Revised_SOL-530-17-000001.pdf

RFP No. SOL-530-17-000001

Best Management Practices

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. PURPOSE

The purpose of this contract is to provide services described in the Performance Work Statement

(PWS) specified in Section C to implement the “Promotion of Best Social and Environmental

Management Practices in the Amazon Region” Activity (henceforth ‘the Activity’).

B.2. CONTRACT TYPE AND SERVICES

This is a FAR 16.102(b) combination award consisting of a Cost Plus Fixed Fee (CPFF)

Completion type contract (CLIN 0001); and a single-award Indefinite Delivery/Indefinite

Quantity (IDIQ) CPFF Completion type contract (CLIN 0002) for the purpose expanding the technical assistance in the Amazon region.

Under CLIN 0001, (not-to-exceed $18,800,000 CPFF), the Contractor shall furnish all personnel, materials, equipment, supplies, facilities, services (except expressly set forth in this contract as furnished by the U.S. Government (USG)) and perform all activities necessary for, or incidental to, the performance of work described in Section C and other sections of the contract not specifically identified under CLIN 0002.

Under CLIN 0002, (not-to-exceed $4,700,000 CPFF), the contractor must furnish additional country-specific activities that are consistent with the objectives and results outlined in the

Statement of Objectives but will be implemented at a bilateral level. These services will be ordered in accordance with Section F.8 entitled, “IDIQ SUPPLEMENTAL ORDERING

PROCEDURES” and the applicable IDIQ clauses in Section I.

Combined, CLIN 0001 is a not-to-exceed $18,800,000 (CPFF) and CLIN 0002 is a not-to-exceed

$4,700,000 (CPFF) for a total not-to-exceed (CPFF) of $23,500,000.

For the consideration set forth below, the Contractor must achieve the performance objectives and deliverables or outputs described in Sections C and F, and otherwise comply with all contract requirements.

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

The Total Estimated Cost (TEC) for CLIN 0001 and CLIN 0002 is [TBD].

(a) Estimated Cost and Fixed Fee for CLIN 0001

The Total Estimated Cost for this CLIN is [TBD], exclusive of fixed fee, if any. The fixed fee, if any is [TBD]. The estimated cost plus fixed fee, if any is [TBD].

(b) Estimated Cost and Fixed Fee for CLIN 0002

The total estimated cost of this CLIN is [TBD], exclusive of the associated maximum fee of

[TBD]. The total estimated ceiling cost and maximum fee is [TBD].

(c) Payment of Fixed Fee

CLIN 0001 and CLIN 0002: Payment of fixed fee will be made upon receipt of a proper invoice and must directly correspond to the percentage of work being developed. In accordance with

FAR 52-216-8, Fixed Fee, the CO will withhold 15% of the total fee or $100,000, whichever is less until the required award conditions under the reference clause have been met.

(d) Amount Obligated

CLIN 001: Within the estimated cost plus fixed fee (if any) specified in paragraph a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the

Contractor (and payment of fee, if any) for performance hereunder is [TBD]. The Contractor must not exceed the aforesaid obligated amount nor will the United States Government (USG) be responsible for costs incurred should the Contractor do so.

Funds obligated hereunder are anticipated to be sufficient through [TBD].

CLIN 002: Within the estimated cost plus fixed fee (if any) specified in paragraph a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the

Contractor (and payment of fee, if any) for performance hereunder is [TBD]. The Contractor must not exceed the aforesaid obligated amount nor will the United States Government (USG) be responsible for costs incurred should the Contractor do so.

Funds obligated hereunder are anticipated to be sufficient through [TBD].

B.4. CONTRACT BUDGET AND CEILINGS

CLIN 0001

Estimated Cost $TBD

Fixed Fee $TBD

Total Estimated Cost Plus Fixed Fee $TBD

CLIN 0002

Estimated Costs $TBD

Fixed Fee $TBD

Total Estimated Cost Plus Fixed Fee $TBD

Total Estimated Cost plus Fixed Fee CLIN 0001 and CLIN 0002: $TBD

B.5. INDIRECT COST

The contract clause entitled “Allowable Cost and Payment (JUN 2013)”, FAR Subpart 52.216-7, specifies that the indirect cost rates must be established for each of the Contractor’s accounting periods which apply to this contract. Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

[TBD] [TBD] 1/ 1/ 1/

[TBD] [TBD] 2/ 2/ 2/

[TBD] [TBD] 3/ 3/ 3/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

3/ Base of Application:

Type of Rate:

Period:

B.6. MINIMUM/MAXIMUM ORDERING AMOUNT (CLIN 0002)

The minimum ordering amount for task orders issued under this award is $5,000. The maximum order amount of any single task order issued under this award may not exceed the total CPFF value of CLIN 0002.

