SOL-391-14-000043.pdf

Issuance Date: July 18, 2014 Deadline for Submitting Questions: July 25, 2014 Closing Date: August 20, 2014 Closing Time: 14:30 PM (Pakistan Standard Time)

Subject: Request for Proposals: SOL-391-14-000043

National Education Development Partners Group (NEDPG) Secretariat & Mapping Activity

To All Interested Offerors:

The U.S. Agency for International Development (USAID), is seeking proposals from all qualified Pakistani firms and non-governmental organizations (NGOs) interested in providing technical support to develop and staff the Secretariat for the National Education Development Partners Group and develop a Management Information System capable of analyzing and mapping geospatial data. The goal of this this activity is to improve coordination between stakeholders working on education in Pakistan, support local government and international organizations in their decision-making on how to allocate resources between geographic areas.

Competition will be limited to local Pakistani entities in accordance with Section 7077 of Public Law 112-74, the Consolidated Appropriations Act, 2012 (P.L. 112-74). U.S. and international firms and organizations are not eligible to submit an offer. See Section L.2 for specific information on eligibility requirements.

USAID anticipates awarding a two-year Cost-Plus-Fixed Fee (CPFF) completion type contract for the implementation of this activity with a total estimated range of approximately $1.7-2 million. However, Offerors should not necessarily budget for the maximum amount.

Offerors must propose costs that it believes are realistic and reasonable for the work. Cost proposals shall be evaluated as part of a best value determination for contract award, including cost effective approaches to achieving the results.

To be considered for the award of the contract resulting from this RFP (i.e. the equivalent of a “tender” in Pakistan – also referred to as a “solicitation”), the Offeror must submit a technical and cost proposal per the specific format prescribed in Section L of this document. Proposals submitted must be complete and must be received by USAID/Pakistan by the deadline. A detailed description of the activities required under this contract, including the specifications for the MIS, is found in Section C of this RFP. Offerors are encouraged to read this document carefully to become familiar with the requirements. Note that this procurement will be conducted in accordance with the U.S. government regulations, including the Federal Acquisition Regulation (hereafter referred to as FAR) and the USAID Acquisition Regulation (AIDAR). Please note that the format requirements and proposal (i.e. bid) evaluation procedures that will be used differ from other procurement practices followed in Pakistan, such as the Public Procurement Regulatory Authority (PPRA) rules.

U.S. Agency for International Development Embassy of United States of America, Diplomatic Enclave, Ramna 5, Islamabad

Tel: [+92-51) 208-0000 Fax: [+92-51) 287-0310 www.usaid.gov/pk

Prospective Offerors may submit questions in writing, by email to Mr. Sohail Humayun, Acquisition and Assistance Specialist at shumayun@usaid.gov with a copy to rweddle@usaid.gov. If substantive questions are received which affect the solicitation, or if changes are made prior to the closing date and time, this solicitation shall be amended. It is the responsibility of the Offeror to ensure that solicitation or any amendments to it have been received from Internet in its entirety. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

The closing date for questions under this solicitation is July 25, 2014 at 12:00 Noon (Pakistan Standard Time). If substantive questions are received which affect the solicitation, or if changes are made prior to the closing date and time, this solicitation shall be amended. Any amendments to this solicitation shall be issued and posted on the Federal Business Opportunities (FedBizOpps) website (http://www.fbo.gov), which Offerors are encouraged to check.

It is the responsibility of the recipient of this solicitation document to ensure that it has been received from the internet in its entirety and USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Issuance of this solicitation does not in any way obligate the U.S. Government to award a contract nor does it commit the U.S. Government to pay for costs incurred in the preparation, and submission of a proposal. Furthermore, the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

Offerors are advised that USAID/Pakistan plans to conduct a pre-proposal conference in Islamabad on August 06, 2014. Offerors of this RFP are encouraged to attend this conference so that they may fully understand the proposal process. Prospective offerors wishing to attend this conference may should contact shumayun@usaid.gov by July 25, 2014.

Each Offeror may propose no more than three individuals to attend the conference, and USAID reserves the right to deny or restrict registration requests once the venue has reached capacity.

Issuance of this solicitation does not in any way obligate the U.S. Government to award a contract nor does it commit the U.S. Government to pay for costs incurred in the preparation, and submission of a proposal. Furthermore, the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

Thank you for your interest in USAID/Pakistan’s National Education Development Partners Group (NEDPG) Secretariat & Mapping Activity Program.

