SOL_PCDS-Small_Business.pdf

Issuance Date: June 21, 2017

Deadline for Submission of Questions: July 05, 2017, at 1500 hours (Pakistan Time)

Closing Date for Receipt of Proposals: July 28, 2017, at 1500 hours (Pakistan Time)

Subject: Request for Proposal (RFP) Number: SOL-391-17-000013

Pakistan Capacity Development Services (PCDS) – Small Business Set-aside

To: Small Business Concerns:

The United States Agency for International Development (USAID), Mission Pakistan, is seeking proposals from U.S. Small Business Concerns interested in providing services and technical support towards Pakistan Capacity Development Services (PCDS) activity. The objective of PCDS is to address adequate fiduciary accountability and systems strengthening in relations to USAID projects and activities in Pakistan and will further address the critical needs of capacity building for the

USAID Mission given the environment in which it operates. These services will be implemented on a national scale to support all geographic areas and development sectors where USAID/Pakistan needs support to assess and manage the fiduciary risk related to particular interventions or entities as will be identified by the contractor through a mapping exercise.

Based on the guidance available in FAR19.502-2(b), this procurement is total set aside for Small

Business Only. This procurement is being conducted through a limited competition among the US

Small Businesses. USAID’s principal geographic code defining eligible sources and nationalities for this procurement is 937 and the NAICS code is 541990.

USAID anticipates awarding a Cost Plus Fixed Fee (CPFF) completion type contract with a three years period of performance resulting from this solicitation.

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

Offerors are strongly encouraged to submit any comments or questions concerning this RFP by the deadline for submission of questions as stated above. All questions related to this RFP must be submitted to pkcontract@usaid.gov with a copy to Aahameed@usaid.gov. Unless otherwise notified by an amendment to the RFP, no questions will be accepted after this date. If substantive questions are received which affect the solicitation, or if changes are made prior to the closing date and time, this solicitation will be amended. Any amendments to this solicitation shall be issued and posted on the Federal Business Opportunities (FedBizOpps). Offerors are encouraged to check this website (http://www.fbo.gov) periodically.

An interested vendors list is not included in this solicitation. Offerors can register and use the interested vendors list found at the Federal Business Opportunities (www.fbo.gov) webpage created mailto:pkcontract@usaid.gov mailto:Aahameed@usaid.gov http://www.fbo.gov/

OFFICE OF ACQUISITION AND ASSISTANCE

USAID/PAKISTAN

U.S. EMBASSY

DIPLOMATIC ENCLAVE, RAMNA 5

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

See Section L.6.1 (If other than Item 7)

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

9. Sealed offers in original and _0_ 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 N/A until N/A local (Islamabad) time N/A .

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

Aahameed@usaid.gov

AREA CODE

+92 51

NUMBER

2010000

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 51

X B SUPPLIES OR SERVICES AND PRICES/COSTS 6 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 10 X J LIST OF ATTACHMENTS 77

X D PACKAGING AND MARKING 15 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 17

X F DELIVERIES OR PERFORMANCE 18

X G CONTRACT ADMINISTRATION DATA 28 X L INSTR., CONDS., AND NOTICES TO OFFERORS 93

X H SPECIAL CONTRACT REQUIREMENTS 33 X M EVALUATION FACTORS FOR AWARD 110

X K

REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS 78

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)

Anthony E. Amerson

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:

Aaqib Hameed

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-391-17-000013 REQ-391-17-000067

X

See Attached Table of Contents

X 1

SOL-391-17-000013

PAKISTAN CAPACITY DEVELOPMENT SERVICES (PCDS) – SMALL BUSINESS

TABLE OF CONTENTS

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. PURPOSE

B.2. CONTRACT TYPE

B.3. TOTAL ESTIMATED COST AND OBLIGATED AMOUNT

B.4. BUDGET

B.5. INDIRECT COSTS

B.6. REIMBURSABLE COSTS

B.7. PAYMENT OF FIXED FEE

B.8. MULTI-YEAR CONTRACT AND CANCELLATION CEILING

B.9. SECURITY COSTS

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 TITLE OF PROGRAM:

C.2 BACKGROUND:

C.3 OBJECTIVE:

C.4 SCOPE OF WORK

COMPONENT II: SYSTEMS STRENGTHENING AND TECHNICAL SUPPORT

C.5 GENDER CONSIDERARTIONS

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

D.2 BRANDING AND MARKING POLICY

D.3 BRANDING STRATEGY

D.4 DELIVERABLES IN PAPER FORM

D.5 DELIVERABLES IN ELECTRONIC FORM

SECTION E—INSPECTION AND ACCEPTANCE

E.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 17

E.2. INSPECTION AND ACCEPTANCE

E.3. PERFORMANCE STANDARDS

SECTION F—DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE . 18

F.2. PERIOD OF PERFORMANCE

F.3. PLACE OF PERFORMANCE

F.4. KEY PERSONNEL

F.5. AUTHORIZED WORK DAY/WEEK

F.6. REPORTS AND DELIVERABLES OR OUTPUTS

SECTION G—CONTRACT ADMINISTRATION DATA

G.1. ADMINISTRATIVE CONTRACTING OFFICE

G.2. CONTRACTING OFFICER’S AUTHORITY

G.3. CONTRACTING OFFICER’S REPRESENTATIVE

G.4. TECHNICAL DIRECTION

G.5. PAYMENT & PAYING OFFICE

G.6. AIDAR 752.7003 DOCUMENTATION OF PAYMENT (NOV 1998)

G.7. ACCOUNTING AND APPROPRIATION DATA

SECTION H—SPECIAL CONTRACT REQUIREMENTS

H.1. LANGUAGE REQUIREMENTS

H.2. AUTHORIZED GEOGRAPHIC CODE

H.3. DEFENSE BASE ACT INSURANCE AND SERVICES

H.4. 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2007)

H.5. AIDAR 752.222-71 NONDISCRIMINATION (JUNE 2012)

H.6. AIDAR 752.222-70 USAID DISABILITY POLICY (DEC 2004)

H.7. AIDAR 752.7036 IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JULY 2014)

H.8. AIDAR 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS

(AUGUST 2013)

H.9. AIDAR 752.204-72 ACCESS TO USAID FACILITIES AND USAID’S

INFORMATION SYSTEMS (AUGUST 2013)

H.10. ADS 302.3.5.19 USAID-FINANCED THIRD-PARTY WEB SITES (AUGUST 2013) . 38

H.11. ADS 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA

LIBRARY (DDL) (OCTOBER 2014)

H.12. ELECTRONIC PAYMENTS SYSTEM

H.13. ANTI-FRAUD HOTLINE

H.14. AMMONIUM NITRATE AND CALCIUM AMMONIUM NITRATE

RESTRICTION (SEP 2011)

H.15. SECURITY CONDITIONS AND REPORTING

H.16. CONSENT TO SUBCONTRACT

H.17. ENVIRONMENTAL COMPLIANCE

H.18. FOREIGN GOVERNMENT DELEGATION TO INTERNATIONAL

CONFERENCES

H.19. LOGISTIC SUPPORT

H.20. PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

H.21. AMERICAN CITIZENS SERVICES REGISTRATION

H.22. 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT

REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (APR

2015)(DEVIATION 2015-02)

H.23. NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION

TECHNOLOGY RESOURCES

H.24. MANAGING INFORMATION TECHNOLOGY RESOURCES

SECTION I—CONTRACT CLAUSES

SECTION J - LIST OF ATTACHMENTS

SECTION K—REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS

SECTION L—INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

SECTION M - EVALUATION FACTORS FOR AWARD

Acronym List

ADS

AGP

USAID’s Automated Directives System

Auditor General Of Pakistan

AIDAR USAID Acquisition Regulation

CCN Cooperating Country Nationals

CFR

CGA

Code of Federal Regulations

Controller General of Accounts, Government of Pakistan

CO Contracting Officer

COP Chief of Party

COR Contracting Officer’s Representative

CPARS Contractor Performance Assessment Reporting System

CPFF Cost plus Fixed Fee

DO Development Objective

DUNS

EAD

Data Universal Numbering System

Economic Affairs Division

EXO/SSO USAID’s Executive Office/Security & Security Office

FAR

FBR

Federal Acquisition Regulation

Federal Board Of Revenue

G2G Government to Government

GOP Government of Pakistan

GST Pakistan’s General Sales Tax

IP

KPRA

Implementing Partner

Kyhber Pakhtunkha Public Procurement Regulatory Authority

NGO Non-governmental organization

NICRA

NSPP

Negotiated Indirect Cost Rate Agreement

National School Of Public Policy

OAA USAID’s Office of Acquisition and Assistance

OFM Office of Financial Management

OPM

PC-1

Office of Program Management

Government of Pakistan Planning Commission project design document - PC-1 Form.