B.7. COST REIMBURSABLE

Allowable costs shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment.

B.8. MULTI-YEAR CONTRACT

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 $0.00.

[END OF SECTION B]

SECTION C – PERFORMANCE WORK STATEMENT

C.1. TITLE OF ACTIVITY

Promotion of Best Social and Environmental Management Practices in the Amazon Region

Activity (hereafter also referred to as the “Activity”).

[The successful Offeror’s proposed Performance Work Statement (PWS) in response to the

Statement of Objectives included in Attachment 1 will become Section C in the resultant contract followed by the sections below. Instructions are found in Section L.]

C.2. OTHER CONTRACT REQUIREMENTS

[In addition to the successful Offeror’s PWS, the following requirements will be incorporated into the Contract’s Section C.]

C.2.1. Cost Effective Approach and Use of Resources for Local Investment

The Contract requires an approach where investments in the activities technical team and sub partners, as well as the overhead to support implementation, are strategically balanced to preserve a significant portion of the budget for direct investments at the local level. This should be reflected as appropriate in the budgets of sub-contracts. The use of sub-contracts is viewed as equally valid and should be selected respectively based on an assessment of which mechanism will best achieve the program’s objectives. Sub-contracts do not represent ‘local investment’ of themselves, but rather only to the degree that their budgets reserve resources for direct local investment. An ability to demonstrate the overall return on the activities investment in terms of their cost-effectiveness, scale and sustainability of impact is viewed as critical to the technical approach.

C.2.2. Mobilizing Non-USAID resources

The Activity must seek opportunities to mobilize non-USAID resources in support of the

Activity’s objectives and to enhance the impact of the Activity results. There is no required target level of resources to be leveraged but a strong commitment to a leveraging based approach must be a key consideration during implementation of the Activity. Any such mobilization during implementation must be tracked and reported based on an established, clear methodology.

C.2.3. Compliance with Environmental Earmark(s)

Funds for this Contract may be under the Biodiversity Earmark. All Contract implementation will adhere to earmark language provided for each fiscal year.

Biodiversity activities must strive to be in line with the latest USAID Biodiversity Policy and Code (https://www.usaid.gov/biodiversity/policy) for programming under this earmark.

https://www.usaid.gov/biodiversity/policy

C.2.4. Coordination with U.S. Embassies-USAID Offices, Governments and Donors

USAID will take the lead in coordinating the Activity with U.S. Embassies, governments and other Donors/Embassies in the countries of implementation. The Contractor must work through USAID to ensure the Activity is well coordinated with these critical stakeholders.

Similarly, the contractor must plan and carry out activities with a clear understanding of the scope and impacts of other donor or lender efforts in the environmental sector so as to avoid duplication or inconsistencies in efforts, leverage maximum impact, and identify opportunities for joint implementation, collaboration, and learning. Contractor must be prepared to coordinate with the government agencies and implementing partners across the Amazon region.

C.2.5. Coordination with other USAID activities in the Amazon Region

Due to the nature of this Activity, USAID foresees it mutually complements with other activities in the USAID portfolios throughout the Amazon region. The Contractor will coordinate closely with other USAID Amazon-based activities that have direct or indirect involvement in this thematic area. There are different activities that can be carried to achieve coordination. USAID does not intend to prescribe or limit the types of activities that can occur as it depends on the thematic area, geographic scope, phase of the Activity, etc. Rather, this language is included so that coordination is taken into consideration as part of programming and implementation. However, the following areas of specific collaboration have been identified:

USAID Amazon Vision

The Amazon Regional Environmental Project (AREP) purpose is to reduce the negative impacts on Amazon forests and water resources from large scale infrastructure projects, extractive activities, and climate change. AREP will collect information and data that support learning and adaptive management among all USAID operating units in the

Amazon region along with contributing to the cumulative achievement of USAID’s

Amazon Vision. USAID staff and implementing partner(s) under AREP will play a key role in working with all USAID environment activities across the Amazon region to ensure that Theory of Change (TOC) and monitoring frameworks are aligned to the

Amazon Vision, information generated contributes to learning, and that USAID activities are adaptively managed.

The Contractor, along with all USAID partners implementing environment activities in the Amazon region, will also be required to contribute to reporting on the progress towards USAID’s Amazon Vision.

