the Contractor shall be ineligible to perform the work described in that solicitation as a prime or first-tier subcontractor under an ensuing USAID contract. This restriction shall remain in effect for a reasonable time, as agreed to by the CO and the Contractor, sufficient to avoid unfair competitive advantage or potential bias (this time shall in no case be less than the duration of the initial production contract). USAID shall not unilaterally require the Contractor to prepare such specifications or statements of work under this contract.

(2) To the extent that the work under this contract requires access to proprietary, business confidential, or financial data of other companies, and as long as these data remain proprietary or confidential, the Contractor shall protect these data from unauthorized use and disclosure and agrees not to use them to compete with those other companies.

H. ORGANIZATIONAL CONFLICT OF INTEREST

(a) Determination. The Government has determined that this effort may result in an actual or potential conflict of interest, or may provide one or more offerors with the potential to attain an unfair competitive advantage. The nature of the conflict of interest and the limitation on future contracting is described below:

The nature of this conflict is based on the premise that contractors who p rovide 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. Services provided in a Program Management or Consulting capacity may have a direct impact on contracts of an operational support nature. Likewise, services performed on the operational support contract could impair a contractor’s capacity to provide impartial advice on the Program Management Support or Consulting Services contract. These conflicting roles could result in the inability to render impartial or objective assistance or bias a contractor’s judgment resulting in an impaired objectivity Organizational Conflict of Interest.

(b)If any such conflict of interest is found to exist, the CO may:

(c) (1) disqualify the offeror, or (2) determine that it is otherwise in the best interest of the United States to contract with the offeror and include the appropriate provisions to avoid, neutralize, mitigate, or waive such conflict in the contract awarded. After discussion with the offeror, the CO may determine that the actual conflict cannot be avoided, neutralized, mitigated or otherwise resolved to the satisfaction of the Government, and the offeror may be found ineligible for award.

(d) Disclosure: The offeror hereby represents, to the best of its knowledge that:

(1) It is not aware of any facts which create any actual or potential organizational conflicts of interest relating to the award of this contract, or

(2) It has included information in its proposal, providing all current information bearing on the existence of any actual or potential organizational conflicts of interest, and has included a mitigation plan in accordance with paragraph (d) of this provision.

(d) Mitigation: If an offeror with a potential or actual conflict of interest or unfair competitive advantage believes the conflict can be avoided, neutralized, or mitigated, the offeror shall submit a mitigation plan to the Government for review. Award of a contract where an actual or potential conflict of interest exists shall not occur before Government approval of the mitigation plan. If a mitigation plan is approved, the restrictions of this provision do not apply to the extent defined in the mitigation plan.

(e) Other Relevant Information: In addition to the mitigation plan, the CO may require further relevant information from the offeror. The CO will use all information submitted by the offeror, and any other relevant information known to USAID, to determine whether an award to the offeror may take place, and whether the mitigation plan adequately neutralizes or mitigates the conflict.

(f) Corporation Change. The successful offeror shall inform the CO within thirty (30) calendar days of the effective date of any corporate mergers, acquisitions, and/or divestures that may affect this provision.

(g) Flow-down. The contractor shall insert the substance of this clause in each first tier subcontract that exceeds the simplified acquisition threshold.

(h) The Contractor warrants that, to the best of the contractor’s knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest, as defined in FAR Subpart 9.5 Organizational and Consultant Conflicts of Interest, or that the contractor has disclosed all such relevant information.

(i) Prior to commencement of any work, the contractor agrees to notify the CO immediately that to the best of its knowledge and belief, no actual or potential conflict of interest exists or to identify to the CO any actual or potential conflict of interest the firm may have. In emergency situations, however, work may begin but notification shall be made within five (5) working days.

(j) The Contractor agrees that if an actual or potential organizational conflict of interest is identified during performance, the Contractor shall immediately make a full disclosure in writing to the CO. This disclosure shall include a description of actions which the Contractor has taken or proposes to take, after consultation with the CO, to avoid, mitigate, or neutralize the actual or potential conflict of interest. The Contractor shall continue performance until notified by the CO or any contrary action to be taken.

