EXECUTED_RFP_ESS_11152016.pdf

SOL-521-17-000002

USAID/HAITI Evaluation and Survey Services

ISSUE DATE: November 15, 2016

QUESTIONS DUE: November 29, 2016 at 13:00 EST

CLOSING DATE: January 30, 2017

CLOSING TIME: 13:00, EST

SUBJECT: Request for Proposals (RFP) No. SOL-521-17-000002

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development

Mission in Haiti (USAID/Haiti), is seeking proposals to provide technical and advisory services to design and carry out evaluation activities in support of USAID/Haiti programs.

In accordance with the Foreign Assistance Act of 1961, as amended and FAR Part 16.306, USAID intends to award a Cost Plus Fixed Fee Completion Contract per FAR 16.306(d)(1) for a period of five years – a two year Base Period and 3 one year Option Periods. The total estimated cost and fixed fee, subject to availability of funds, for the Base Period and Option Period is:

Base Period is estimated between $4 million (M) to $ 6 M over two years.

Option Period is estimated between $4M to 7M

Revealing the estimated range of the contract is not meant to encourage Offerors to strive to meet the maximum estimated amount. Offerors must propose costs that they believe are realistic and reasonable for the work described in their Statement of Work/Proposal. The most effective approach for achieving the expected results is encouraged and award will be made to the Offeror whose proposal offers the best value to the Government considering technical and cost factors

(see Section M).

Questions and proposals must be submitted electronically on or before the dates stipulated above to usaidhaitioaa@usaid.gov and to ybernard@usaid.gov. All emails must clearly cite the solicitation number above in the subject line. Please do NOT send any paper copies. No other form of submission will be accepted. The Technical and Cost Proposals must be kept separate from each other. Proposals received after the closing date and time will be processed as late and handled in accordance with FAR 15.208.

If substantive questions are received which affect the response to the solicitation, or if changes are otherwise made, USAID may amend this solicitation. Amendments will be issued and posted on the Federal Business Opportunities (FBO) website, located at https://www.fedbizopps.gov.

mailto:usaidhaitioaa@usaid.gov file://///ausnapnaswash02.us.usaid.gov/HaitiPUBLIC/OAAPUB/2.%20OAA%20-%20OFFICIAL%20FILES/01%20OAA%20-%20PCPS/REQ-521-16-000086%20ESS/A%20-%20PRE%20AWARD/RFP/ybernard@usaid.gov

PART I - THE SCHEDULE 7

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS 7

B.1 PURPOSE 7

B.2 CONTRACT TYPE 7

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT 7

B.4 INDIRECT COSTS 7

B.5 COST REIMBURSABLE 8

SECTION C - STATEMENT OF WORK AND TECHNICAL SPECIFICATION 9

C.1 OBJECTIVE 9

C.2 BACKGROUND 10

C.3 REQUIREMENT 11

C.4 END PRODUCTS 12

C.5 FORMAT OF END PRODUCT COMPONENTS 20

C.6 POST AWARD PROCEDURES TO REQUEST SPECIFIC EVALUATIONS 21

C.7 KEY PERSONNEL REQUIREMENTS 22

C.8 PARTNERING WITH LOCAL ORGANIZATIONS 25

SECTION D - BRANDING AND MARKING 26

D.1 AIDAR 752.7009 MARKING. (JAN 1993) 26

D.2 BRANDING STRATEGY AND MARKING PLAN 26

SECTION E - INSPECTION AND ACCEPTANCE 27

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 27

E.2 INSPECTION AND ACCEPTANCE OF TECHNICAL ASSISTANCE WORK AND REPORTS 27

SECTION F - DELIVERIES OR PERFORMANCE 28

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 28

F.2 PERIOD OF PERFORMANCE 28

F.3 PLACE OF PERFORMANCE 28

F.4 REPORTS AND DELIVERABLES OR OUTPUTS 28

F.5 KEY PERSONNEL 30

F.6 CONTRACTOR PERFORMANCE EVALUATION 30

F.7 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE DOCUMENTS (SEPT 2013) 30

SECTION G - CONTRACT ADMINISTRATION DATA 33

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) 33

G.2 ADMINISTRATIVE CONTRACTING OFFICE 34

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 34

G.4 CONTRACTING OFFICER’S AUTHORITY 34

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 34

G.6 PAYING OFFICE 36

G.7 ACCOUNTING AND APPROPRIATION DATA 37

G.8 CONTRACTOR'S PRIMARY POINT OF CONTACT AND PAYMENT ADDRESS 37

SECTION H - SPECIAL CONTRACT REQUIREMENTS 38

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 38

H.2 AUTHORIZED GEOGRAPHIC CODE 38

H.3 LOGISTICS 38

H.4 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION 38

H.5 EXECUTIVE ORDER ON TERRORISM FINANCING (MARCH 2002) 40

H.6 MANAGEMENT OF INFORMATION TECHNOLOGY RESOURCES 40

H.7 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION REQUIREMENTS (APR 2014) 41

