SOL-492-16-000004_READY.pdf

RFP Issuance Date : March 31, 2016 RFP Closing Date : May 16, 2016 RFP Closing Time : 12:00pm, Manila Time

Questions closing date : April 12, 2016 Questions closing time : 12:00pm, Manila Time

SUBJECT: Request for Proposal (RFP) No. SOL-492-16-000004 Climate Ready (READY) Activity

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development (USAID) Mission to the Philippines, is soliciting proposals from eligible organizations interested in providing the services detailed in the attached RFP for a project that will be administered by USAID Philippines’ Environment Office (EO).

USAID/Philippines plans to award a hybrid Cost-Plus-Fixed-Fee (CPFF) Completion Type/ Indefinite Quantity contract. The total estimated amount of the contract (costs plus fixed fee) is between US$ 22 to $24.7 million for a performance period of five years. Offerors must propose costs that are appropriate, realistic and reasonable for the work. Cost proposals will be evaluated as part of the Best Value determination for the contract award, including cost approaches to achieve the desired performance and deliverables.

This solicitation consists of this cover letter and the attached RFP. Offerors must carefully review this cover letter and the contents of the RFP.

It is the responsibility of those interested in this procurement to ensure that they receive the solicitation document in its entirety, including subsequent solicitation amendments, if any. USAID bears no responsibility for data errors resulting from transmission or conversion processes.

The details associated with the submission requirements for Offerors proposals are outlined in Section L of this solicitation. Proposals must be signed by an official who is duly authorized to bind the Offeror’s organization.

Offerors are required to submit electronic copies of both their Technical Proposal/ Performance Work Statement (PWS) and Cost Proposals to manila-roaa-RFP@usaid.gov (copy furnish to epura@usaid.gov and hjuanillo@usaid.gov) no later than the closing date and time indicated above. Hard copies should be delivered to the address specified in Section L of this RFP no later than seven (7) days after the closing date stated above. Facsimile submissions will not be accepted.

Proposals received after the closing time and date, or are incomplete, will not be accepted nor considered unless authorized by the Contracting Officer pursuant to FAR 15.208. Offerors are responsible for ensuring that proposals are received at USAID/Philippines by the specified due date and time.

Questions, comments, requests for clarifications must be sent to manila-roaa-RFP@usaid.gov (copy furnish to epura@usaid.gov and hjuanillo@usaid.gov) no later than 12:00 pm, April 12, 2016, Manila time. Oral instructions, answers or guidance from any USAID source prior to the award of the contract shall not be binding.

mailto:manila-roaa-rfp@usaid.gov mailto:epura@usaid.gov mailto:hjuanillo@usaid.gov mailto:manila-roaa-rfp@usaid.gov mailto:epura@usaid.gov mailto:hjuanillo@usaid.gov

RFP SOL-492-16-000004

READY

hjuanillo Text Box

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

UNDER DPAS (15 CFR 700)

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

SEALED BID (IFB)

NEGOTIATED

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 _____________________________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in until local time _______________________ (Hour) (Date)

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

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

AREA CODE NUMBER EXT.

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM

I CONTRACT CLAUSES

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

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

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

F DELIVERIES OR PERFORMANCE

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

H SPECIAL CONTRACT REQUIREMENTS M EVALUATION FACTORS FOR AWARD

K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ________ 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 CODE

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

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

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

3 77

SOLICITATION NUMBER

SOL-492-16-000004 March 31, 2016 X

Regional Office of Acquisition and Assistance USAID/Philippines 3/F Annex 2 Bldg., American Embassy 1201 Roxas Boulevard, 1000 Ermita, Manila, Philippines

See Section L 12:00PM Philippines May 16, 2016

ESTER PURA +63 2 301-4622 epura@usaid.gov

See Attached Table of Contents

N/A

Regional Financial Services Center USAID/Philippines G/F Annex 2 Building American Embassy 1201 Roxas Boulevard, Manila, Philippines