Sincerely, /s/ Ryan Weddle mailto:rweddle@usaid.gov http://www.fbo.gov/ mailto:shumayun@usaid.gov

Contracting Officer

RYAN WEDDLE

CONTRACTING OFFICER

OFFICE OF ACQUISITION AND ASSISTANCE

USAID/PAKISTAN

U.S. EMBASSY

DIPLOMATIC ENCLAVE, ISLAMABAD, PAKISTAN

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

SEE COVER PAGE

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. Sealed offers in original and _4__ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in until local (Islamabad) time .

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

X A SOLICITATION/CONTRACT FORM 3 X I CONTRACT CLAUSES 71

X B SUPPLIES OR SERVICES AND PRICES/COSTS 8 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 11 X J LIST OF ATTACHMENTS 80

X D PACKAGING AND MARKING 18 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 21

X F DELIVERIES OR PERFORMANCE 22

X G CONTRACT ADMINISTRATION DATA 34 X L INSTR., CONDS., AND NOTICES TO OFFERORS 96

X H SPECIAL CONTRACT REQUIREMENTS 40 X M EVALUATION FACTORS FOR AWARD 119

X K

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS 81

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 ________ 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

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

USAID/Pakistan Financial Management Office U.S. Embassy, Diplomatic Enclave, Islamabad, Pakistan

CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Ryan Weddle

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)

N/A

SOL-391-14-000014

X

See Attached Table of Contents

X 1

National Education Development Partners Group (NEDPG) Secretariat & Mapping Activity Solicitation Number SOL-391-14-000043

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

This purpose of the NEDPG Secretariat and Mapping activity is to improve coordination of education programming between donor partners, and the Government of Pakistan, and other stakeholders in Pakistan education sector to enhance decision making and establish a database to comprehensively map all education donor projects for reporting and planning purposes. A detailed description of this

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

The Government contemplates award of a Cost-Plus-Fixed-Fee (CPFF) completion-type contract resulting from this solicitation.

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

The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is $TBD. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any, is $TBD. In addition:

(a) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $TBD. The Contractor shall not exceed the aforesaid obligated amount in accordance with the Limitation of Funds Clause, FAR 52.232.22

(b) Funds obligated hereunder are anticipated to be sufficient through TBD.

B.4. BUDGET

(a) The contract line item numbers (CLINs) in listed below are based on the Contractor’s final proposal, which was accepted by USAID through award of this Contract.

CLIN DESCRIPTION Year 1 Year 2 Total 001 Component 1 - Establish and staff the National Education Development Partners Group Secretariat (NEDPG)

Fixed Fee (if any) $_____ $_____ $_____

002 Developing a Management Information System (MIS)

Fixed Fee (if any) $_____ $_____ $_____

(b) The Contractor is not allowed to exceed each CLIN line item total per year nor is authorized to shift funding between CLINs without prior written approval of the Contracting Officer.

(c) Without the prior written approval of the Contracting Office, the Contractor may not exceed the total estimated cost set forth in the budget hereunder or the obligated amount, whichever is less.

B.5 REIMBURSABLE COSTS

The U.S. dollar costs allowable under this contract 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.6 INDIRECT COSTS (DEC 1997)

[Note: This section applies only if the Contractor has established indirect cost rates with the U.S. Federal government. Therefore, USAID/Pakistan does not anticipate that it will apply to many Pakistani vendors.]

FAR 52.216-7 Allowable Cost and Payment (DEC 2002)”, FAR Subpart 52.216-7, specifies that the indirect cost rates may be established for each of the Contractor’s accounting periods which apply to this contract. 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 based:

Description Rate Base Type Period

[TBD] 1/ 1/ 1/

2/ 2/ 2/ 3/ 3/ 3/ 1/Base of Application Type of Rate: Predetermined Period:

1/Base of Application Type of Rate: Predetermined Period:

(1) The Government shall not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates shall be reduced to conform to the lower rates.

(2) This understanding shall not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs required the prior written approval of the Contracting Officer.

B.7 PAYMENT OF FIXED FEE

(a) The Contractor’s fixed fee is tied to the accomplishment of the deliverables outlined in Section C and F. Upon successful achievement of the deliverable, the Contractor shall provide evidence of the achievement to the Contracting Officer’s Representative (COR). The Contractor may bill the fee monthly as a percentage of incurred costs, not to exceed ___% [TBD].