H.8 DISCLOSURE OF INFORMATION 41

H.9 752.209-71 ORGANIZATIONAL CONFLICTS OF INTEREST DISCOVERED AFTER AWARD (JUN 1993) 42

H.10 CONFLICTS OF INTEREST 42

H.11 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS 44

H.12 INSURANCE AND SERVICES 44

H.13 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997) 44

H.14 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JUL 2007) 45

H.15 SUBCONTRACTING PLAN AND THE SF 294 – SUBCONTRACTING REPORT FOR INDIVIDUAL CONTRACTS AND

SF 295 – SUMMARY CONTRACTING REPORT 45

H.16 REPORTING ON TAXATION OF U.S. FOREIGN ASSISTANCE 46

H.17 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY 47

H.18 ADS 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL) (OCTOBER 2014)

H.19 ENVIRONMENTAL COMPLIANCE 48

H.20 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION (JULY 2014) 49

PART II - CONTRACT CLAUSES 51

SECTION I - CONTRACT CLAUSES 51

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 51

I.2 OPTION TO EXTEND SERVICES (NOV 1999) 55

I.3 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 55

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 56

SECTION J - LIST OF ATTACHMENTS 56

Attachment J.1: Summary of USAID/Haiti Development Pillars 57

Attachment J.2: Illustrative Schedule of USAID/Haiti Evaluations FY 2016-2018 59

Attachment J.3: Illustrative Evaluation Activity Request Template 61

Attachment J.4: Statement of Work and Instructions for the IFMS Final Evaluation 74

Attachment J.5: Branding Strategy 89

ATTACHMENT J.6 CONTRACTOR EMPLOYEE BIOGRAPHICAL DATA SHEET 90

PART IV - REPRESENTATIONS AND INSTRUCTIONS 91

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS 91

K.1 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (APR 2016) 91

K.2 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (Oct 2015) 94

K.3 52.209-6 PROTECTING THE GOVERNMENT’S INTEREST WHEN SUBCONTRACTING WITH CONTRACTORS

DEBARRED, SUSPENDED, OR PROPOSED FOR DEBARMENT (OCT 2015) 96

K.4 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (Jul 2013) 97

K.5 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (Oct 2015) 99

K.6 FAR 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR 2005) 101

K.7 INSURANCE - IMMUNITY FROM TORT LIABILITY 102

K.8 SIGNATURE 102

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS 103

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 103

L.2 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006) 103

L.3 GENERAL INSTRUCTIONS TO OFFERORS 104

L.4 RESPONSIVENESS TO RFP 105

L.5 OFFEROR’S RESPONSIBILITIES 105

L.6 INSTRUCTIONS FOR PREPARATION OF TECHNICAL PROPOSAL 106

L.7 GENERAL INSTRUCTION FOR THE PREPARATION OF THE COST PROPOSAL - FORMAT 112

L.8 INSTRUCTIONS FOR PREPARATION OF THE BRANDING IMPLEMENTATION AND MARKING PLANS 118

SECTION M – EVALUATION FACTORS FOR AWARD 121

M.1 GENERAL 121

M.2 TECHNICAL EVALUATION CRITERIA 121

M.3 EVALUATION OF COST PROPOSAL 124

M.4 DETERMINATION OF THE COMPETITIVE RANGE 124

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The objective of this Evaluation and Survey Services program (hereinafter known as the ESS) is to provide technical services to design and carry out evaluation activities in support of

USAID/Haiti programs.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion type contract. For the consideration set forth in the contract, the Contractor shall provide the deliverables or end products described in Section

C.

B.3 ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT

a) The Total Estimated Cost for performance of the work during the two-year Base Period and three one-year Option Periods required hereunder, exclusive of fixed fee is $TBD.

The Fixed Fee for the Base Period and three one-year Option Periods is $TBD. The Total

Estimated Cost plus Fixed Fee for the Base Period and three one-year Option Periods is

$TBD.

Base Period

(2 years)

Option Year

Option Year

Option Year

Total

Total

Estimated

Cost

Fixed Fee

Total

Estimated

CPFF

b) Within the total estimated cost plus fixed fee, the amount currently obligated is

$TBD. The contractor may not exceed the aforesaid obligated amount.

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

B.4 INDIRECT COSTS

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

Description Rate Base Period

1/ 1/ 1/

2/ 2/ 2/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

B.5 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable and allocable costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment and FAR 52.216-8 Fixed

Fee, if applicable.

FAR 52.232-22 Limitation of Funds applies while the contract is funded in an amount less than the ceiling price and FAR 52.232-20 Limitation of Cost applies while the contract is fully funded.

[END OF SECTION B]

SECTION C - STATEMENT OF WORK AND TECHNICAL SPECIFICATION

C.1 OBJECTIVE

The objective of this Evaluation and Survey Services program (hereinafter known as the ESS) is to provide technical and advisory services to design and carry out various evaluation activities that could include, but are not limited to, performance baseline surveys, mid-term and final performance evaluations , impact evaluations, and assessments in support of

USAID/Haiti programs. Through this ESS contract USAID/Haiti seeks to more cost-effectively and efficiently measure, monitor, and evaluate the impact of U.S. development assistance in Haiti.