The contractor, along with all USAID partners implementing environment activities in the Amazon region, shall share information such as mechanism-level results chains/TOC, outcome statements, baseline data, collected indicator data, geographic activity data, and other relevant information with AREP or its designated implementing partner(s). Where relevant, this Activity shall include a means for accessing spatially explicit data which not only shows information on location of activities but that also facilitates spatial analysis of activity data, and related variables, (such as threats, population data, etc.).

Contractor shall allocate resources accordingly.

Regional Indigenous Activities

The contractor shall work closely with AREP-supported activities focused on the

Amazon Regional Environment Strategic Framework’s strategic approach 2, “Improved

Representation of Indigenous Peoples in Governance of Amazon Forests and Waters.” If requested by USAID, this Activity’s implementing partner(s) shall support activity complementarity and mutual achievement of AREP’s project purpose by sharing information and proactively coordinating as described above with AREP or its designated implementing partner(s) managing any Amazon-focused indigenous activity. Contractor shall allocate resources accordingly to allow for regular coordination activities throughout each year of implementation.

Communications

Communications related to achievement of the activity objectives and results will be designed and implemented as part of this BMP activity and Contractor shall allocate resources accordingly. If requested by USAID, this Activity’s implementing partner(s) shall share information and proactively coordinate with USAID or its designated implementing partner(s) managing an Amazon-focused communications activity.

C.2.6. Security Strategy

Security remains a key concern for USAID partners operating in conflict-affected regions in different parts of the Amazon Region. Therefore, it is required for the Contractor to develop a security strategy which carves in flexibility in order to be able to respond efficiently. The security strategy must have a “Security for Development” approach with a security risk mitigation plan and information systems to support the Contract’s implementation. Prior to commencing work in areas of concern, the Contractor must ensure that it has adequate procedures in place to advise its employees of situations or changed conditions that could adversely affect their security.

C.2.7. IDIQ Additional Country-Specific Activities (CLIN 0002)

In addition to the activities described in C.1 and in accordance with Section B.2, the

Contractor must furnish additional activities that are consistent with the purpose and objectives of the Contract. Any Request for Task Order Proposals (RFTOP) will be requested by the CO in accordance with the procedures described in Section F.8.

[END OF SECTION C]

SECTION D– PACKAGING AND MARKING

D.1. AIDAR 752.7009 MARKING (JAN 1993)

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

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

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

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

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

Administrators, and with Mission Directors.

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

D.2. BRANDING POLICY AND STRATEGY

The cover page of all report deliverables required in Section F must include the USAID Identity

(or the name of the Agency written out) prominently displayed, the Contract number (see the cover page of this Contract), Contractor name, name of the responsible USAID office, the publication or issuance date of the document, document title, author name(s), Activity number, and Activity title, “USAID Promotion of Best Social and Environmental Management Practices in the Amazon Region Activity”. Descriptive information is required whether Contractor-furnished products are submitted in paper or electronic form. All materials shall include the name, organization, address, and telephone/fax/internet number of the person submitted the materials.

The Contractor must comply with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding or any successor branding policy. The Contractor must follow the approved Branding Implementation and Marking Plan submitted on [date TBD] and incorporated into this Contract as Attachment [TBD].

ATTACHMENT 4 contains the Branding Strategy developed for this Activity; and

ATTACHMENT 5 includes the Branding Implementation Plan and Marking Plan template.

[END OF SECTION D]

http://www.usaid.gov/branding

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. See https://www.acquisition.gov/browsefar for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-5 INSPECTION OF SERVICES-COST REIMBURSEMENT APR 1984

E.2. INSPECTION AND ACCEPTANCE

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

E.3. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The progress, success and impact of the Contractor’s performance under this contract will be monitored and evaluated as a part of the overall contract results. The QASP is a management tool with the intent of encouraging maximum performance, efficiencies, and cost effectiveness by the Contractor and can be modified at any time by the Government. The QASP will be used as a Government document to enforce the inspection and acceptance clauses of the contract. The

QASP proposed by the winning offeror will be incorporated in this section after award. The

QASP may require revision after selection for award to reflect the Contractor’s known strengths and weaknesses. This is intended to be a “living” document that will be reviewed and updated on an annual basis. It is based on the premise that the Contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract. The

Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate. The COR will ensure that the QASP is implemented and updated. A variety of mechanisms may be used to monitor the progress/success of the activity and the Contractor’s performance such as, but not limited to:

a) Meetings during implementation (including monthly progress review meetings)

b) Review of Contractor’s scheduled reports (see Section F)

c) Feedback from stakeholders and site visits by USAID personnel

d) Quarterly reviews of work plan with performance milestones

e) Periodic impact evaluations

[END OF SECTION E]

https://www.acquisition.gov/browsefar

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.