(b) If, for reasons that are within the manageable interest of the Contractor, deliverables are not achieved and/or progress is not being made towards the completion of the deliverables, the Contracting Officer may delay or withhold payment of the fee in proportion to the deliverables that have not been achieved. See also F.4.2 PERIODIC PROGRESS REPORTS for information on potential penalties.

(c) Subject to FAR 52.216-8, Fixed Fee, after payment of [TBD - 85 percent of the fixed fee] , the Contracting Officer may withhold further payment of fee until a reserve is set aside in an amount of ________ [TBD – 15% of fee]. The Contracting Officer will release of all fee withholds under this contract after receipt of:

1. The certified final indirect cost rate proposal covering the year of physical completion of this contract [this only applies if the Contractor has established an indirect cost rate with the US government] ,

2. Confirmation from the COR that the Contractor has satisfied all other contract terms and conditions, including the submission of all required reports, and is not delinquent in submitting final vouchers on prior years’ settlements.

B.8 CANCELLATION DATES AND CEILING

This is a multi-year contract as defined in FAR 17.103. Therefore, this contract is subject to the requirements of FAR 17.106. The Cancellation date for Contract Year 2 is [TBD – one year from Contract award date]

This is a CPFF completion-type contract where the contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment”. Therefore, the Contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2. Therefore, the cancellation ceiling for each cancellation date is [TBD]

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

ACRONYMS

BIP Branding Implementation Plan CSO Civil Society Organization COR Contracting Officer’s Representative DO Development Objective GOP Government of Pakistan ICT Information and Communications Technology LOP Life of Project MIS Management Information System MS Microsoft Access PTAs Parents Teacher Associations SMCs School Management Committees SMCs School Management Committees SoW Statement of Work TOR Terms of Reference NEDPG National Education Development Partners Group USAID United States Agency for International Development

SECTION C – STATEMENT OF WORK

C.1 PURPOSE

The purpose of this assignment is twofold; 1) to establish a secretariat staffed with the required team members to support National Education Development Partners Group (NEDPG); and 2) to develop a Management Information System using geospatial data ro map out educational activities funded by NEPDG members across Pakistan.

C.2 BACKGROUND

The National Education Development Partners Group (NEDPG) consists of both bilateral and multilateral donors which fund projects in Pakistan’s education sector. NEDPG has over 20 active donors with projects totaling in the billions of dollars for the support to the education sector in Pakistan. NEDPG members meet once a month in Islamabad to share information, plan events as well as discuss education policies and strategies.

Currently, USAID is the Chair and the United Kingdom’s Department for International Development (DFID) is the Deputy Chair. Through a consensus vote in October 2013, the NEPDG decided to establish a Secretariat to coordinate all NEDPG activities.

Individual members of the NEDPG often serve in their respective organizations in Pakistan for short postings of one to two years, making the transference of institutional knowledge and record keeping imperative for the organization. Given the complex and varied portfolios of the various members of the NEDPG, the lack of consistent meeting space and a central coordinating body to house and maintain information for the long term, there is a need for an outside contractor to take on the role of a secretariat and staff it with required team.

There is also a need for NEDPG members to track information in a consistent and easy to maintain manner. Mechanisms and databases of coordination that were used in the past via Excel and Word documents have been found to be insufficient and time consuming for tracking multiple, large, education projects. Prevailing politically volatile conditions and a declining security situation in the country also hinder development partners to conduct frequent field visits in rural Pakistan to be able to collect information in time.

The activity is aligned with the USAID/Pakistan Development Objective (DO) 4: Improved Opportunities for Learning and Work. More information about USAID/Pakistan’s portfolio of education projects is available online at http://www.usaid.gov/pakistan/education.

The MIS project is also aligned with USAID’s worldwide commitment to use Geographic Information Systems (GIS) data in order to better track and evaluate development projects.