Andrew Holland, Supervisory Contracting Officer

LIST OF ACRONYMS

ADB Asian Development Bank ADAPT Climate Change Adaptation Project Preparation Facility for Asia and the Pacific C-CAP Coastal Community Adaptation Project CHICHAP Choiseul Integrated Climate Change Programme CIF Climate Investment Fund COP Chief of Party COP-21 Conference of the Parties COR Contractor’s Official Representative CROP Council of Regional Organizations of the Pacific DCOP Deputy Chief of Party DFAT Department of Foreign Affairs and Trade DRR Disaster Risk Reduction EMMP Environmental Mitigation and Monitoring Plan GBV Gender Based Violence GIS Geographical Information Systems GIZ Deutsche Gesellschaft für Internationale Zusammenarbeit GmbH JICA Japan International Cooperation Agency IEE Initial Environmental Examination ISACC Institutional Strengthening for Adaptation of Climate Change M&E Monitoring and Evaluation MDB Multilateral Development Bank MIE Multilateral Implementing Entity NAPA National Adaptation Programs of Action ND-GAIN Notre Dame Global Adaptation Index NIE National Implementing Entity NGO Non-government Organizations OFDA U.S. Office of Foreign Disaster Assistance PACAM Pacific-American Climate Fund PCCP Pacific Climate Change Portal PICs Pacific Island Countries PIFS Pacific Island Forum Secretariat PNG Papua New Guinea PPCR Pilot Program for Climate Resilience PWS Performance Work Statement RDMA Regional Development Mission for Asia RIE Regional Implementing Entity RRF Rapid Response Fund RTSM Regional Technical Support Mechanism SCF Strategic Climate Fund SOO Statement of Objectives SPC Secretariat of the Pacific Community SPCR Strategic Programme for Climate Resilience SPREP Secretariat of the Pacific Regional Environment Program UN United Nations UNDP United Nations Development Program UNEP United Nations Environment Program USAID United States Agency for International Development USG United States Government WB World Bank

TABLE OF CONTENT

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

B.4 CONTRACT BUDGET AND CEILINGS

B.5 COST REIMBURSABLE

B.6 INDIRECT COST

B.7 CANCELLATION UNDER MULTI-YEAR CONTRACTS (1997)

B.8. SUPPLEMENTAL TECHNICAL ASSISTANCE LIMITATIONS UNDER CLIN 002

B.9 PAYMENT OF FIXED FEE

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

D.2 BRANDING POLICY AND STRATEGY

D.3 APPROVAL OF CONTRACTOR BRANDING IMPLEMENTATION AND MARKING PLAN

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 AUTHORIZED WORKWEEK

F.6 REQUIRED REPORTS

F.8 KEY PERSONNEL

F.9 Qualifications of KEY Personnel F.10 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE DOCUMENTS (SEPTEMBER

2013) 20

F.11 PERIODIC PROGRESS REPORTS (OCT 2007)

F.12 EVALUATIONS

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 ADMINISTRATIVE CONTRACTING OFFICE

G.2 CONTRACTING OFFICER

G.3 CONTRACTING OFFICER’S REPRESENTATIVE

G.4 TECHNICAL DIRECTIONS/ RELATIONSHIP WITH USAID

G.5 ACCEPTANCE AND APPROVAL

G.6 PAYING OFFICE

G.7 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.8 ACCOUNTING AND APPROPRIATION DATA

G.9 FAR 52.232-25 PROMPT PAYMENT (OCT 2008)

G.10 ELECTRONIC PAYMENT SYSTEM

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 AUTHORIZED GEOGRAPHIC CODE

H.2 VISAS FOR CONTRACTOR STAFF AND DEPENDENTS

H.3 TITLE TO PROPERTY

H.4 REQUESTS FOR CONSENT TO SUBCONTRACT

H.5 752.7007 PERSONNEL COMPENSATION (JULY 2007)

H.6 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.7 ENVIRONMENTAL COMPLIANCE

H.8 REPORTING OF FOREIGN TAXES (JULY 2007)

H.9 CONTRACTOR’S STAFF SUPPORT AND ADMINISTRATIVE AND LOGISTICAL

ARRANGEMENTS

H.10 AUTHORIZED WORK DAY/ WEEK

H.11 LANGUAGE REQUIREMENTS

H.12 CONTRACTOR’S USE OF PROJECT VEHICLES AND LIABILITY INSURANCE REQUIREMENTS FOR PRIVATELY

OWNED VEHICLES

H.13 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.14 NONDISCRIMINATION (JUNE 2012)

H.15 USAID DISABILITY POLICY – ACQUISITION (DECEMBER 2004)

H.16 STANDARDS FOR ACCESSIBILITY FOR THE DISABLED IN USAID CONSTRUCTION

CONTRACTS (JULY 2007) (APPLICABLE TO CLIN 002)

H.17 USAID-FINANCED THIRD-PARTY WEBSITES (AUGUST 2013)

H.18 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUGUST 2013)

H.19 VALUE ADDED TAX (VAT) AND CUSTOM DUTIES

H.20 CONFLICTS OF INTEREST

H.21 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN 2002)

H.22 EXECUTIVE ORDER ON TERRORISM FINANCING

H.23 REPRESENTATIONS AND CERTIFICATIONS

H.24 DISCLOSURE OF INFORMATION

H.25 DEFENSE BASE ACT (DBA) INSURANCE

H.26 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS AMENDED

H.27 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

H.28 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION (JULY 2014)

SECTION I – CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 FAR 52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (APR 2010)

I.3 FAR 52.222-50 COMBATING TRAFFICKING IN PERSONS (FEB 2009) ALT. I (AUG 2007)