ESS will assist USAID/Haiti and its partners to generate empirical data and to foster learning and knowledge management through a participatory process in order to support stronger results and improve evidence-based programming. These efforts will facilitate informed program management decisions, shape the longer-term strategic direction of programs and decision-making within the Mission, and enable USAID/Haiti to comply with USAID’s

Evaluation Policy. USAID/Haiti supports the implementation of the USAID Forward

Initiatives through a managing for results approach characterized by defining realistic expected results, monitoring progress towards achievement, measuring impact, integrating lessons learned into management decisions, and reporting on performance.

The principal customers for this ESS contract will be: USAID/Haiti staff, other USG agencies, USAID implementing partners, local Haitian monitoring and evaluation (M&E) service providers, Haitian government counterparts, and relevant offices in USAID/Washington.

Indicator baseline is the value of an indicator before major implementation actions of USAID-supported strategies, projects or activities. (ADS Chapter 201) Performance evaluations represent a broad range of evaluation methods. They often incorporate before-after comparisons, but generally lack a rigorously defined counterfactual. Performance evaluations focus on what a particular project or program has achieved (either at an intermediate point in execution or at the conclusion of an implementation period); how it was implemented; how it was perceived and valued; whether expected results occurred; and other questions that are pertinent to project design, management and operational decision making.

(ADS Chapter 201) Impact evaluations are based on models of cause and effect and require a credible and rigorously defined counterfactual to control for factors other than the intervention that might account for the observed change. Impact evaluations in which comparisons are made between beneficiaries that are randomly assigned to either a treatment or a control group provides the strongest evidence of a relationship between the intervention under study and the outcome measured. Impact evaluations measure the change in a development outcome that is attributable to a defined intervention. (ADS Chapter 201) Assessments provide a comprehensive review of activities (conducted by USAID, host governments or other institutions) in a given development sector of a specific country or region and the institutional, environmental, and policy context in which these activities occur. Assessments highlight issues prevailing in the sector and identify possible approaches to address these issues. Assessments are a forward-looking process that may be designed to examine country or sector context to inform project design, or an informal review of projects. They are distinct from evaluation.

Under USAID’s Evaluation Policy, USAID/Haiti is working to maximize development impact with measurable results and accountability. Evaluations under this ESS Contract shall meet the standards of USAID’s Evaluation Policy (https://www.usaid.gov/evaluation/policy) and the Agency policies outlined in Automated Directives System (ADS) 201 Program Cycle

Operational Policy (and any future updates thereof).

C.2 BACKGROUND

The United States Government’s Post-Earthquake Haiti Strategy (extended through

September 30, 2018 and hereinafter called the “USG Strategy”) is based on a five-year

Government of Haiti (GOH) Action Plan that advocates bringing government and donors together to address the deleterious impact of the 2010 earthquake and set the course for a practical way forward for national development. USAID partners with the Haitian government, the private sector, civil society and non-profit organizations, and the Haitian diaspora to address development challenges. By harnessing innovation and expertise, USAID and its partners work to create a healthier, safer, and more prosperous future for the people of

Haiti.

The GOH Action Plan is organized around four priority “pillars” that focus on economic, social, institutional, and territorial development. The plan also sets geographic priorities, stressing the importance of focusing on the following priority development corridors: Port-au-

Prince, St. Marc, Les Cayes and Cap Haitian. The USG Strategy, with the stated goal of achieving a “stable and economically viable Haiti” is closely aligned with Haitian priorities and mirrors the pillar and corridor approach. The USG concentrates most of its resources on four pillars (infrastructure and energy, food and economic security, health and other basic services, and governance and rule of law) and on three development corridors (Port-au-Prince, St. Marc and Cap Haitian) to maximize the impact of its program and encourage private sector-led sustainable development. The USG has outlined a set of objectives and intermediate results to guide efforts over the life of this five-year strategy. More information can be found in Attachment J.1.

Looking toward the 2018 completion of the USG Strategy, USAID/Haiti is embarking on a concerted effort to analyze results and evaluate the success of the prior strategy so as to develop a new, five year Country Development Cooperation Strategy (CDCS) with targeted development objectives (DOs) and intermediate results (IRs). The CDCS will frame USAID programming in Haiti in line with the new overarching US Embassy Integrated Country

Strategy for Haiti.

http://www.state.gov/documents/organization/156448.pdf.

Action Plan for National Recovery and Development of Haiti:

http://www.haitireconstructionfund.org/sites/haitireconstructionfund.org/files/Haiti%20Action%20Plan.pdf https://www.usaid.gov/evaluation/policy http://www.state.gov/documents/organization/156448.pdf http://www.haitireconstructionfund.org/sites/haitireconstructionfund.org/files/Haiti%20Action%20Plan.pdf

C.3 REQUIREMENT

The Contractor will provide technical and advisory services to design and carry out M&E-related activities on behalf of USAID/Haiti. These will include, but are not limited to, performance baseline surveys, mid-term and final performance evaluations, impact evaluations, sector assessments, and community perception polls in support of USAID/Haiti programs. During the course of undertaking an evaluation or assessment, the Contractor will be expected to engage collaboratively with USAID/Haiti technical and support offices, implementing partners and other stakeholders to collect and aggregate information.

The Contractor will, to the maximum degree possible, consult with Haiti national, provincial, regional and/or local tiers of government, local experts, and non-government stakeholders regarding M&E activities, with the aim of using existing local knowledge about relevant cultural and contextual factors, with a view to developing high quality local M&E capacities and competencies.