The links provided below provide examples of free mapping platforms which have been used in the development sector:

• Quantum GIS Software http://www.qgis.org/

• ChangeMatters: http://changematters.esri.com/compare http://www.usaid.gov/pakistan/education http://www.qgis.org/ http://changematters.esri.com/compare

• Open Street Map: http://www.openstreetmap.org/

• GRASS: http://grass.osgeo.org/

• ArcGIS Online (free online mapping tools and data): http://www.arcgis.com/home/

• Demographic Health Survey/Measure tool for Google Earth (USAID funded):

http://www.cpc.unc.edu/measure/tools/monitoring-evaluation-systems/e2g

• Google Earth Outreach: http://earth.google.com/outreach/index.html

• Thematic Mapping (Google Earth tools used by several UN agencies): http://thematicmapping.org

• GeoCommons (free online mapping tools and data): http://geocommons.com/

• Color Brewer: An online tool designed to help users select good color schemes for maps. http://colorbrewer2.org/

C.3 PROJECT SCOPE

This contract has two primary tasks. The first task will be to develop and staff the NEDPG Secretariat. The second task will be the creation and maintenance of a Management Information System to track and map education sector projects at the school, district, provincial and national levels.

The Contractor will work closely with Government of Pakistan counterparts in this effort including: the Secretary of Education for Islamabad, the National Education Management Information System (NEMIS) and the Academy of Education Planning and Management

(AEPAM).

USAID

Contractor

Mapping Activity Team

Secretariat

NEDPG

USAID (Chair), UKAID (Deputy

Chair)

NEDPG Secretariat Structure http://www.openstreetmap.org/ http://grass.osgeo.org/ http://www.arcgis.com/home/ http://www.cpc.unc.edu/measure/tools/monitoring-evaluation-systems/e2g http://earth.google.com/outreach/index.html http://thematicmapping.org/ http://geocommons.com/ http://colorbrewer2.org/

C.4 TASKS

The following key tasks are to be carried out under this assignment as per the expected dates.

C.4.1 Task 1: Establishing and Administering the NGO Secretariat:

The NEPDG will establish and staff a Secretariat to allow the NEDPG to better coordinate activities and speak with one voice to the Government of Pakistan on their collective work in the education sector. In order to address the need to house institutional knowledge as well as the data for different projects, the Secretariat will be responsible for coordinating and providing space for NEDPG meetings, acting as a liaison between the NEDPG and the Government of Pakistan as well as other stakeholders, and to coordinate education policies, project meetings and event.

Activities:

a) Meet with the Chair and Deputy Chair of the NEDPG and members of the Government of

Pakistan, including federal and provincial Secretaries of Education, the National Education Management Information System (NEMIS) and the Academy of Education Planning and Management (AEPAM) and other education leaders to brief them on the purpose and utility of the Secretariat. (Due Date: Within 30 days of award)

b) Provide conference space and host all NEPDG meetings, which may include up to 30 participants as well as smaller working group meetings in the Secretariat Office. These meetings will typically be held on a weekly basis.

c) Prepare minutes of the monthly meetings of NEPDG members which will entail

1) sending out draft meeting minutes to NEDPG members (and the COR) for comment within one working day of each meeting and

2) incorporating comments received and distributing the final copy of the minutes of the meeting to NEDPG members (and the COR) within four working days of each meeting.

d) Maintain a full-time office presence provide administrative support to the NEPDG (e.g.

answering phones, conducting research, coordinating with the GOP and other NEPDG members on various projects as assigned by the COR

C.4.2 Task 2: Development of Management Information System (MIS)

The development of an Management Information System (MIS) using GIS data will help map out development partners’ projects, in Pakistan for the NEDPG to better coordinate programming and prioritize areas of project delivery such as; teacher training, reading promotion, school construction, etc. Mapping will be done at the school, district, provincial, and national levels. The information will be updated in the online system and this will be shared with the Government of Pakistan and other relevant stakeholders as well as among the development partners in the NEDPG.

The MIS will provide the Secretariat and NEDPG with an efficient mechanism to quickly track school statistics and projects. This system will provide a central location to all the development partners to view one another’s interventions in Pakistan’s education sector as well as approaches and results. The system will provide them with an opportunity to collect information, produce reports and identify possible new areas of interventions. The information extracted from this system will enable them to decide how to contribute to each other’s efforts and avoid duplication. The system will also provide an enhanced mechanism for information sharing, standardized reporting formats, community focused mapping tools and donor accountability tools.

C.4.2.1 MIS Specifications

The main activity under this task will be the design of the MIS, which must be user-friendly such that non-technical users can:

a) Look up the name of an area, school, or education project and access a screen displaying:

• the location on a map

• relevant data about the school/area/project

(grade levels, gender breakdown, class size, retention rates, graduation rates, and any additional demographic information agreed to by the COR)

• the NEPDG donor, implementer (e.g. the name of the NGO/firm) and funding mechanism (i.e. direct grant, contract, subaward, etc.), and any additional identifying information agreed to by the COR))

b) Easily obtain answers to a variety of questions relevant to NEPDG members. Some example questions are as follows:

• How many teachers have been trained in a given area or set of districts?