I.4 FAR 52.227-23 RIGHTS TO PROPOSAL DATA (TECHNICAL) (JUN 1987)

I.5 FAR 52.229-8 TAXES – FOREIGN COST-REIMBURSEMENT CONTRACTS (MAR 1990)

I.6 FAR 52.232-34 PAYMENT BY ELECTRONIC FUNDS TRANSFER – OTHER THAN SYSTEM OR AWARD

MANAGEMENT (JUL 2013)

I.7 AIDAR 722.170 EMPLOYMENT OF THIRD COUNTRY NATIONALS (TCNs) AND COOPERATING COUNTRY NATIONALS (CCNs)

I.9 AIDAR 752.231-71 SALARY SUPPLEMENTS FOR HG EMPLOYEES (OCT 1998)

I.10 AIDAR 752.7025 APPROVALS (APR 1984)

SECTION J – LIST OF ATTACHMENTS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS OR

RESPONDENTS

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.2 FAR 52.204-3 TAXPAYER IDENTIFICATION (JAN 2014)

K.3 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

K. 4 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX LIABILITY OR A FELONY CRIMINAL

CONVICTION (Deviation OAA-DEV-14-02c)(August 2014)

K.5 INSURANCE - IMMUNITY FROM TORT LIABILITY

K.6 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

K.7 AIDAR 752.226-1 DETERMINATION OF STATUS AS DISADVANTAGED ENTERPRISE

(APR 1991) 55

K.8 AGREEMENT ON, OR EXCEPTIONS TO TERMS AND CONDITIONS

K.9 SIGNATURE

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

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

L3 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.4 GENERAL INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.5 SUBMISSION / DELIVERY INSTRUCTIONS

L.6 PROPOSAL FORMAT AND PRESENTATION

L.7 RESPONSIVENESS TO RFP

L.8 OFFER EXPIRATION DATE

L.9 INSTRUCTION FOR THE PREPARATION OF THE PERFORMANCE WORK STATEMENT – VOLUME 1

L.10 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL – VOLUME II

L.11 NOTICE OF RFP CLOSING DATE AND TIME

L.12 GOVERNMENT OBLIGATION

L.13 INSTRUCTIONS FOR THE PREPARATION OF BRANDING IMPLEMENTATION AND MARKING PLANS

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA

M.3 COST OR PRICE EVALUATION

M.4 SOURCE SELECTION

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this contract is to provide services to support USAID’s “Pacific Climate Ready (READY)” project as described in the Performance Work Statement (PWS) in Section C.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) Completion Type contract and Indefinite Delivery/ Indefinite Quantity (IDIQ) contract.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

(a) Estimated Cost and Fixed Fee for CLIN 001:

The Total Estimated Cost plus fixed fee for this CLIN is $ (TBD). The Contractor will not be paid any sum in excess of the ceiling price $ (TBD) for this CLIN.

(b) Estimated Ceiling Cost and Fixed Fee for CLIN 002

The total estimated ceiling cost of this CLIN is $(TBD) exclusive of the associated maximum fee of $(TBD). The total estimated ceiling cost and maximum fee of this CLIN is $2,000,000.

The Contractor will not be paid any sum in excess of the ceiling price of $2,000,000 for CLIN 002. The amount currently obligated and available for reimbursement of allowable cost incurred by the Contractor (and payment of fee) for performance of the contract period under this CLIN is $ (TBD). The Contractor shall not exceed the obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract entitled “Limitation of Funds” (FAR 52.232-22) in Section I.

B.4 CONTRACT BUDGET AND CEILINGS

CLIN 001: Technical Assistance CLIN 001 is composed of the following subCLINs:

a) CLIN 001.1 – Policies, Regulation and Legal framework

TEC $____________

Fixed Fee $____________ Subtotal $____________

b) CLIN 001.2 - Access to Adaptation Financing

TEC $____________

c) CLIN 001.3 – Training and Capacity building

TEC $____________

Total Estimated Costs (TEC CLIN 001) $______ Total Fixed Fee for CLIN 001 $______ TEC Plus Fixed Fee (CLIN 001) $______

CLIN 002: Supplemental Technical Assistance

Estimated Ceiling $_______

Maximum Fee $_______

Total Estimated Ceiling and Maximum Fee $_______

(a) In performing Government order under CLIN 002, the Contractor will provide up to a maximum of

1,400 person-days spread over five (5) years.

(b) The maximum fee for CLIN 002 is based upon furnishing the level-of-effort specified in paragraph (a) under CLIN 002. The fee for each order shall be negotiated and will be based upon the nature of the work and associated risk.

B.5 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allowable and allocable costs determined in accordance with FAR 31 (Contract Cost Principles), OMB A-21 (Cost Principles for Educational Institutions), FAR 52.216-7 (Allowable Cost and Payment), FAR 52.216-8 (Fixed Fee), if applicable, and AIDAR 752.7003 (Documentation for Payment), in order to be reimbursable under this contract.