The Contractor shall provide direct services and operational support to fulfill all requirements of this contract, taking into account USAID principles and requirements, including those within USAID’s Evaluation Policy and ADS series 200. In addition to sector-specific expertise, the Contractor shall offer services to reflect the most recent and innovative techniques and approaches in M&E, including rigorous impact evaluation methods.

The ESS Contractor shall follow the standard and ethical practices of the American

Association for Public Opinion Research (www.aapor.org/Standards-Ethics.aspx) in developing and conducting survey work. The Contractor shall comply with USAID’s Human

Subject Protection Policy and other survey-relevant policies, as applicable. Safeguarding the rights and welfare of human subjects involved in survey research supported by USAID is the responsibility of the Contractor. USAID has adopted the Common Federal Policy for the

Protection of Human Subjects, Part 225 of Title 22 of the Code of Federal Regulations found at https://www.usaid.gov/who-we-are/agency-policy/series-200.

C.3.1 Range of Technical Skills

The Contractor will provide a broad range of M&E-related skills but importantly these skills must be applicable to specific technical sectors (e.g. agriculture, health, governance, etc.).

Among the necessary evaluation skills required include: collecting baseline and end line data;

conducting community perception surveys; designing evaluations (including quantitative impact evaluation methods, experimental and quasi-experimental design, and qualitative methods); conducting sector assessments and making recommendations based on these assessments and inception reports; conducting data analyses and syntheses; and report writing. While the majority of the evaluation activity will focus on specific sectors and development fields such as agriculture, infrastructure, education, economic growth, democracy and governance, social-safety net programs, health, the environment, and food security, it may also cut across sectoral and technical areas, as well as Haiti’s geographic areas.

http://www.aapor.org/Standards-Ethics.aspx https://www.usaid.gov/who-we-are/agency-policy/series-200

C.3.2 Use by USAID/Haiti of data generated by this contract

● Direct input into decision making: All data and analyses produced under this contract will respond to the needs of USAID Mission staff and focus on answering evaluation questions critical to USAID programming. USAID/Haiti expects that information gathered through this activity will be used by USAID, host country officials, and other key stakeholders to evaluate whether a program or component of a program has effectively achieved its goals and therefore whether or not the program/component should be replicated, discontinued or scaled up.

● Conceptual use of Information: Even when the evaluation of an activity does not result in influencing an immediate decision, USAID/Haiti expects that the evaluation shall be used to inform the conceptual thinking of key stakeholders. All reports and statistical data developed under this contract will become freely available to the public as per ADS 579 USAID’s Policy on Development Data

C.4 END PRODUCTS

C.4.1 Performance Evaluations Performance evaluations focus on descriptive and normative questions describing what a particular project or program has achieved (either at an intermediate point in execution or at the conclusion of an implementation period): how it is being implemented; whether expected results are occurring; how it is perceived and valued by all significant stakeholders, particularly those in Haiti; and other questions that are pertinent to program design, management and operational decision making. Performance evaluations incorporate before-after comparisons, but generally lack a rigorously defined counterfactual.

A Statement of Work (SOW) for each performance evaluation will be submitted to the

Contractor by the ESS COR. Each SOW will be created by USAID/Haiti using a standardized

Evaluation Request template, an example of which can be found in Attachment J.3. Each standardized SOW will include tailored evaluation questions, background documents and other pertinent evaluation activity information. However, each SOW will be guided by the following minimum general evaluation questions that must be addressed:

Performance: Has the implementing partner achieved established output and outcome level targets?

Impact: What are the impacts (direct and indirect, positive and negative and anticipated and unanticipated) of the project on communities, civil society, and local, provincial, as well as federal government?

ADS 579 – USAID’s Policy on Development Data https://www.usaid.gov/sites/default/files/documents/1868/ADS579FactSheet%202015-02-13.pdf https://www.usaid.gov/sites/default/files/documents/1868/ADS579FactSheet%202015-02-13.pdf

Sustainability: What established measures have been taken to ensure the sustainability of results?

Results Management: Are associated development hypothesis and assumptions underlying the results framework valid? Is the performance monitoring plan relevant and valid? What needs revision?

The Contractor shall consider gender issues in this proposal to comply with the requirements of ADS 205.3.6.2. The Contractor shall ensure that evaluation designs, methodologies, data collection and analyses adequately capture the situations and experiences of both males and females. Evaluation findings shall be presented in a gender disaggregated form. Per USAID’s

Gender Equality and Female Empowerment Policy, “gender equality and female empowerment are now universally recognized as core development objectives, and as fundamental for the realization of human rights, and key to effective and sustainable development outcomes.” It is therefore critical that evidence-based learning efforts that aim to improve understanding of what leads to sustainable outcomes and promote improved programming examine questions related to men and women’s access to resources and power, their ability to participate in and lead democratic processes and institutions, and the impact of

USAID programming on reducing gender gaps in the countries where USAID operates.

The Contractor, in coordination with USAID, shall consider, as applicable, whether key evaluation questions examine the extent to which closing gender gaps has improved project outcomes and/or led to reduced gender gaps and increased female empowerment.