• How much donor funding has been allocated to a given province/district?

• How many children are out of school in a given district?

• What is the gender breakdown of beneficiaries in a given area/school?

• How many schools have been constructed in a given area?

c) Input data from relevant reports and studies of the education sector in order to enhance planning and decision-making for NEPDG members and GOP stakeholders

d) Conduct complex and customized searches and generate reports using filter options;

e) Create maps that display relevant data for analytical purposes;

f) Generate custom data tables, information sheets, and presentations (graphs, tables, pie chart, etc.).

g) Zoom in and zoom out from provincial to district/ union council and school level

In addition, the system should contain the following features:

h) Be able to import data from other databases maintained by NEPDG members and GOP institutions (e.g. AEPAM) (Due Date: No later than six months following Contract award date)

i) Create search engines within the MIS with a list of categories on education issues provided by the COR and/or by the NEDPG;

j) Implement a complaint management system to take care of queries or malfunctioning in the MIS for the period of contract performance

k) Allow for different levels of access to be granted to site users

l) Overall MIS Due Dates:

• A pilot version of the MIS, including the search engines described in l) must be launched no later than six months following Contract award date.

• The complaint management system described in j) and access rights system described in j) must be completed no less than nine months following the Contract award date

• The Contractor shall incorporate feedback received from the COR and NEPDG members and launch the final, fully operational version no later than one year following the Contract award date.

C.4.2.2 Activities:

a) Host and conduct meetings with NEPDG members to solicit input on the proposed design of the MIS (e.g. layout, format of reports, and features) The first meeting must be held no later than one month following the contract award date.

b) Collect and input data from each development partner and input all development partner projects at the school, district, provincial and national levels into the database. This may be done manually or through importing data from other databases maintained by NEPDG members and GOP institutions (e.g. AEPAM). (Due dates: Following the launch of the final MIS, this must be done no less frequently than on a quarterly basis)

c) Until the launch of the final MIS, hold monthly meetings with the COR (and/or other stakeholders if designated by the COR) to review the monthly progress reports and provide a demonstration of the MIS.

d) Provide reports and both qualitative and quantitative analysis of all data collected, both the project data collected from the development partners on the progress of their activities and education data collected from AEPAM and other GOP sources. This feedback should be provided to the COR as well as to the Chair and Deputy Chair of the NEDPG;

e) Monitor the use of the MIS to align it with client needs, making recommendations to the

COR on potential improvements to the system, on an ongoing basis;

f) Promote the use of the database widely by all development partners;

g) Conduct comprehensive training for all NEPDG members on how to use system (Due

Date: No later than nine months prior to the contract end date).

h) Conduct detailed training to the COR and/or successor administrator of the MIS (Due Date: No later than three months prior to the Contract end date)

Note: The Contractor must ensure compliance with H.25 MANAGEMENT OF

INFORMATION TECHNOLOGY

C.5 ADDITIONAL CONSIDERATIONS

C.5.1 SECURITY CONSIDERATIONS

Security considerations are a considerable operating constraint in Pakistan. The Contractor is responsible for ensuring the security of project staff, NEPDG meetings, and data in the MIS.

The Contractor must engage with the GoP and donor partners regarding the security and integrity of the MIS. In particular:

a) The Contractor must ensure that the MIS system and meeting space for the NEDPG is in a secure compound under 24-hour guard.

b) The Contractor shall ensure that all staff who have access or potential access to the database have been adequately vetted for the project in order to safeguard the4 data in the

MIS.

C.5.2 GENDER

In accordance with USAID’s gender policy1, the Contractor shall ensure that implementation activities are responsive to gender considerations. In particular, the Contractor shall ensure that a variety of gender-related data can be collected and presented in a form that enables NEPDG members to make informed decisions on how to promote gender equity.

In addition, the Contractor should practicing equitable hiring for the project, ensuring that both men and women are represented among project staff to the maximum extent practicable.

C.5.3 SUSTAINABILITY

The sustainability of the activities described in this section depends on the adoption of the technology and processes by the donors and government departments not receiving direct support from the activity. The Contractor’s approach should reflect how it will work through and with internal NEDPG members and GOP stakeholders to build capacity and knowledge on the designed system.