B.6 INDIRECT COST

The Contractor is allowed to recover applicable indirect costs (i.e., overhead, G&A, etc.) on other direct costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA).

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

Description Rate Base Type Period

(TBD) (TBD) (TBD) (TBD) (TBD)

1/ Base of Application:

Type of Rate:

Period:

Source:

2/ Base of Application:

Type of Rate:

Period:

Source:

[To be filled in at award]

B.7 CANCELLATION UNDER MULTI-YEAR CONTRACTS (1997)

This contract is considered non-severable, and is therefore a multi-year contract as defined in FAR 17.103.

Consequently, this contract is subject to the requirements of FAR 17.106. 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.” 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 established pursuant to FAR 17.106-1(c)(1) for each program year is $0.

B.8. SUPPLEMENTAL TECHNICAL ASSISTANCE LIMITATIONS UNDER CLIN 002

Estimated Cost and Fee. The total estimated ceiling cost for this CLIN is $2,000,000, inclusive of the associated maximum fee, if any, of $TBD.

Other Direct Costs. The estimated cost of this CLIN includes the following estimates for material, equipment, subcontracts, travel, and training required for performance of the total amount of work that can be ordered by the Government under this CLIN during the life of this contract. The amount of ordered Other Direct Costs over the life of this contract shall not exceed $800,000.

Level-of-effort.

(A) In performing Government order Technical Assistance under this CLIN, the Contractor is obligated to provide up to a maximum of (TBD) person-days.

(B) The maximum fee set forth above under B.3, Total Estimated Cost, Fixed Fee and Obligated Amount is based upon furnishing the level-of-effort specified in Level-of-effort, paragraph A. The fee shall be negotiated on each order based upon the nature of the work and associated risk.

B.9 PAYMENT OF FIXED FEE

Pursuant to FAR 16.306(d), the fixed fee payable under this contract will be tied to the completion of the deliverables specified in Section F.6. Upon successful achievement of the deliverable, the Contractor shall provide evidence of the achievement to the Contracting Officer’s Representative and the Contracting Officer. Upon acceptance by USAID and issuance of approval from the Contracting Officer, the Contractor shall submit an invoice for the amount of the fee associated with the deliverable.

[END OF SECTION B]

SECTION C

THE STATEMENT OF OBJECTIVES (SOO) – PERFORMANCE WORK STATEMENT

The Contractor’s Performance Work Statement, based on the content of this RFP, will be inserted at the time of award. See Section J.1 for the Statement of Objectives (SOO).

[END]

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 POLICY AND STRATEGY

Branding strategy implementation and marking under this contract must comply with the “USAID Graphics Standards Manual” available at http://www.usaid.gov/branding and any successor branding policy as detailed in the Automated Directive System (ADS) Chapter 320.

Objective: To provide prospective Offerors with areas to be addressed in the development of the USAID Title of Project Branding Implementation and Marking Plans so as to deliver the message that the assistance is from the American People.

Activity name: The name of the activity will be the “USAID/Climate Ready.” In every public event or document and in discussions with the Government of the Philippines and other counterparts, the Contractor will identify the activity as the “USAID/Climate Ready” on each reference.

Branding: The branding strategy will incorporate the message that the assistance is “From the American People” and is sponsored by USAID. USAID policy is to require exclusive branding and marking in all its direct contracts.

Positioning: Publicity materials and communications will clearly reflect the notion that this activity is provided by the American People through USAID. No other organizations will be acknowledged publicly in connection with the USAID/Climate Ready activity without the approval of the Contracting Officer’s Representative (COR).

Visibility: USAID seeks a very high level of visibility through USAID-branded public events, high-level visits, community awareness and training activities, and media coverage. The Contractor may propose activities to be exempted from this requirement to the COR for concurrence and for Contracting Officer approval.

Approval Procedures: In carrying out the approved Branding Implementation and Marking Plans, the Contractor will seek timely approval from the COR for all public and media documents, speeches, and event preparation forms as per USAID/Philippines outreach and communication procedures at least three (3) weeks prior to the implementation date of the subject activity. Specific waivers of branding implementation and marking require Contracting Officer’s (CO’s) advance written approval.

Anticipated Elements of Marking Plan: Deliverables to be marked include products, equipment and inputs delivered; places where activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs and any such events. Studies, reports, http://www.usaid.gov/branding publications, Web sites, and all informational and promotional products not authored, reviewed, or edited by USAID must contain a provision substantially as follows, “This study/report/Web site (specify) is made possible by the support of the American People through the United States Agency for International Development (USAID.) The contents of this (specify) are the sole responsibility of (name of organization) and do not necessarily reflect the views of USAID or the United States Government.