Each work product may include a range of possible methods and approaches for collecting and analyzing the information required to answer the evaluation questions. The methodology will include, but will not be limited to: review of reports, work plans, activity and project level

Monitoring and Evaluation plans, the Mission’s Performance Management Plan (PMP), results frameworks, source data and other types of informational materials; team planning meetings; key informant interviews and focus group discussions with other donors, state and national GOH representatives, beneficiaries, project staff, USAID and implementing partner staff, other USG agencies; site visits and observations. Both quantitative and qualitative data will be collected and analyzed.

C.4.1.1. Components of the Performance Evaluations For each performance evaluation, the Contractor shall submit the following Components:

a. Inception Report. An inception report shall be no more than 25 pages and shall be based on a thorough desk study of the determined sector, which could include but is not limited to, related scholarly papers, studies, perception surveys, donor reports, GOH strategy documents, project reports, other USAID/Haiti program descriptions, and quarterly reports. An Inception Report provides a comprehensive “big-picture” overview of activities in a particular sector to gain a greater understanding of the targeted issue in Haiti during a specified period of time.

b. Evaluation Design. In response to the ESS COR-provided specific SOW, which identifies technical parameters including evaluation purpose(s), intended users of evaluation, and key evaluation questions; the Contractor must develop a written evaluation design that includes the proposed methodology, the main features of the data collection instruments, and a data analysis plan. The evaluation design will describe how local partners and stakeholders will be involved, and will lay out the data analysis and dissemination plan (including consideration of key stakeholders and proposed deliverables for effective use and communication of evaluation results). The methodology description shall note both strengths and limitations of the proposed methodology.

c. Evaluation Work Plan. Depending on the scope of the evaluation, a work plan will be created. The work plan will provide:

Evaluation team composition, Level of Effort (LOE), roles and responsibilities and qualifications of each team member

Identification of any subcontractors, their LOE, roles and responsibilities, and qualifications

Implementation schedule

Mechanism for stakeholder review of the Draft Evaluation Report

Logistical information

Deliverables schedule

The time frame in which the individual task order occurs will correlate with the rigor of the evaluation methodology used and the resources necessary/available to carry out the evaluation.

d. An Evaluation In-Brief with the relevant USAID/Haiti team prior to undertaking fieldwork and data collection includes a review of the inception report, the evaluation design, and the work plan to clarify any questions or logistical needs.

e. Evaluation Briefing/Presentation. The evaluation briefing occurs after the data collection, analysis, and synthesis phase, in the form of a presentation of major and/or preliminary findings to USAID/Haiti and/or other stakeholders in an in-country presentation within 20 business days after the conclusion of fieldwork.

f. Draft Evaluation Report. The Contractor must incorporate comments from

USAID/Haiti and other stakeholders following the evaluation briefing and electronically submit a Draft Evaluation Report to the Contracting Officer’s

Representative (COR). The Draft Evaluation Report will include all sections of the

Final Evaluation Report. While the report will not include annexes, it must clearly indicate which annexes will be included with the final evaluation report. The

USAID/Haiti ESS COR will transmit written comments on the Draft Evaluation

Report to the Contractor within 15 business days after receipt.

g. Final Evaluation Report. The Contractor must revise the Draft Evaluation Report as per the COR’s comments and electronically submit the Final Evaluation Report to the COR within 15 subsequent business days. Upon approval of the Final Evaluation

Report by the COR, the Contractor shall submit five hard copies in English with annexes as well as an electronic copy of the Final Evaluation Report, the Executive

Summary of the Final Evaluation Report, and all annexes to the COR within five business days.

An evaluation report must:

1. Identify the evaluation as either an impact or performance evaluation per the definitions in ADS 201.

2. Include an abstract of not more than 250 words briefly describing what was evaluated, evaluation questions, methods, and key findings or conclusions. The abstract should appear on its own page immediately after the evaluation report cover.

3. Include an Executive Summary 2–5 pages in length that summarizes key points

(purpose and background, evaluation questions, methods, findings, and conclusions).

4. State the purpose of, audience for, and anticipated use(s) of the evaluation.

5. Describe the specific strategy, project, activity, or intervention to be evaluated including (if available) award numbers, award dates, funding levels, and implementing partners.

6. Provide brief background information. This should include country and/or sector context; specific problem or opportunity the intervention addresses; and the development hypothesis, theory of change, or simply how the intervention addresses the problem.

7. State the evaluation questions.

8. In an impact evaluation, state evaluations questions about measuring the change in specific outcomes attributable to a specific USAID intervention.

9. Describe the evaluation method(s) for data collection and analysis.

10. Describe limitations of the evaluation methodology.

11. In an impact evaluation, use specific experimental or quasi-experimental methods to answer impact evaluation questions.

12. Include evaluation findings and conclusions.

13. If recommendations are included, separate them from findings and conclusions.

14. Address all evaluation questions in the Statement of Work (SOW) or document approval by USAID for not addressing an evaluation question.

15. Include the following annexes:

Evaluation SOW. If the SOW was revised over the course of the evaluation, the evaluation report should include the updated SOW as an Annex rather than the original SOW. The Contracting Officer’s Representative of the evaluation must agree upon, in writing, all modifications to the SOW, whether in technical requirements, evaluation questions, evaluation team composition, methodology, or timeline.