PFM Public Financial Management

PFMRAF Public Financial Management Risk Assessment Framework

PMU

PPRA

PPRA

Project Management Unit

Federal Public Procurement Regulatory Authority

Punjab Procurement Regulatory Authority

RFP Request for Proposal

SAM System for Award Management

SOW

SPPRA

Scope of Work

Sindh Public Procurement Regulatory Authority

TCN Third Country Nationals

USAID United States Agency for International Development

USAID CST USAID Contractor Salary Threshold

USG United States Government

VAT Value Added Tax

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. PURPOSE

The purpose of this Contract is to provide services that fall within the statement of work specified in

Section C for Pakistan Capacity Development Services (PCDS). The contractor shall provide services including, but not limited to, providing consulting and technical assistance, performing gap analysis, performing training, holding workshops, and organizing and hosting conferences.

B.2. CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion type contract. The Contractor must perform services set forth in this contract at prices consistent with section B of this contract. For the consideration set forth in the contract, the Contractor must provide the deliverables and outputs described in Section C and Section F.

B.3. TOTAL ESTIMATED COST AND OBLIGATED AMOUNT

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

(b) The total obligated amount available for reimbursement of allowable costs incurred by the

Contractor (and payment of fixed fee, if any) for performance under the contract is $TBD. The

Contractor must not exceed the aforesaid obligated amount in accordance with Federal

Acquisition Regulation (“FAR”) 52.232.22, “Limitation of Funds.” In accordance with

Section-F, the Contractor must not exceed the Pre-Mobilization Budget to be proposed by the

Contractor after award until otherwise notified in writing by the Contracting Officer.

B.4. BUDGET

Line Item Total

Labor

1. 1 Key Personnel $

1.2 Other Labor Categories $

1.3 Fringe Benefits $

Total labor $

2. Subcontracts $

3. Office Furniture & equipment $

4. Other Direct Cost (ODC) $

TOTAL DIRECT COST $

5. Indirect Cost $

TOTAL ESTIMATED COST (EXCLUDING FIXED FEE) $

6. Fixed Fee $

TOTAL COST PLUS FIXED FEE $

(a) The inclusion of any costs in the above budget does not obviate the requirement for prior approval by the Contracting Officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR

52.216-7, “Allowable Cost and Payment”); nor, does it constitute a determination of allowability by the Contracting Officer of any item of cost, unless specifically stated elsewhere in this contract. Also, the Contractor must not adjust these amounts without a written modification signed by the Contracting Officer. The Contractor must not bill any amounts against this contract in excess of the amounts specified for each line item.

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

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

B.5. INDIRECT COSTS

(a) Pending establishment of revised provisional or final indirect cost rates, USAID/Pakistan will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the contractor’s current executed

Negotiated Indirect Cost Rate Agreement (NICRA):

Description Rate Base Type Period

% 1/ 1/ 1/

1/ Base of Application:

Type of Rate:

Period:

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

B.6. REIMBURSABLE COSTS

(a) The U.S. dollar costs allowable will be limited to reasonable, allocable, and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), FAR 52.216-7, “Allowable

Cost and Payment,” FAR 52.216-8, “Fixed Fee,” FAR 52.232-20, “Limitation of Cost,” and

FAR 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

B.7. PAYMENT OF FIXED FEE

(a) Fixed Fee under this Contract is [TBD]. USAID/Pakistan will pay a portion of the contractor’s fixed fee upon the receipt of the deliverables listed in Section F. However, The portion of fee allocated to each result/deliverable is listed in the table below:

Deliverable Payment

PFM/NGO Research Activity 15% of Total fee

Mapping Exercise-Final Report 10% of Total fee

Deliverables linked with activities post-mapping Exercise 75% of Total Fee

Total Fee 100%

(b) In the event the contractor does not fulfill a deliverable/result, then the contractor will not be entitled to the corresponding fee.

(c) In accordance with FAR clause 52.216-8 “Fixed Fee”, USAID reserves the right to withhold a reserve not to exceed $100,000. The Contracting Officer shall release 75 percent of all fee withholds under this contract after receipt of an adequate certified final indirect cost rate proposal covering the year of physical completion of this contract, provided the Contractor has satisfied all other contract terms and conditions, including the submission of the final patent and royalty reports, and is not delinquent in submitting final vouchers on prior years’ settlements.

The Contracting Officer may release up to 90 percent of the fee withholds under this contract based on the Contractor’s past performance related to the submission and settlement of final indirect cost rate proposals.

B.8. MULTI-YEAR CONTRACT AND CANCELLATION CEILING

USAID/Pakistan considers this contract non-severable. Therefore, as a multi-year contract as defined in

FAR 17.103, the contract remains subject to the requirements contained in FAR 17.106. However, as a cost-reimbursement contract, USAID/Pakistan will authorize the reimbursement for all allowable costs incurred by the Contractor pursuant to FAR 52.216-7, “Allowable Costs and Payment.” As a result, the

Contractor will not incur any costs that require amortization over the contract’s period of performance in the event that the Contracting Officer cancels the contract pursuant to FAR 52.217-2. Thus, $0 will serve as the cancellation ceiling for each cancellation date. Accordingly, no requirement to include cancellation dates in the contract exists.