Graphics Standard Manual: USAID’s webpage contains the electronic version of the Graphic Standards Manual that is compulsory for all Contractors to follow.

D.3 APPROVAL OF CONTRACTOR BRANDING IMPLEMENTATION AND MARKING PLAN

The Contractor’s Branding Implementation and Marking Plan will be finalized and submitted for Contracting Officer approval no later than 45 days after contract award. The Contractor will follow the approved plan during implementation of this contract unless a waiver is requested and approved by the contracting officer. Guidance on applying for waivers can be found in USAID Automated Directives System Chapter 320, Branding and Marking.

[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 http://acquisition.gov/far/index.html for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.246-3 INSPECTION OF SUPPLIES – COST REIMBURSEMENT MAY 2001

52.246-5 INSPECTION OF SERVICES – COST REIMBURSEMENT APR 1984

52.246-12 INSPECTION OF CONSTRUCTION AUG 1996

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables will take place at:

Environment Office USAID/Philippines, Annex 2 Building

U.S. Embassy 1201 Roxas Boulevard

1000 Ermita, Manila Philippines or at any other location approved by the Contracting Officer.

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

[END OF SECTION E]

http://acquisition.gov/far/index.html

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 the clause at FAR 52.252-2, CLAUSES INCORPORATED BY REFERENCE, in Section I of this Contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The estimated period of performance for this contract is from the effective date of award to __________________.

F.3 PLACE OF PERFORMANCE

The principal place of performance for this contract is the twelve Pacific Island countries of Papua New Guinea, Solomon Islands, Vanuatu, Nauru, Kiribati, Fiji, Samoa, Tonga, Tuvalu, Federated States of Micronesia, the Republic of the Marshall Islands, and Palau. The activity’s central office shall be located in Suva, Fiji.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor’s overall performance in accordance with the performance standards set forth in the contract will be conducted jointly by the COR and the CO and shall form the basis of the Contractors permanent performance record with regard to this contract as required in FAR 42.15 and AIDAR 742.15.

F.5 AUTHORIZED WORKWEEK

No overtime or premium pay is authorized under this Contract. The contractor is authorized up to a five (5) day workweek for long-term staff in the field with no premium pay, and six (6) day workweek for short-term advisors in the field with no premium pay.

F.6 REQUIRED REPORTS

In addition to the requirements set forth for submission of reports in this section of the contract, and in accordance with AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit reports, deliverables and outputs as further described below to the COR (referenced in Section G) of this contract) and subject to approval by the COR.

All deliverables and reports must be in the English language. The Contractor must promptly notify the COR of any problems, delays or adverse conditions which materially impair the contractor’s ability to meet the requirements of the contract. All project outputs and deliverables will be submitted to the CO and/or COR in both hard copy and electronic (pdf or editable) format. Hard copies may be printed/copied double sided. The COR and the Contractor will develop a standard format for submission of all deliverables and reports within the first 30 days of contract award.

(a) Annual Work Plan: The Contractor must submit a detailed annual work plan and budget that aligns with the three principle objectives for all major interventions. The annual work plan and budget must describe the activities described in the PWS and must cross reference the applicable sections. The work plan and budget will be a guide to the implementation of the contract with a breakdown of activities or tasks to complete benchmarks, timelines, and anticipated progress in the achievement of the program results as well as associated costs. The http://acquisition.gov/far/index.html work plan and budget must have a link to the results described in the SOO. There should be no inconsistencies with the PWS. It must also describe the anticipated achievements toward performance indicators with an explanation of how those achievements are expected to contribute to achieving the project’s objectives.

As part of the initial Work Plan development, within 45 days of the award, the contractor must submit to USAID a work plan detailing its major planned activities and interventions, as well as staff coverage, for all major strategic approaches, including key results and outcomes, illustrative activities and indicators, and explanatory text to inform monitoring and evaluation for the purpose of project management and learning.

USAID will review and respond to the work plan submission within ten (10) calendar days

The contractor must submit subsequent annual work plans to USAID for review and approval no later than 45 days prior to the end of the USG fiscal year (September 30). The Annual Work Plan will include a list of clearly defined Activities or Tasks, Deliverables, Timelines, Benchmarks and Indicator Targets. The annual work plan must not deviate from the contract requirements and must be consistent with the approved budget for the contract. The contractor’s annual work plan will describe how the contractor intends to organize responsibilities among its staff to ensure accomplishment of the tasks. The work plan, at a minimum, will include:

1. A description of proposed activities and anticipated results for each strategic approach;

2. A systematic presentation (i.e., Gantt chart) of activities to be accomplished under the different results and sub-results, on a monthly basis;

3. The proposed geographical structure of project activities;

4. The anticipated outputs and outcomes from each tasks conducted, as they relate to the interventions;

5. The anticipated level of effort required from program technical staff and financial resources required to complete the tasks;

6. The identification of any assumptions used in preparation of the work plan, as well as suggested alternatives, if necessary;

7. The anticipated risks with regard to achieving the anticipated objectives of the contract and how they will be mitigated;

8. Any specific award terms or conditions that interfere with maximizing the developmental impact of the award.

The Annual Work Plan must detail the work to be accomplished during the upcoming year. These Annual Work Plans may be revised on an occasional basis, as needed, to reflect changes on the ground and in the international and national policy arenas based on monitoring results, with the concurrence of the COR.