A description of evaluation methods (if not described in full in the main body of the evaluation report).

All data collection and analysis tools used, such as questionnaires, checklists, survey instruments, and discussion guides.

All sources of information—properly identified and listed.

Any “statements of difference” regarding significant unresolved differences of opinion by funders, implementers, and/or members of the evaluation team.

Signed disclosures of conflicts of interest from evaluation team members.

Summary information about evaluation team members, including qualifications, experience, and role on the team.

h. Datasets. Supporting documentation such as code books, data dictionaries, scope, and methodology used to collect and analyze the data is to be provided to

USAID/Haiti and submitted to the USAID Development Data Library.

C.4.2 Impact Evaluations

Impact evaluations measure the change in a development outcome that is attributable to a defined intervention or a set of interventions; impact evaluations are based on models of cause and effect and require a credible and rigorously defined counterfactual to control for factors other than the intervention that might account for the observed change. Impact evaluations in which comparisons are made between beneficiaries that are randomly assigned to either a

“treatment” or a “control” group provides the strongest evidence of a relationship between the intervention under study and the outcome measured. This end product will include collection of the baseline data that will include variables that correspond to key outcomes, developing baseline data collection scenarios (use of data from established baselines, conducting baseline surveys, reconstructing data, or using other techniques as appropriate), and providing written advice on setting up precise and measurable indicators of the intended changes. Impact evaluations will possibly have to construct a counterfactual case of what would have occurred in the absence of USAID intervention.

C.4.2.1 Components of the Impact Evaluations The Components for end product 2, Impact Evaluations, are similar to those listed above in end product 1, Performance Evaluations. They include an inception report, evaluation design, evaluation work plan, an evaluation in-brief, an evaluation briefing/presentation, a draft evaluation report, a final evaluation report, and the datasets (see section C.4.1.1 for a description of each component).

C.4.3 USAID/Haiti Mission Wide Final Survey

The general purpose of this Mission-wide survey is to assess progress made towards the improvement of infrastructure and energy, the increase in food and economic security, the improvement of the health status and the establishment of a more responsive governance and rule of law in USAID/Haiti implementation areas, namely USG corridors, during the 2011 to

2018 timeframe. Specifically, the Post-Earthquake Strategy Final Evaluation will help answer the following questions: 1) Did the corridor-focused strategy succeed in catalyzing a more stable and economically viable Haiti? 2) Did the USG’s choice of infrastructure investments enable economic growth in Haiti? 3) Has the energy choice proved sustainable (e.g.

encouraged enough private sector participation)? 4) Did the watershed management approach contribute to agricultural production results and raise targeted incomes? 5) Are SMEs creating new jobs? 6) Did investing in the supply of health services yield better health system utilization? 7) Do the USG’s investments in education improve the learning environment in

Haiti? 8) Do Haitians have greater voice in the political process? 9) Will improvements in governance withstand changes in administration? This activity is the final step of a baseline that was conducted in 2012 and a Mid-Term Assessment conducted in 2016. Specifics will be requested through the Evaluation Activity Request Document (Attachment J.3)

D.4.3.1. Components of the USAID/Haiti Post-Earthquake Strategy Final

Evaluation: The Components for end product 3, the USAID/Haiti Post Earthquake

Strategy Final Evaluation, are similar to those listed above in end product 1, Performance Evaluations. They include an inception report, evaluation design, evaluation work plan, an evaluation in-brief, an evaluation briefing/presentation, a draft evaluation report, a final evaluation report, and the datasets (see section C.4.1.1 for a description of each component).

C.4 .4 Baseline Surveys The Contractor is expected to conduct baseline surveys during the period of performance of this contract. A baseline survey is used to establish baseline values for performance indicators

(output and outcome) for a particular project or sector that will be tracked by USAID/Haiti, thereby laying the groundwork to assess a program’s results over its planned years of implementation.

C.4.4.1 Components of the Baseline Surveys For each baseline survey, the Contractor shall submit the following components:

a. Survey Methodology. In response to the COR’s written notification of a survey task, within twenty business days, the Contractor shall prepare and submit the survey methodology to the COR for approval. As appropriate for the specific survey task, this will include clearly stated goals and objectives for the survey and the survey’s geographic focus and citizen subject pool. The Contractor shall design a sampling methodology that will meet the recommendations for statistical sampling of quantitative surveys that intend to represent specific population segments. The sample must include individuals/communities where USAID has focused programs as well as comparison communities so that trends can be measured. Survey methodologies may be revised, as needed, with the written concurrence of the COR.

b. Survey Work Plan. Within twenty (20) business days from the COR’s written notification of a survey task, the Contractor shall submit an individual work plan for each survey task to be conducted. The survey work plan must be approved in writing by the COR prior to commencement of any task and/or international travel. The work plan must provide:

Evaluation team composition, LOE, roles and responsibilities and qualifications of each team member

Identification of any subcontractors, their LOE, roles and responsibilities, and qualifications

Implementation schedule

Logistic information

Budget for the survey

c. Questionnaires. USAID/Haiti will provide the Contractor with the key issues/geographic areas that are to be the focus of the survey. The Contractor shall then develop survey questions in close cooperation with the COR and, once approved by the COR, shall test the operational efficacy of the questions with focus groups from the target regions. The Contractor shall then submit recommendations or any changes to the final questionnaire to the COR for written approval before undertaking any survey.