C.5.4 FOREIGN STAFF AND CONSULTANTS

Acquiring visas enabling foreigners to visit or live in Pakistan is normally a considerable constraint, as delays in visa issuance are frequent. If the Contractor wishes to engage expatriate staff or foreign consultants, the Contractor is responsible for planning how this

1 http://www.usaid.gov/sites/default/files/documents/1865/GenderEqualityPolicy_0.pdf http://www.usaid.gov/sites/default/files/documents/1865/GenderEqualityPolicy_0.pdf consideration will be addressed. USAID is under no obligation to provide assistance to the Contractor in getting visas. Furthermore, the Contractor must abide by the international travel approval requirements described in H.27.

C.6 KEY PERSONNEL

USAID/Pakistan has identified the following positions as Key Personnel for this activity:

1. Project Manager

2. Secretariat Coordinator

3. Database Administrator

The replacement of any Key Personnel positions requires the prior approval of the Contracting Officer. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and USAID Contracting Officer’s Representative reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program.

No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer.

Project Manager:

This is the individual responsible for overall project management and serves as the main liaison to USAID and will also interact with the NEDPG and other relevant stakeholders. This person will supervise the Secretariat Coordinator and Database Administrator.

The PM must a have a minimum of 10 years of progressively responsible relevant experience and a Master’s degree, or equivalent, in Business Administration or another related field.

Prior experience in the Information Communication Technology sector is strongly preferred.

S/he shall have demonstrated exemplary management and interpersonal skills to ensure internal coherence amongst diverse team members, as well as relations with the GOP, donors and the international community. S/he must have strong English and Urdu communication skills – both oral and written

Secretariat Coordinator:

This individual will manage the day-to-day activities of the Secretariat. S/he will be the NEDPG’s main liaison to the Government of Pakistan and other key stakeholders. S/he will be responsible for coordinating meetings, taking minutes, conducting internal outreach and working with a variety of donors.

The Secretariat Coordinator must have a minimum of 5 years of progressively responsible relevant experience and at least a Bachelor’s degree (preferably a Master’s degree), or equivalent, in Education or another related field. Prior experience working with donors is strongly preferred. S/he must have strong English and Urdu communication skills – both oral and written. Additional language skills are encouraged (e.g. Pashto, Sindhi).

Database Administrator:

The Database Administrator shall be responsible for the development and maintenance of the MIS (Task 2). The Database Administrator must have a Master’s degree in IT or another relevant field from an accredited university. The Database Administrator will have at least 10 years of experience in IT design and programming in developing countries and specifically in the areas listed under Task 2. Fluency in English and Urdu is required. This position will report to the PM. S/he should also have strong English and Urdu communication skills – both oral and written.

[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 shall 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 shall 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 shall be retained by the Contractor.

D.2 BRANDING

(a) The Contractor must comply with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy.

(b) The Contractor must comply with the requirements and procedures outlined in

ADS 320.3.2,“Branding and Marking in USAID Direct Contracting.” Pursuant to ADS 320.3.2, USAID policy requires exclusive branding and marking in USAID direct acquisitions.

(c) “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the activity name (e.g., “USAID/PERFORM.”).

(d) “Exclusive Marking” means that contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, when applicable, the host-country government or ministry symbol or another U.S. Government logo.

(e) Prime and subcontractors’ corporate identities and logos must not be used on USAID-funded program materials in accordance with USAID policy.

D.3 BRANDING IMPLEMENTATION AND MARKING PLAN

(a) Attachment J.[•] of the contract includes the approved Branding Implementation Plan and the Marking Plan submitted by the contractor on [•]. [USAID WILL ADD APPROVED

PLANS AT THE TIME OF AWARD]

[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.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-3 INSPECTION OF SUPPLIES--COST-REIMBURSEMENT MAY 2001

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:

USAID/Pakistan U. S. Embassy, Diplomatic Enclave Islamabad, Pakistan

Or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 PERFORMANCE STANDARDS

The contractor’s performance shall be evaluated based on adherence to the Work Plan, and the timeliness, quality and completion of the activities described in this Section and in Section C. Evaluation of the Contractor's overall performance will be conducted jointly by the COR and the Contracting Officer, and will form the basis of the Contractor's performance record with regard to this contract. The following general performance standards will form the basis of the evaluation:

(a) Results

1) Fulfill the overall mandate of the contract.