The first Annual Work Plan must be submitted within 45 days of award of the contract; subsequent annual work plans must be submitted to the COR no later than 11th month of each year for the next planning year. The work plan should include the estimated monthly funding requirements during the upcoming year of program implementation, necessary to meet all program objectives within the contract. USAID will respond to the work plan within five (5) calendar days.

(b) Monitoring and Evaluation Plan: The Monitoring and Evaluation (M&E) Plan should be developed from and align with key objectives and sub-objectives for all interventions. The M&E Plan should include outcomes and indicators for key results and should guide key project activities, indicators of achievement, and the associated annual and life-of-project targets. This plan shall be developed by the Contractor, reviewed, and approved by the COR. A finalized M&E Plan, including outcomes and indicators for key results, must be submitted within 60 days of the contract award date.

Performance monitoring must take into account the requirements for two levels of reporting: (1) the selection of indicators consistent with USAID/Philippines’ annual Operational Plan; and (2) the selection of indictors for internal, project-level management. The Contractor may utilize separate, additional indicators for each level since some standard indicators may not be appropriate for all levels. While the Contractor may suggest more relevant indicators to better illustrate progress and outcomes of the project, the COR will make final indicator selection upon, first, the review and approval of the annual work plan, and second, of the associated M&E Plan.

These indicators will take into account the results, performance requirements, and performance standards. At a minimum, the following standard and custom indicators shall be included in the M&E Plan:

• EG11.2-1 Number of laws, policies, or regulations addressing climate change risks officially proposed, adopted, or implemented as a result of USG assistance.

• EG11-4 Amount of investment mobilized (in USD) for climate change adaptation as a result of USG assistance.

• EG11-1 Value of assets (e.g., infrastructure, roads) built/rehabilitated according to climate-resilient codes and standards as a result of USG assistance.

The M&E Plan shall include geographically-explicit indicators to measure the activity’s inputs, outputs, and outcomes. The M&E Plan shall demonstrate how such geographically-explicit indicators will be used to analyze activity performance and inform management decisions.

(c) Quarterly Progress Report: The Contractor shall prepare and submit Quarterly Progress Reports that include information about the contract and a summary of progress of the project activities in relation to the requirements of the contract, indicating any problems encountered, and proposing remedial actions as appropriate. The Quarterly Progress Report shall be submitted electronically no later than 30 days following the end of each standard USG fiscal quarter (i.e. October 30, January 30, April 30, July 30) to the COR and a copy to the CO.

The report should articulate progress toward goals and highlight key achievements and problem areas that require senior management intervention. The quarterly reports shall reflect key elements of the Annual Work Plan, and address at a minimum the following:

• Activities completed under each planned intervention;

• Activities to be undertaken in the following quarter;

• Outputs accomplished and results realized in the quarter;

• Achievements of the quarter (and cumulative to date);

• Progress in achieving contract deliverables;

• Aggregate outputs accomplished and results realized since project inception;

• Discuss and propose solutions to issues or problems that are affecting the delivery or timing of interventions, or the achievement of results of this project; and

• Electronic and hard copies of all reports, success stories, and other relevant information.

Each quarterly report must be a stand-alone document and should summarize all activities since the beginning of the project. Quarterly reports shall be submitted to the COR on the same day as the quarterly financial report.

The 4th Quarterly Progress Report may be a section of the Annual Report but must contain all information required under this section.

(d) Annual Report: The Annual Report will be submitted in lieu of the fourth quarterly report of each USG fiscal year, ending September 30. Reporting must clearly distinguish between the last quarterly data, and overall annual reporting. These reports must be based on the approved Annual Work Plan and M&E Plan and will cover:

• Summary of cumulative accomplishments for the year as a whole;

• Situational background information concerning the program’s objective;

• Description of progress against planned accomplishments in the Work Plan and any deviations;

• Description of progress against planned M&E Plan targets and any deviations. Describe overall performance against targets during the fiscal year, and why targets were not achieved or why they were exceeded. Discuss problems and challenges and how they may affect out-year planning;

• Progress in coordination with host government, other donors, USAID-funded projects, and stakeholders including civil society, private sector and other development partners;

• Planned main activities for the next year.