B.9. SECURITY COSTS

The Contractor must provide USAID/Pakistan a security plan (referenced in Section H. 15 and

Attachment J.2) and budget for security. The Security Plan and budget must delineate and justify the reasonableness of all costs and provide a coherent, overall integrated security plan that demonstrates that the Contractor has undertaken a thoughtful review of their security needs and includes analysis of the various elements of a security plan.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 TITLE OF PROGRAM:

Pakistan Capacity Development Services (PCDS) – (Small Business Set Aside)

C.2 BACKGROUND:

The primary focus of the U.S. civilian-assistance program is to develop a stable, secure and tolerant

Pakistan with a vibrant economy.

Working with other U.S. agencies, as well as donors and international development partners, USAID/Pakistan has focused its program on five areas reflective of Pakistani priorities and essential to Pakistan’s stability and long-term development: energy, economic growth and agriculture, stabilization, education and health.

USAID/Pakistan has chosen to channel a substantial amount of funding through local entities in

Pakistan – both government and non-government. Supporting the civilian government’s capacity to meet the needs of its citizens is a vital element of USAID’s programming, as is working with non-governmental organizations and the private sector.

Many local institutions face institutional capacity issues and overall weaknesses in their internal controls, financial management and absorptive capacity. Weak systems that are not transparent and lack accountability and limited human resource capacity of implementing partners pose risks. This has accentuated the need for risk assessment and capacity development to be in place to ensure that resources are spent in a transparent, efficient and effective manner and to ensure that the projects achieve their objectives within the specified timeframes.

In order to address the various fiduciary risks and capacity development needs, services are being requested to assist USAID in providing a wide range of services for USAID direct and indirect partners and key institutions in Pakistan, including those that work on increasing participation of and reducing vulnerabilities of women and other excluded groups. USAID/Pakistan defines Indirect

G2G Partner as Government of Pakistan entities that do not receive direct funding from USAID.

Instead these government entities indirectly provide support to G2G activities and play a crucial role in the effective use of the host country systems by USAID. These services will include provision of the technical assistance required to assess organizational fiduciary risks. In addition, support is needed in risk management and capacity development that will enable organizations to support

USAID and Pakistan’s common goals and development objectives.

C.3 OBJECTIVE:

It is important that USAID implementing partners have sound, effective, transparent and accountable systems in place to manage public funds and that there is a decrease in opportunities for corruption, inefficiencies and mismanagement. Sound systems can facilitate:

Good management practices

Access to useful, accurate and timely information for better decision-making

Systems that complement each other across entities

These outcomes are important, because organizations and government entities with sound financial management systems, including transparency, accountability, and internationally recognized standards, tend to be more stable, have more credibility, and are better able to achieve broad-based results on a sustainable basis for men, women, boys and girls.

C.4 SCOPE OF WORK

The contractor shall provide services including, but not limited to, providing consulting and technical assistance, performing gap analysis, performing training, holding workshops, and organizing and hosting conferences. These services will be implemented on a national scale to support all geographic areas and development sectors where USAID/Pakistan needs support to assess and manage the fiduciary risk related to particular interventions or entities as will be identified by the contractor through a mapping exercise.

USAID and other donors in Pakistan face long lag times (over six months) and delays in the approval of Government of Pakistan (GOP) required project design document (PC-1), the opening of assignment accounts, procurement and executions of G2G activities. The successful offeror will conduct a mapping exercise to identify key GOP partners that do not receive direct funding from

USAID (such as: Planning Commission, Economic Affairs Division, NSPP, PPRA, AGP, FBR, etc.)

and can benefit the most from institutional strengthening activities and other interventions in order to increase efficiency in disbursing USG and other donor assistance to the GOP. These government entities indirectly provide support in the implementation of USAID projects and play a crucial role in the effective use of the host country systems by USAID projects. Subsequent to the mapping exercise, the offeror will submit a draft work plan to be approved by USAID and carryout the institutional strengthening activities along with USAID staff and GOP Officials. This assistance should also help the GOP entities to meet the minimum requirements of fiscal transparency act

(pursuant to section 7031(b)(3) of the Department of State, Foreign Operations, and Related

Programs Appropriations Act, 2016 (Div. K, P.L.114-113).