(k) Remedies – USAID may terminate this contract for convenience, in whole or in part, if it deems such termination necessary to avoid organizational conflict of interest. If the contractor was aware of a potential organizational conflict of interest prior to award or discovered an actual or potential conflict after award and did not disclose it or misrepresented relevant information to the CO, the Government may terminate the contract for default, debar the contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

[END OF SECTION C]

SECTION D PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

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

(c) ) Authority to waive marking requirements is vested with the Regional Assistant

Administrators, and with Mission Directors.

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

D.2 BRANDING

Markings under this contract shall comply with the USAID “Graphic Standards Manual available at www.usaid.gov/branding <http://www.usaid.gov/branding or any successor branding policy.

[END OF SECTION D]

SECTION E INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-5 INSPECTION OF SERVICES--COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at the principal place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3 MONITORING AND EVALUATION PLAN

Monitoring and evaluation programs should be utilized in order to assess the impact of the programs and whether or not objectives are being achieved and if they should be adjusted. The Contractor will input all required information into the USAID Yemen Info System (or any successor database) on a quarterly basis.

[END OF SECTION E]

SECTION F DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

52.242-15 STOP-WORK ORDER AUG 1989

ALTERNATE I APR 1984

52.243-2 CHANGES—COST-REIMBURSEMENT AUG 1987

F.2 PERIOD OF PERFORMANCE

The base performance period shall be three (3) years with up to two, one-year options for a maximum performance period of five (5) years. Decisions to fund the options will be determined by assessment of program performance, USAID requirements, and the availability of funding in accordance with FAR 52.217-9, Option to Extend the Terms of the contract.

F.3 PLACE OF PERFORMANCE

Performance of this contract will be principally in Yemen.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor's overall performance in accordance with the performance standards set forth below, will be conducted jointly by the Contracting Officer Representative and the Contracting Officer, and shall form the basis of the Contractor's permanent performance record with regard to this contract.

a) Quality

• Quality and effectiveness of the Contractor's long-term key personnel, other non-key long-term professionals, and short-term specialists.

• Qualitative improvements in district government performance measures related to the four

Intermediate Results expected.

• Quality and effectiveness of Technical Assistance given to District Entities and other partner organizations.

• Extent to which open, transparent relations are established between District Entities, with provincial governments, donors and partners.

b) Cost Control/Effectiveness

• Actual costs incurred against the Contractor's cost proposal.

• Relative percentage of program delivered as income/wages directly to beneficiaries.

c) Timeliness of Performance

• Long Term and Short-term technical assistance are identified and fielded in a timely manner.

• Ability of the Contractor to take corrective action to compensate for delays which were outside the Contractor's control.

• Timeliness of documents or reports submitted to donors and ROYG.

d) Satisfaction of Relationship with Donors

• Understanding of, and adherence to, USAID regulations and procedures.

• Effectiveness in bringing critical issues/constraints to the attention of donors and proposing appropriate solutions.”

F.5 REPORTS AND DELIVERABLES:

DELIVERABLES Against ACTIVITIES DELIVERY DATE

Mission PMP and Project PMEP

Performance Monitoring Plan Finalized Within first 90-days of having the Mission approved

CDCS

PMP Baseline Established Fully established within Year One of the Contract

MONITOR AND EVALUATE THE IPS ACTIVITIES

Plan for Site Visits and TPM reports Within 90- days of contract; then quarterly updated Performance and Impact Evaluations As per the mission Annual Evaluations Plan

BASELINE STUDIES AND EVALUATIONS

Project Monitoring and Evaluation Plan Operational within 90-days of contract; finalized within

Year One; updated according to work plan Oversight Project Monitoring and Reporting Regularly, according to work plan Projects Evaluations TBD, according to the annual Mission Evaluations work plan

ASSESSMENTS AND ANALYSES

Trends analysis especially on cross-sectoral interests such as water and nutrition.

TBD, based on the Mission annual plan

Conduct PPR related indicators DQAs Annual (Oct-Dec) Non PPR selective indicators DQA Annual (May-June) as per USAID selected IP.

Annual assessments of progress toward CDCS objectives and overarching goal.

Annually

ENVIRONMENTAL COMPLIANCE REPORTS

Environmental Compliance Review Report due within 90-days of STTA contract

M&E CAPACITY BUILDING

Training plan for USAID staff and IPs’ M&E staff Within 90- days of contract; then annually updated M&E Working Group meeting Monthly On Job Training As per IPs request

DATABASE SYSTEM DEVELOPMENT AND MANAGEMENT

Assessment of the current Clearinghouse database, design and uses.