Annual reports must include as separate attachments:

• List of commodities procured and revised inventory;

• List of all reports, analyses, presentations, and other key documents produced during the year;

• List of all subcontracts, if any, with a short description of the purpose and amount;

• Status reports on the progress, delays, and issues with the implementation of the action plans in target municipalities/sectors; and

• Other documents as may be required by USAID.

Reports will be provided electronically to the COR and CO. Reports must be prepared in a reader-friendly format so that they can be easily reviewed by the Mission and by USAID’s counterparts.

(e) Final Report: No later than 45 days prior to the Contract completion date, the contractor must submit electronically a draft Final Report to the COR that details accomplishments against the tasks, targets, and deliverables set forth in the contract and in the M&E Plan; highlights major achievements; addresses lessons learned during implementation; recommends ways to resolve identified constraints; and the financial status of the contract. The Contracting Officer and/or COR may provide comments, which the contractor must address in revising the draft prior to final submission of the Final Report. The Final Report must be prepared in a reader-friendly format so that it can be disseminated within and outside USAID for study and future use.

Once approved by the COR, the Contractor shall submit the final report to:

• The COR, the Controller’s Office and the Contract Contracting Officer; and

• One copy, in electronic (preferred) or paper form (with all final documents) to one of the following:

Online: http://dec/usaid.gov By mail (for pouch deliver):

USAID Development Experience Clearinghouse

M/CIO/ITSD/KM

Ronald Reagan Building M.01-010 U.S. Agency for International Development 1300 Pennsylvania Avenue, NW Washington, DC 20523

(f) Closeout / Demobilization Plan: The contractor shall develop and submit to the COR & CO for approval a closeout plan that will include, but will not be limited to, the following:

1. Dates for final delivery of all goods and services for subcontracts;

2. A property disposition plan for the contractor and subcontractor(s) in accordance with contract requirements, which must be approved by the contracting officer;

3. Review of contract files for audit purposes and final billing to USAID;

4. A schedule to address office leases, bank accounts, utilities, cell phones, personnel notification,

5. outstanding travel and social payments, household shipments, vehicle; phone subscriptions, etc.;

6. Receipt of all final invoices and contract performance reports;

7. Report on the estimated amount of funds not required for the completion of the contract;

8. Report on compliance with all local labor laws, tax clearances, and other appropriate compliance matters.

The format and outline of contents of this closeout plan shall be proposed by the Contractor no later than 120 days prior to the contract completion date, and approved by the CO no later than 90 days prior to the contract completion date.

http://dec/usaid.gov

(g) Short-Term Consultants Reports: Upon completion of the services of all short-term consultants, the

Contractor must submit a report to the COR summarizing the activities, contributions, and recommendations of the consultant.

(h) Special Reports: In addition to the reports specified herein, the Contractor, at the COR’s request, must provide special reports in response to Agency, congressional or presidential inquiries on specific aspects of contract implementation. As necessary, reports will illustrate the outcome result of any or all activities. Other examples of special reports are success stories and technical notes.

(i) Participants’ Training Reports: The Contractor will collect training data on all trainings, conferences, and workshops provided by the Contractor under this Contract held in the United States, third countries, or in-country. The training data will be entered into TraiNET and submitted to the COR no later than 45 days following the end of each fiscal quarter measured from October 1, as relevant. Any training data for the final fiscal quarter of the contract must be entered into TraiNET and submitted to the COR no later than 30 days prior the end of the award. The Contractor will follow USAID policy directives and required procedures governing the design and implementation of participant training activities found in ADS 252, which provides detailed information regarding visa compliance guidelines and ADS 253, which provides guidance on how to implement USAID funded training programs.

(j) Environmental Compliance and Reviews: Activities planned under Climate Ready were granted a categorical exclusion. Climate Ready is not expected to directly engage in building infrastructure. However, sound environmental practices should be included in all capacity building and accreditation activities.

(k) Annual Report on Foreign Taxes: Pursuant to the clause entitled “Reporting on Foreign Taxes,” the Contractor must submit to the COR, and the Controller, by April 16 of the next year, an annual report on foreign taxes assessed by the Government of the Philippines (GPH) on commodity purchase transactions valued at $500 or more financed with US foreign assistance funds under this contract.

(l) Quarterly Financial Reports: The contractor must submit a quarterly accrual reports for this contract overall as well as the resources allocated to this contract. Accrual reports must include the (a) total amount obligated; (b) total amount invoiced for, (c) total amount of expended but not yet invoiced for, and (d) remaining unexpended funds by country and a consolidated regional accrual report. Accrual reports will be submitted to the COR and CO electronically, 10 days prior to the end of the quarter or as directed by the COR.

(m) Annual Inventory of Non-expendable Property: In accordance with AIDAR 752.245-70, the Contractor must submit on an annual basis, a non-expendable property report. The format to be used in preparing the report is prescribed in AIDAR 752.245-70.