The contractor will closely collaborate with the PCDS-IDIQ (see RFP # SOL-391-17-000012) holders and other donors for possible synergies. The work performed should be adequately supported. USAID reserves the right to review the working papers or other supporting documentation to ensure that work is performed properly.

USAID will approve the identified organizations for institutional strengthening activities. In order to provide additional capacity the contractor can outsource particular aspects of the work to be performed, but it will be responsible for quality of the work.

USAID intends to issue a contract to US based Small Business organization that can deliver the required services. The main objectives of the contracts are to manage fiduciary risks through: (1) increasing use of and strengthening institutional capacity; and (2) sound management of USAID

Project funds. These objectives are expected to be achieved through the following activities:

COMPONENT I: PUBLIC FINANCIAL MANAGEMENT (PFM) AND NGO RESEARCH

I. Public Financial Management (PFM) and NGO Research

1. Researching pertinent PFM and NGOs related issues to disseminate information or provide technical advice to key stakeholders across all levels and cadre to especially map the needs of women employees.

2. Analyze the core reasons for delays in the project approval, establishment of Assignment

Accounts and USAID funded GOP procurements

II. Systems Strengthening and Technical Support

1. Technical Support and training

2. Provision of limited scale office furniture and equipment to entities in relation to the needs of the identified Government entities.

Research and Information Dissemination

The activities may include core research on priority public financial management issues, and applied research to meet specific, contextually defined requirements of the Mission or project or implementing partners. This may include:

- Conducting studies with a specific focus to advise regarding solutions to address the risks to

USAID projects

- Information dissemination through seminars, workshops, blogs, and chat rooms

- Technical advice and implementation support to the USAID mission, and host country officials on different aspects of relevant public financial management policies

- Improve the sustainability of USAID and other donors intervention via Project Management

Units (PMUs)

- In consultation with USAID and via close collaboration with the GOP, propose solutions for the core reasons for delays in the project approval, establishment of Assignment Accounts and USAID funded GOP procurements.

COMPONENT II: SYSTEMS STRENGTHENING AND TECHNICAL SUPPORT

2. Technical support

The contractor may be asked to:

- Develop the management capacity of the organization

- Develop the technical capacity of the organization

- Assume the financial management roles and responsibilities for a period of time during program implementation

- Reform the organization structure to improve segregation of duties

- Develop internal control procedures

- Improve human resource capacity

- Strengthen financial and accounting systems

- Improve financial management capability

- Improve procurement systems

- Develop administrative and support functions

- Develop sustainability plans for PMUs

- Develop M&E systems

- Provision of limited scale office furniture and equipment to entities in relation to the needs of the identified Government entities.

For Government of Pakistan partner entities, depending on results of the risk assessment, the following intervention may be required; however, this is not an exhaustive list of interventions:

- Development of specialized training and training on USAID identified topics

- Training of officers of treasuries and District Accounts offices, to enable them to produce timely and correct accounts relating to projects and schemes under the USAID funding

- On-the-job training

- Capacity building and training for those dealing with the projects under USAID funding in the Principles of Internal Control issued by the Controller General of Accounts (CGA) for implementation

- Training for the internal auditors based on Internal Audit guidelines issued by the

Auditor General of Pakistan.

- Support for automating project accounting

- Training on procurement management

- Supporting development of necessary policies, mechanisms and systems for greater accountability and transparency

- Training and follow up support for effective organizational management and organizational development , that are inclusive of women and other excluded groups

3. Development of Training Material

The contractors may be required to develop training manuals for USAID which may include, but are not limited to:

- System documentation notes

- MS PowerPoint/Flash based presentations

- Write-ups and Processes Manuals

4. Training

Based on the institutional assessments performed and coupled with the training needs assessments, the Contractor may develop a training plan. The Contractor may be required to provide the following training if another USAID mechanism does not exist:

1. Project management, procurement, technical training, financial management/public finance, and similar other areas which have a bearing on the performance of the staff.

2. The Contractor shall formulate the criteria and performance standards for the selection of suitable training providers in the public and private sector in consultation with the IP and

USAID. The training providers shall be selected based on the USAID’s procurement guidelines.

5. HR Support

Based on the institutional assessments and coupled with an HR systems review, the Contractor may be required to provide the following:

1. Temporary staffing support due to the significant lead time delays in recruiting staff.

2. HR support to fill critical positions in the offices of the identified government entities.

3. Technical support to develop their HR management system, developing job descriptions, developing organograms with adequate segregation of duties and checks and balances, developing/updating processes and procedures. This will help the partners in effective

HR planning, recruitment and selection, orientation and placement, training and career development and staff performance evaluation.