Questionnaires will be in the most appropriate language for the task at hand as determined by the Contractor in coordination with the COR. It is expected that most surveys will be conducted in Haitian Creole or French, with an English translation also provided to the COR. The survey questions will be explicit and unambiguously worded. The Contractor shall also develop code books and instructions for interviewers, experts and/or consultants and submit these to the COR for approval prior to undertaking any survey.

d. Pre-survey focus groups. The Contractor must conduct focus groups (8-10 participants each) to field test the survey questionnaire during the contract period of performance. The focus groups will be conducted during questionnaire development period before the survey is fielded so that necessary changes to the questionnaire or procedures can be made. The Contractor shall provide and justify focus groups’ sampling, relevant schedules, as well as ways to motivate focus groups’ participants to sit for the pilot test. The Contractor must ensure that at least one focus group for the field test consists of USAID-program beneficiaries. USAID/Haiti will provide the necessary information on program target communities and beneficiaries after the contract is awarded.

Focus groups will be conducted with the goal of gathering information to see how people understand topic areas and interpret questions (in particular, how framing a topic or question in different ways may affect responses), or whether the questions are politically and culturally adequate. The moderator will monitor respondents in the focus groups as they complete the questionnaire to understand if there are problems with particular questions or the order the questions are asked. In addition, the moderator will get feedback from respondents about the questions and an estimate of how much time it will take people to respond to the questionnaire. After the focus groups are conducted, the survey team will analyze the results and inform the COR about any changes to the questionnaire based on the pilot questionnaire analysis.

e. Baseline Report and Dissemination Plan. The Contractor shall submit a 2-3 page baseline report of the results within fifteen (15) business days after a survey is completed, noting the major findings for broad dissemination. The Contractor shall provide a dissemination plan as an addition to a topline report. It will describe how, through what means, and when it plans to make the results publicly available.

f. Survey Briefings. The Contractor must present preliminary and final findings to

USAID/Haiti and/or other stakeholders in-country. The specific briefings for each survey or index task will be described in the survey or index methodology.

g. Draft Survey Reports. The Contractor must incorporate comments from

USAID/Haiti and other stakeholders following the survey briefing and submit a draft survey report to the COR. The draft survey report shall be submitted English and shall not exceed 20 pages, exclusive of annexes. The draft survey report will include all sections of the final survey report, including but not limited to:

● Executive summary highlighting main findings

● Survey methodology and description of field work

● Survey data analysis

● Conclusions and/or recommendations

● Annexes (including questionnaires, data sheets, survey forms, etc)

The Contractor must disaggregate report data by sex. The Contractor shall work with

USAID/Haiti on determining cross-tabulation for responses to particular questions.

The draft survey report does not need to include annexes, although it shall clearly indicate what these annexes will be. The COR will transmit written comments on the draft survey or index report to the Contractor within 15 working days after receiving the draft survey or index report.

h. Final Report. The Contractor must submit five copies and an electronic copy of a final survey or index report, with all annexes, in English, to the COR within 15 working days after receiving written comments on the draft survey report from the

COR.

i. Survey Datasets. The Contractor shall submit raw data in the appropriate format

(Stata, SPSS, etc.) to USAID/Haiti within 45 calendar days of the completion of data collection. USAID/Haiti will retain ownership of the survey and all datasets developed. Please refer to USAID’s Open Data Policy for further guidance.

https://blog.usaid.gov/2014/10/announcing-usaids-open-data-policy/

C.4.5 Other Learning End Products The Contractor will conduct other program design and learning end products, which may include, but are not limited to, assessments or public perception polls targeted at a specific subject and to inform the design of a new program or help provide insight into a new or existing sector.

C.4.5.1 Components of the Other Learning End Products Required components would include the Assessment/Poll Work Plan, the

Assessment/Poll Briefing, the Draft Assessment/Poll Report, and the Final

Assessment/Poll Report.

C.5 FORMAT OF END PRODUCT COMPONENTS

(1) Briefings. If specified in an individual evaluation activity, the Contractor shall provide a written and/or oral briefing to the relevant USAID Mission(s) and/or cooperating country officials on the principal activities, accomplishments, and findings during the assignment prior to departure from post.

(2) Activity components submitted in electronic formats shall be submitted in accordance with the following requirements:

a. Operating system and application format, compatible with USAID systems;

b. All reports must be submitted in electronic copy to the USAID/Haiti COR.

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

d. All reports and deliverables shall follow USAID branding and marking requirements.

e. All written documents will be provided in English in Microsoft Word. Reports must be submitted in Times New Roman 12-point font unless otherwise agreed or directed by the COR.

C.5.1 Evaluation Report Format

The cover page of all evaluation reports prepared by the contractor, pursuant to AIDAR

752.242.70, shall include a descriptive title, the author's name(s), the activity name, the activity number, the contract and task order number, the contractor's name, the name of the

USAID activity office and the COR, and the publication or issuance date of the report.