Report within 45-days of contract award

Clearinghouse Development and Management Plan Plan finalized within 90-days of contract award Clearinghouse Management and output According to work plan Workshops for Collaboration, Coordination and Knowledge Sharing

Quarterly

Updated Clearinghouse database Quarterly Training Events for USAID, Implementing Partners on use of Clearinghouse

Annually

OUTREACH AND COMMUNICATION SUPPORT

Project (YMEP2) Branding and Marking Plan Within 90-days of contract award Mission Development Outreach and Communication Strategy

Annually

Monthly bulletin for USAID activities Monthly in two language Success Stories At least two per months Videos and other Communication tools As per the Mission annual DOC Strategy

1. Weekly Report: The weekly report is a short report, may include 1-3 paragraphs, that shows the most important activities during the week that could be used for distribution to the public audience through different media channels.

2. Monthly Reports: These reports are designed to keep Activity Managers and the Platform informed of all ongoing program information and results disaggregated by Intermediate Results (IRs) in narrative format, along with province and district with GPS coordinates included for each project conducted. Monthly reports also will include a section that outlines how the contract objective and Intermediate Results have been achieved that month and measure effectiveness in reaching program indicators. Additionally Monthly Reports shall be designed to be reported to Provincial and District Entities for their continual awareness of how the program is performing in their Districts.

3. Quarterly Reports: The main thrust of the quarterly report is to discuss 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. These reports will discuss progress made during the previous quarter, problems encountered when not routine, successes or anecdotes worthy of highlighting, and good practices for programming in less-permissive areas. Quarterly Reports must include USAID-approved Success Stories in the approved USAID format. Quarterly reports may be submitted to ROYG authorities at the provincial and district level and be used for briefings for Governors and sub-national ROYG representatives.

4. Quarterly Financial and Workdays Reporting: These reports shall contain a summary page that reflects financial and level of effort (workdays ordered) expended for the quarter by location (district) and cost categories in the original budget, showing cumulative expenditures to date, and a variance analysis. The variance analysis shall use the detailed cost proposal submitted for the contract award, or any revision made for a subsequent contract budget revision (authorized by the CO), as the baseline budget plan, and, as requested, shall be able to explain significant actual expenditure variance in relation to the detailed baseline. The contractor shall 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 order expenditure rate.

5. Final Report: The contractor shall submit a detailed final report within 30 calendar days of contract completion, which will include but not be limited to:

i. Financial report showing, by line item, the amounts expended.

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

iii. Clearly show how the contract objectives and PMP have been accomplished or not and why.

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

v. Lessons learned.

vi. Suggestions concerning desirable future and follow-on projects, if any.

vii. Description of all, District entities to include ROYG and non-ROYG partners along with

Yemen non-governmental organizations (NGO) which whom the contractor worked with and an evaluation of their strengths and weaknesses.

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

6. Security Plan: Draft plan will be submitted with proposals. Final plan will be due within 60 days of contract award.

7. Staffing Plan: Draft staffing plan will be submitted with the proposal. Final staffing plan will be approved within 45 days of contract award.

F.6 KEY PERSONNEL

a. The following positions are designated as Key Personnel:

Chief of Party (COP) Deputy Chief of Party (DCOP) Grants, subcontracts, and Compliance Manager

b. The personnel specified above are considered to be essential to the work being performed hereunder.

Prior to replacing any of the specified individuals, the Contractor must notify both the CO and the USAID COR reasonably in advance and must submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the contract. No replacement will be made by the Contractor without the written consent of the Contracting Officer.

c. USAID is keen on building local capacity as much as possible either directly or indirectly through its projects. Therefore, it is strongly preferred by USAID that the contractor propose limited expatriate staff in order to offer the maximum number of positions to local applicants. This would include key positions as well as for Short Term Technical Assistance (STTA) provided under the terms of the contract.

In-country expat management will be provided through two to three key staff as necessary to fulfill all the requirements of this Statement of Work (SOW). Project management is expected to include cost and quality control of all tasks and assignments undertaken to achieve the contract objectives.