2) Complete activities as agreed upon in Section C and Life of Project work plan.

3) Achieve results as outlined in the Life of Project work plan

(b) Quality

1) Effectiveness and efficiency of professional personnel in executing roles and responsibilities of the contract, including collaboration with, and technical support to other key organizations/committees/ministries/governorates/ institutions, grants management, capacity building, monitoring and evaluation. Particular attention will be paid to communication skills as well as the quality of documents, tools and reports produced under this contract.

2) Extent to which open, transparent, and informal relations are established with USAID and NEPDG members.

3) Ability of the Contractor to take corrective action to compensate for delays which were either within or outside the Contractor's control.

4) Adherence to USAID regulations and procedures.

5) Effectiveness in bringing critical issues/constraints to the attention of

USAID and proposing appropriate solutions.

(c) Cost Control/Effectiveness

1) Actual costs incurred are consistent with the Contractor's final detailed business proposal and the overall contract budget.

2) Extent to which the contractor demonstrates cost control, including adequate forecasting of costs, accuracy in financial reporting and ability to attain measurable, quantifiable cost savings in the performance of the work.

(d) Timeliness of Performance

1) Full mobilization and start-up of the program within the timeframe committed to in the proposal.

2) Completion of all deliverables in accordance with the workplan and statement of work as provided in section C.

3) Timeliness of quality documentation submitted to USAID as required by the contract.

F.2 PLACE OF PERFORMANCE

The place of performance is Pakistan. Furthermore, USAID anticipates that most if not all of the work will be performed within the Islamabad Capital Territory (ICT).

F.3 PERIOD OF PERFORMANCE

(a) The period of performance for this contract is 24 months from the date of the

Contracting Officer's signature.

(b) The Contractor must ensure that the Contracting Officer-approved adjustments to the original estimated completion date do not result in costs incurred that exceed the total estimated cost of the contract. Under no circumstances will such adjustments authorize the contractor to be paid any sum in excess of the contract price.

(c) The Contracting Officer must approve in advance any adjustments that will cause the elapsed time for completion of the work to exceed the contract’s original completion date by more than 60 calendar days.

F. 4 REPORTS AND DELIVERABLES

In addition to the requirements set forth for submission of reports in Sections I and J and in the AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor shall submit the following deliverables or outputs to the COR to be specified at the time of award. Each of the reports shall be submitted electronically. Electronic versions of the reports shall be submitted using Microsoft Word or Excel software. All reports shall be written in English. All reports are subject to approval by the Pakistani COR.

Required services and deliverables are detailed below. The Contractor may propose additional services and deliverables in order to best achieve the expected results of the program.

F.4.1 CONTRACTOR DELIVERABLES

The main deliverables associated with Task 1 include the meeting minutes and other reports/communication materials drafted to support NEPDG efforts as outlined in C.4.1. The main deliverable associated with Task 2 is the Management Information System developed per the specifications outlines in C.4.2. In addition, the Contractor must provide the following written deliverables:

F.4.1.1 Life of Project Work Plan:

The two-year Life of Project work plan provides a detailed account of the specific activities the Contractor will undertake to complete the tasks, providing timelines. At a minimum, the Work Plan must contain the following:

a) Explain how the Contractor will mobilize quickly to hire staff (if required) and begin implementation

b) Provide a brief narrative to define the approach towards completing each of the activities under both tasks, outline the steps towards completion of each activity, and provide the timeline for completing each step.

c) For the MIS, the Work Plan will describe the IT specifications and explain and list the timeline for the debut of each feature. It will also provide the basis for ADS 548 Review (see H.25 MANAGEMENT OF INFORMATION TECHNOLOGY)

The initial draft will be based on the Illustrative Work Plan submitted along with the Offeror’s technical proposal. While the Work Plan is not made a part of the Contract, the contractor needs to ensure that timelines provided in the Work Plan are adhered to unless a modification is approved by the COR. The Work Plan will not be considered final until written acceptance is provided by the COR.

Due Date: The Contractor shall submit final Life of Project work plan to USAID for COR approval within 30 days following the date of Contract award.

F.4.1.2 MIS Manual: The contractor shall provide USAID with a manual detailing how to use and administer the MIS. The manual will be prepared in plain English to allow the users to easily comprehend how to:

• use each of the features of the MIS

• search for information

• enter data into the MIS

• import data from other databases

• generate maps, reports, charts, etc.