USAID’s Evaluation Policy and ADS 201 provide guidance on evaluation report structure and content, and steps in the process of creating a report. The report must present a well-researched, thoughtful and organized effort to objectively evaluate a USAID activity, project or program. Findings, conclusions and recommendations must be based in evidence derived from the best methods available given the evaluation questions and resources available. The evaluation methods, limitations, and information sources must be documented, including by providing data collection tools and the original evaluation statement of work as annexes to the main report. More information can be found on USAID’s How-To Prepare an Evaluation http://usaidlearninglab.org/sites/default/files/resource/files/How-to%20Note%20Preparing%20Evaluation%20Reports%20in%20Publisher%20Number%201%20Version%201%20December%209,%202012.pdf

Report and USAID Evaluation Report Requirements A Mandatory Reference for ADS

Chapter 201. More information can be found on USAID Evaluation Report Template.

C.5.2 Meeting Format The Contractor shall be expected to meet with the COR or his/her designee to review the status of the services on a monthly basis (via conference call or in person). Other relevant individuals from USAID/Haiti, USAID/Washington, implementing partners, and/or key stakeholders may also be invited to the meeting as deemed appropriate by the COR. The COR will also coordinate with the Contractor to ensure participation of USAID staff and other stakeholders on evaluations and other M&E assignments where relevant and appropriate.

C.5.3 Data Maintenance and Confidentiality Format

The Contractor must comply with the internationally recognized standard and ethical practices in developing and conducting research. In particular, the Contractor must do no harm and protect the privacy and confidentiality of the respondents/participants to any research and

M&E activities. All data collected (e.g. from assessment, survey, evaluation, etc.) must be submitted to the COR upon completion of each study or evaluation as appropriate. The

Contractor shall keep all data through the life of Contract.

C.6 POST AWARD PROCEDURES TO REQUEST SPECIFIC EVALUATIONS

USAID/Haiti will provide the Contractor with an Evaluation Activity Request for each activity, which will include pertinent information, Statement of Work (SOW), evaluation questions if relevant, and other instructions. See Attachment J.2 for the illustrative list of evaluation activities anticipated for the first two years of the contract. See Attachment J.3 for an Illustrative Evaluation Activity Request Template.

The Contractor shall have a period of five (5) business days to review each specific SOW and provide comments or raise questions to the COR. The COR will respond within five (5) business days to the Contractor to resolve any raised issues. The Contractor shall submit its detailed budget with narrative and including all other support costs expected for the survey or evaluation within ten (10) business days. USAID shall review the proposed budget(s) for reasonableness and fund the contract after agreement has been reached on the budget. The

Contractor shall not proceed until funds have been obligated against the contract to cover the particular survey- or evaluation-related task requested or until given pre-obligation authorization to proceed from the Contracting Officer.

The Contractor shall submit the Evaluation Design for written COR approval within twenty

(20) business days from the date of the COR’s written notification of an evaluation task.

The evaluation work plan must be submitted within ten to twenty business days from the written notification of an evaluation task issued by the COR. The evaluation work plan must be approved in writing by the COR prior to commencement of the evaluation task http://usaidlearninglab.org/sites/default/files/resource/files/How-to%20Note%20Preparing%20Evaluation%20Reports%20in%20Publisher%20Number%201%20Version%201%20December%209,%202012.pdf http://usaidlearninglab.org/library/evaluation-report-template

C.7 KEY PERSONNEL REQUIREMENTS

USAID has identified the Chief of Party (COP), Deputy Chief of Party (DCOP) and Senior

Evaluation Specialist as Key Personnel who are essential to the work being performed through this ESS contract. All staff may be headquartered in Port-au-Prince; however, Key Personnel and staff must be available to travel throughout Haiti to attend to contract implementation tasks.

C.7.1 Chief of Party (COP)

This individual will be an international expert who will be the primary project coordinator and contact with USAID/Haiti.

Position Description: The COP will be responsible for providing the vision and overall leadership to the team; managing the Contractor’s technical assistance, training, and overall support; preparing and submitting reports requested by USAID; and coordinating USAID assistance with key counterparts.

The COP shall have principal responsibility for overall project management and technical operations to ensure that the project tasks are completed and the objectives of the project are successfully met. The COP will lead the Contractor’s team and serve as the primary point of contact with USAID with regard to day-to-day activity implementation and management matters relating to the contract. The COP will have overall responsibility for assuring that all assistance provided under the contract, whether by international or local experts/personnel, is technically sound and appropriate for the needs to be addressed; and for adequately managing and supervising the work of all experts/personnel provided under the contract.

Minimum Qualifications:

Education: A Master’s Degree in social sciences, evaluation sciences, business management or other related discipline.

Work Experience: At least ten years of experience in conducting evaluations and/or assessments, of similar size and scope in developing countries. At least ten years of progressively responsible management experience, with at least five leading project management teams. Strong communication, writing and interpersonal skills. Excellent team management and interpersonal skills.

Language Proficiency: Exceptional proficiency in written and spoken English is required, as is a demonstrated ability to exercise overall quality control, meeting high technical and editorial standards in written products. French Level III (General Professional Proficiency) and English Level IV (Advanced Professional Proficiency).

C.7.2. Deputy Chief of Party…