(n) Gender Action Plan: Contractor must submit a final Gender Action Plan within 45 days of the award.

(o) Geographic Data and Cartographic Products: The contractor shall submit geographic data and cartographic products for the approval of the COR.

Datasets (and supporting documentation) compiled under USAID-funded awards, in which the data are funded 50 percent or more by USAID, must be submitted for inclusion in the Development Data Library (DDL). The DDL is the Agency’s repository of USAID-funded, machine readable data created or collected by the Agency and its implementing partners. Datasets must be submitted through the DDL Website in accordance with the instructions provided at the site (ADS 579). When Geographic Data is acquired through data use or ownership agreements with the host-country government or other entity, the Offeror must ensure that the agreement makes it permissible for the Geographic Data to be submitted to, and used by, USAID.

Geographic Data must be submitted in industry standard formats such as Shapefile (.shp) or GeoTIFF, or in a

File Geodatabase. Cartographic products generated using GIS technology shall be submitted in the industry standard formats of an Esri Map Document (.mxd) or Quantum GIS Project (.qgs).

F.7 DELIVERABLES AND OUTPUTS

The deliverables described in the Offeror’s Performance Work Statement will be inserted in this section of the resultant award. The deliverables will be tied to payment of fixed fee as required by FAR Part 16.

F.8 KEY PERSONNEL

(a) The following are the key personnel under this contract:

1. Chief of Party

2. Deputy Chief of Party

3. Other Key Personnel positions proposed by the Contractor and accepted by USAID

(shall be inserted at the time of award.)

(b) The key personnel identified above are considered essential to the work being performed under this contract.

The contractor must remain responsible for providing such key personnel for full-time performance for the term of this contract unless otherwise agreed to by the contracting officer. The failure to provide the key personnel designated above may be considered nonperformance unless such failure is beyond the control, and through no fault or negligence, of the contractor.

(c) The contractor must immediately notify the contracting officer and the COR of any key personnel’s departure and the reasons therefor. The contractor must take steps to immediately rectify the situation and will propose a substitute candidate for the vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program.

(d) Before removing, replacing or diverting any of the listed or specified personnel, the Contractor shall: (1) notify the Contracting Officer reasonably in advance and; (2) submit written justification (including proposed substitution/s) in sufficient detail to permit evaluation of the impact on this contract. No replacement of key personnel must be made by the Contractor without the written approval of the Contract Contracting Officer.

F.9 Qualifications of KEY Personnel

Key Personnel must not exceed a total of five positions. The core team must be composed of long-term international and Pacific Islander professionals with expertise and experience in addressing climate change adaptation finance, policy, and related project implementation at the national and sub-national levels in Pacific Island Countries. The core long-term team can be supplemented by local and/or international consultants to provide various types of technical assistance.

The Contractor must identify, by name, the key management and other technical personnel who will work under this contract. At a minimum, key long-term contract staff must include the following:

1. A Chief-of-Party (COP) principally in charge of overall project management, technical oversight an ensuring synergies across READY components. The COP must possess the intellectual, communications, leadership, and managerial skills necessary to develop, articulate and implement a strategic vision for READY. S/he must have at a minimum: (i) a master’s degree in political economy, climate change policy and finance, natural resources management, environmental policy, public finance, public administration, or related fields; and (ii) a minimum of 10 years of progressively responsible experience and expertise to successfully achieve meaningful and sustainable results in climate change adaptation policy and finance. Technical expertise in climate change adaptation finance and policy is strongly desired. The COP must have extensive and substantive experience working with counterparts at various levels of government, as well as with non-government organizations (including private sector associations/organizations) in managing international development assistance projects. Strong technical expertise, superb management skills, and exceptional writing and communications skills in English are essential for this position. USAID prefers an American Citizen for the COP position.

2. A Deputy Chief-of-Party (DCOP) principally responsible for administrative and financial oversight, and supervision over monitoring and evaluation activities. The DCOP must have completed, at a minimum, a bachelor’s degree and seven years of relevant, progressively responsible experience; a proven track record of implementing and/or managing projects focusing on climate change adaptation policy, finance, and project implementation in the Pacific. S/he must possess a combination of technical familiarity and management skills that spans the subject areas covered by the project and in-depth experience in at least one of the major areas of involvement (climate finance, for example). The DCOP candidate must be able to demonstrate that he/she has the requisite experience to: a) effectively backstop and reinforce the other long and short-term specialists; b) ensure that synergies among project elements are capitalized upon; c) ensure that the project focus remains on achieving results; and d) manage an effective monitoring and evaluation system. The candidate must possess superior project management skills and is expected to manage the day-to-day operations of the project and report directly to

USAID.

3. Up to three…