• troubleshoot problems

Due Date: The Contractor shall submit the manual to the COR no later than 60 days prior to the Contract end data. The Contractor must then incorporate any feedback relayed by the COR into a revised manual. The final manual must be accepted by the COR no later than 30 days prior to the Contract end date.

F.4.2 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The Contractor shall prepare and submit progress reports as specified in the contract schedule. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the contractor's performance.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/Far/42.htm%23P754_107487

(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government's ability to monitor the contractor's progress.

Under this Contract, the following reports are required:

F.4.2.1 Monthly Progress Reports

The Contractor shall provide a monthly update on the activities funded under the contract, outlining the progress made towards the completion of each task along with the schedule established in the Work Plan. Reports should contain information on key activities, both ongoing and completed (e.g. meetings, trainings, workshops, significant events, subcontracts, etc.). In particular reports shall highlight the following:

a) an overview of progress made over the past month

b) any issues or problems that are affecting the conduct or timeline of the completion of activities

c) any outreach efforts conducted

d) feedback received from NEPDG members

e) lessons learned and suggestions for possible changes to the Work Plan. The reports shall also describe the accomplishments of the Contractor and the progress made during the past quarter;

The Contractor shall also meet with the COR at least on a monthly basis to discuss the progress report and provide a demonstration of progress made in developing the MIS (see C.4.2.2(c).

Due date: The first Monthly Progress Report will be due on the last working day of the month in which the Contract is signed. Subsequent progress reports must be submitted before the last working day of each month thereafter, unless an extension is granted by the COR.

F.4.2.2 Quarterly Accrual Reports

The Contractor shall submit Quarterly Accrual Reports to the COR, which shall consist of current status of the expenditures and accrued amounts from the inception of the award through the end of the upcoming Quarter or the award end date, and shall be submitted in the following format:

Name of Contractor: ______________________ Award Number: _________________________ Total Obligated Amount: __________________ Total Estimated Cost of the Award: __________

A. Total Cumulative Amount Billed and Paid by USAID to date: _____________ B. Monthly Invoices submitted to USAID but not yet paid: __________________

C. Total Accrued Expenditures as of end of the Quarter: ____________________

Due Date: Accrual Reports must be submitted no later than fifteen days prior to the end of each quarter.

F.4.2.3 Ad Hoc Reports

As requested by the COR, the Contractor will provide additional reports including:

- success stories,

- project summaries

- background data for VIP visits and briefings to USAID Mission management and

GOP officials.

F.4.2.4 Closeout Plan

The Contractor shall develop and implement a closeout plan, outlining plans to close down the project administration, equipment, grants, finance, procurement and management. The plan shall include but not be limited to:

a) Dates for final delivery of all goods and services

b) Plan to donate or dispose of all supplies and equipment purchased under the project

(note the special requirements for disposition of IT described in H.25

MANAGEMENT OF IT RESOURCES)

c) Review of contract files for audit purposes and final billing to USAID/Pakistan;

d) A schedule to address office leases, bank accounts, utilities, cell phones, personnel notification, health insurance, outstanding travel, social payments, household shipments, severance for local staff (if appropriate), vehicle leases/disposition, phone subscriptions;

e) Receipt of all final invoices and grant performance reports; and

f) Report on compliance with all local labor laws, tax clearances, etc.

Due Date: The closeout plan must be submitted to the Contracting Officer no sooner than 60 days prior to the Contract end date

F.4.2.5 Final Report

The Contractor will submit a detailed Final Report, which will include but not be limited to:

a) a financial report showing, by line item, the amounts expended;

b) a summary of the accomplishments achieved under this contract;

c) a discussion of problems encountered and a discussion where objectives were not achieved;

d) a description of all governmental and nongovernmental institutions worked with in connection with program components;

e) an estimate and/or a description of the achievements; and

f) an index of all reports and information products produced under this contract;

g) suggestions for future USAID activities to build on the achievements of the project.

If requested by the COR, the Contractor shall prepare a final presentation to be given to Mission staff at USAID/Pakistan and/or the NEPDG.

Due Date: The Contractor shall provide a draft final report to the Contracting Officer and COR for review within 30 days prior to the contract completion date. Any comments on the draft report are to be made by the USAID/Pakistan COR and provided to the Contractor within ten (10) days. The final report shall then be resubmitted in final, within 30 days following USAIDs review, to an agreed upon distribution list.