C.5 GENDER CONSIDERARTIONS

The USAID Gender Equality and Female Empowerment Policy 1 requires USAID’s development programming to advance equality between women and men, and empower women and girls to participate fully in and benefit from the integration of gender throughout the entire program cycle.

The PCDS project shall make meaningful contributions in support of the USAID Gender Policies’ key overarching outcomes:

1. Promoting gender equitable, socio-economic development; enhancing women and girls‘ empowerment for sustainable and equitable development; enhancing gender mainstreaming in the national development processes; and creating and strengthening gender responsive structures, processes and mechanisms for development in which both women and men participate equally, have access to, control, and benefit from the country‘s resources equally.

2. Reducing gender disparities in access to, control over, and benefit from resources, wealth, opportunities, and services – economic, social, political, and cultural.

3. Increasing the capability of women and girls to realize their rights, determine their life outcomes, and influence decision-making in households, communities, and societies.

Activities Related to Gender Consideration are covered under the attached gender analysis, Attachment J.9.

[END OF SECTION C]

http://www.usaid.gov/sites/default/files/documents/1865/GenderEqualityPolicy_0.pdf

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

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

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

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

Country to which commodities are being shipped, or in which the project site is located.

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

Administrators, and with Mission Directors.

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

D.2 BRANDING AND MARKING POLICY

Branding Strategy Implementation and Markings under this contract shall comply with the “USAID

Graphics Standards Manual” available at http://www.usaid.gov/branding or any successor branding policy, as detailed in ADS Chapter 320.

D.3 BRANDING STRATEGY

In accordance with ADS 320 – Branding and Marking, and USAID’s overall policy, all assistance delivered through this program shall be clearly credited to the American People. This Branding

Strategy (BS) outlines the framework in which materials and communications use to promote the program deliver the message that the assistance is from the American People, as well as to ensure appropriate use of the USAID identity markings. To implement the BS, Offerors shall develop two separate plans with different but related purposes as described below (see Section L – Instructions):

A. Branding Implementation Plan (BIP)

The BIP shall describe how the program shall be promoted to beneficiaries and host country citizens, specifically how the Offeror shall incorporate, and publicize the message “This assistance is from the American People”, in its communications and materials.

B. Marking Plan (MP)

The MP shall detail the public communications, commodities, program materials, and other items that shall visibly bear or be marked with the USAID identity.

Branding Strategy for the PCDS Project http://www.usaid.gov/branding

The branding strategy for this contract as specified in USAID ADS 320.3.2.1 is as follows:

Program Name:

Pakistan Capacity Development Services (PCDS)

Positioning:

The branding shall incorporate the message: The assistance is “from the American People jointly sponsored by USAID.”

Level of Visibility:

USAID identity shall be prominently displayed in: commodities or equipment; audio, visual or electronic public communications; studies, reports, publications, web sites, and all promotional and informational products; and events.

Other Organizations:

The branding may acknowledge other organizations deemed as partners of an event or deliverable.

D.4 DELIVERABLES IN PAPER FORM

(a) The cover page of all deliverables submitted in paper form shall include the USAID logo (or the name of the Agency written out) prominently displayed, the contract number (see the cover page of this contract), Contractor name, the publication or issuance date of the document, document title, author name(s), project/activity number, and project/activity title).

All materials shall include the name, organization, address, and telephone/fax/internet number/address of the person submitting the materials.

(b) Deliverables submitted in paper form shall be prepared on non-glossy paper (preferably recycled and white or off-white) using black print. Elaborate art work, multicolor printing, and expensive bindings are not to be used. Whenever possible, pages shall be printed on both sides.

D.5 DELIVERABLES IN ELECTRONIC FORM

(a) Deliverables submitted in electronic form must utilize the Office 2010 program and shall be submitted with the following descriptive information:

(i) Name of application software used to create the files on the diskette;

(ii) The format for any graphic and/or image files included, e.g., TIFF-compatible; and

(iii) Any other necessary information, e.g., special backup or data compression routines/software used for storing/retrieving submitted data.

(b) The Contractor shall also comply with the clause of this contract entitled "Rights in Data -

General" (FAR 52.227-14 with any Alternates).

[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 FAR 52.252-2, “Clauses Incorporated by Reference,” in

Section I of this contract.

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

(a) USAID inspection and acceptance of services, reports, and other required deliverables or outputs will take place at the below location:

USAID/Pakistan

U.S. Embassy

Diplomatic Enclave

Ramna 5

Islamabad, Pakistan

(b) USAID reserves the right to inspect and accept any services, reports, and other required deliverables or outputs where the services are performed and where reports and deliverables or outputs are produced or submitted. The Contracting Officer has delegated authority to inspect and accept all services, reports, and required deliverables or outputs to the COR.

E.3. PERFORMANCE STANDARDS

USAID/Pakistan will evaluate the Contractor’s performance in accordance with FAR 42.15, corresponding USAID procedures, and the contractor’s adherence to the quality of reports described in

Section F. The Contracting Officer and the COR will jointly conduct the evaluation of the contractor’s overall performance. This evaluation will form the basis of the contractor’s permanent performance record under this contract.

[END OF SECTION E]

SECTION F—DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation

Number, Title, and Date) in accordance with FAR 52.252-2, “Clauses Incorporated by Reference,” in

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

AIDAR (48 CFR Chapter 7)

752.242-70 PERIODIC PROGRESS REPORTS OCT 2007

F.2. PERIOD OF PERFORMANCE

(a) The period of performance for this contract is three years commencing from the date of the Contracting

Officer's signature. The Contractor is required to obtain registration(s) with any relevant agency of the

Government of Pakistan (GOP), (ii) obtain any necessary Non-Objection Certificate(s) (NOCs) from the

Ministry of Interior or other relevant GOP agency, and (iii) and enter into any necessary Memoranda of

Understanding with the relevant governmental body. The Contractor may only initiate mobilization of staff and resources under this Contract once the pre-mobilization phase of all required and necessary registrations and NOCs are completed and communicated to the Contracting Officer. The Contracting

Officer, subject to internal clearances and approvals, may extend the period of performance of the

Contract to offset the time it takes to obtain the registration(s) and NOC(s) so that the project implementation period remains three years. (See Section F.6.14 for details on Pre-Mobilization Plan and

Budget).

(b) The Contractor must ensure that the Contracting Officer-approved adjustments to the original estimated completion date, if any, 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.

F.3. PLACE OF PERFORMANCE

(a) The place of performance under this contract is Pakistan.

(b) The Contractor may perform certain tasks outside of Pakistan (such as, in the contractor’s home offices or elsewhere), as appropriate, when approved by the COR in advance.

F.4. KEY PERSONNEL

(a) The following positions are considered Key Personnel under this program. All Key Personnel must be based in Islamabad for the life of the project, unless permission is granted in writing by the COR to base a position in another city to leverage geographic advantages.

S. No. Key Personnel Position Individual

I Chief of Party (COP) TBD

II Capacity Building Specialist TBD

I. Chief of Party (COP)

The COP must have a Master’s degree and a minimum of 10 years of relevant professional experience in such subject areas as business administration, economics, statistics, public policy, international development, or other related social sciences.

II. Capacity Building Specialist

Capacity Building Specialist must have a Master’s degree, in a field of finance, procurement, administration, HR, or project management including implementation, research and program design.

F.5. AUTHORIZED WORK DAY/WEEK

No terms contained in this contract authorize overtime or premium pay. This contract allows individuals providing short-term technical assistance to work six day work weeks without the need for prior written approval by USAID. The COR must provide prior written approval for any requested six day work weeks for all other categories of labor.

F.6. REPORTS AND DELIVERABLES OR OUTPUTS

The contractor shall submit the following deliverables or outputs to the Contracting Officer’s

Representative (COR) with a copy to the Contracting Officer:

Contracts Reporting

The Contractor shall adhere to all reporting requirements listed below.

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.

(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.

http://farsite.hill.af.mil/reghtml/regs/far2afmcfars/fardfars/Far/42.htm#P759_107442

The Contractor will consult the Contracting Officer’s Representative (COR) on the format and expected content of reports prior to their preparation. Each of the reports shall be submitted electronically and in hard copy [one (1) original]. All reports shall be written in English. All reports shall be submitted by the due date to the USAID COR at the address listed in E.2, unless otherwise instructed by the COR.

F.6.1 Annual Work Plan

The Contractor shall work with the COR and Technical Teams to set both analytical and evaluation agendas for the coming 12 months, based on Mission strategy, program planning, and performance and impact evaluation needs (the latter as outlined in the new USAID Evaluation Policy). The work plans shall describe the activities and interventions required to meet the contract outputs, including:

1. Proposed core activities for the given year with related timelines with critical performance benchmarks for the responsible parties;

2. Anticipated projects to be accomplished through this Contract, including evaluations, assessments, etc.

3. Information on how activities will be implemented in a collaborative and coordinated manner with implementing partners and counterpart organizations;

4. Review previous year’s accomplishments, problems, and progress toward achieving contract outputs; and

5. Proposed accomplishments for coming year.

For the purpose of the Annual Work Plan, “Annual” is defined according to the U.S. Government fiscal year: i.e. October 1st to September 30th. Within thirty (30) days after award, the Contractor shall submit and finalize – with input from the USAID COR – an Annual Work Plan for the remainder of year one. Subsequent full year Work Plans are due October 1st; the USAID COR shall approve, in writing, the Work Plan by October 30th. Any substantial revisions to the Work Plan shall require the written approval of the COR.

F.6.2 Quarterly Activity Reports

The Contractor shall submit Quarterly Activity Reports and financial reports to USAID to reflect results and activities of each preceding quarter

Quarterly reports shall describe and assess the overall progress to that date based upon agreed performance indicators. The reports shall also describe the accomplishments of the Contractor and the progress made during the past quarter; include information on key activities, both ongoing and completed during the quarter (e.g. meetings, trainings, workshops, significant events, subcontracts, and grants). The quarterly reports shall highlight any issues or problems that are affecting the conduct or timing of activities by the Contractor. Any outreach or press reporting about the activity shall be included with the reports as well as key lessons learnt during implementation and suggestions for reflection in future work plans including significant contextual changes.

Due Date: Quarterly Activity Reports are to be submitted within 30 days after the end of each fiscal quarter to the COR at USAID/Pakistan.

F.6.3 Annual Performance Reports

Annual Performance Reports on the project activities and progress against indicators are the responsibility of the Contractor and are needed by USAID to provide timely input to Annual Reports.

To the extent possible, the annual performance report shall cover activities and results through the end of the fiscal year or as close to the end of the calendar year as possible. The reports should include at least the following sections, and link directly to the tasks and results listed in the Statement of Work:

(a) Executive summary;

(b) Overview of the Project including the current status of affairs, key achievements to date, and explanation on deviations in implementation of the previous work plan;

(c) Performance management section that should address the progress toward achieving the previously set targets, any modifications to project implementation driven by the achievement of or failure to achieve targets;

(d) Budget execution section, clearly showing the actual versus planned expenditures, as well as a forecast of expenditures for the remainder of the project;

(e) Administration and project management section including project staffing;

(f) A list of counterparts/beneficiaries actively involved in the project with their contact information and a very brief description of their role in the project (to be included as an annex); and

(g) A copy of all reports, success stories, and other relevant documents prepared during that year (as annexes).

The COR may waive the requirement for an Annual Performance Report in the final year of project implementation if the content is to be covered in the Final Report.

Due Date: Annual Performance Reports shall be received by USAID in draft no later than 30 days after the end of each project year and in final no later than 30 days after receiving USAID comments.

F.6.4 Monthly Alert Reports

The Contractor shall provide Monthly Alert Reports via email to the COR. These reports shall contain brief descriptions of:

(a) Important information which may impact project implementation;

(b) Actions taken to resolve the problems encountered; and

(c) Important observations regarding implementation.

While there is no page limit, Monthly Alert Reports are not typically expected to exceed three pages in length. These reporting requirements may be waived at the discretion of the COR.

Due Date: Within 10 days of the end date of each month.

F.6.5 Annual Reform Progress Reports

The Contractor shall provide a written report detailing the progress made towards the reform efforts in each sector of the project. The format and length of these reports shall be established in the Work Plan

Due Date: Nine months after the contract award date and subsequently every ninth month of every year of the project

F.6.6 Short-term Consultant Reports

The Contractor shall submit a brief written report describing the purpose of the consultancy, progress made, any observations to be shared, identifies issues and/or problems encountered, and describes expected follow-on activities by resident Contractor staff as well as actions to be performed by participating counterparts. These reports shall be submitted via e-mail to the COR.

Due Date: Within 10 days following departure of each consultant, unless otherwise agreed to in writing by the COR

F.6.7 Ad Hoc Reports:

The Contractor shall also respond to Ad Hoc Requests for information, in response to requests from

Congress, USAID/Washington, etc. This information may be in the form of data, success stories, project summaries and background data for VIP visits and briefings to USG and GOP officials. This may require the Contractor to submit additional project technical and financial information data, presentations, reports or other documents to the COR. This will include submission of data and reports as requested for annual USAID portfolio reviews. All such requests shall be at the direction of the CO or COR only. However, at the request of the COR, coordination may be required between the

Contractor and other staff at the mission (e.g. USAID/Pakistan communication staff) in responding to such ad hoc requests.

F.6.8 Financial Reporting

(a) 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: Fifteen days prior to the end of each quarter.

(b) Monthly Expenditure Report

The Contractor shall submit to the COR Monthly Expenditure Reports which will contain a summary page which shows spending by category for the month, cumulative spending to date, available funding for the remainder of the Project and any variances from planned expenditures.