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

a. The period of performance for the contract is five years from [TBD] to [TBD].

b. The period of performance for CLIN 0001 is five years from [TBD] to [TBD].

c. The ordering period for TOs (CLIN 002) is from [TBD] to [TBD].

d. TOs (CLIN 2) may be issued at any time during the ordering period and must end by [TBD].

Although TOs may be issued during the ordering period provided in paragraph c. above, the maximum period of performance will be no more than five years and not exceed the end date provided in paragraph d. above. For example, TOs issued in year 1 may have a five year performance period whereas the TOs issued in years 2, 3, 4 and 5 may have less than five year period given the end date provided in paragraph d. above.

F.3. PLACE OF PERFORMANCE

The place of performance under this contract will be the Amazon Region

F.4. PERFORMANCE STANDARDS

Evaluation of the Contractor's overall performance will be conducted on an annual basis jointly by the COR and the CO, and will form the basis of the Contractor's permanent performance record with regard to this contract. The following general performance standards will form the basis of the evaluation for the Contractor Performance Assessment Report (CPAR):

F.4.1 Quality of Product and Service

F.4.2 Schedule

For the purpose of this document, the Amazon region, also denoted by the terms ‘the Amazon’ and ‘Amazonia’, is defined as the biogeographical region surrounding the Amazon river and covering 7.8 million km2 (This definition can be found in Amazon

Region Under Pressure, 2012 RAISG; http://raisg.socioambiental.org). The Amazon region is shared by Bolivia, Brazil, Colombia, Ecuador, French Guiana, Guyana, Peru, Suriname, and Venezuela.

http://acquisition.gov/far/index.html http://raisg.socioambiental.org/

F.4.3. Cost Control

F.4.4. Management

F.4.5 Regulatory Compliance

The COR and CO will also evaluate on an annual basis the contractor’s adherence to the performance standards included in the Quality Assurance Surveillance Plan (QASP) included in

Section E.3.

F.5. KEY AND NON-KEY PERSONNEL

(a) The key personnel that the Contractor must furnish for the performance of this contract are as follows:

Position Title: [TBD]

Position Title: [TBD]

(b) Key personnel are considered essential to the work being performed under this contract.

The Contractor must remain responsible for providing key personnel for full-time performance for the term of this contract unless otherwise agreed to by the CO.

(c) Failure to provide key personnel may be considered nonperformance unless such failure is beyond the control, and through no fault or negligence, of the Contractor.

(d) The Contractor must immediately notify the CO and the COR of any key personnel’s departure and the reasons therefore.

(e) The Contractor must take steps to immediately rectify this situation and will propose a substitute candidate for each vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program. Substitute candidates must meet the minimum qualifications as defined below.

(f) The Contractor must not replace any of the key personnel without the prior written consent of the COR and prior written approval CO.

(g) USAID reserves the right to adjust the level of key personnel during the performance of this contract.

(h) The initial starting salaries for all key personnel positions, unless previously approved and budgeted for in the Contract, must be approved in advance and in writing by the

Contracting Officer.

(i) The requirements listed below are the basic minimum requirements for any proposed Key

Personnel:

● Education: Graduate level education in areas of knowledge related to the responsibilities under the Activity is required.

● 5 years of experience in the specific topics to be managed during the development of the Activity;

● Experience and knowledge of the Amazon region and/or the geographic areas of work is preferable;

● Language abilities (English, Portuguese, and/or Spanish as defined by the Offerors in response to its unique implementation approach) sufficient to ensure effective communication with USAID and other USG entities.

(j) The following are the additional qualifications and responsibilities for the above named key personnel:

[Position Title TBD]

[TBD]

[Position Title TBD]

[TBD]

[Position Title TBD]

[TBD]

[Position Title TBD]

[TBD]

[Position Title TBD]

F.6. REPORTS AND OTHER DELIVERABLES

In addition to the requirements set forth for submission of reports in this section, and in accordance with AIDAR 752.242-70, Periodic Progress Reports, the selected Contractor(s) must submit reports, deliverables or outputs as further described below to the Contracting Officer’s

Representative (COR). All reports and other outputs must be in the English language, unless otherwise specified by the COR. See also AIDAR 752.211-70, Language and Measurement

(June 1992), which is incorporated by reference into this contract.

All Activity outputs and deliverables will be submitted to the COR in an electronic format. Work

Plans and Reports will align with the U.S. Fiscal Year. Hard copies may be requested on a case-by-case basis as deemed appropriate by the COR.

Additionally, this activity’s Contractor will be responsible for the primary data collection under this activity. This activity’s Contractor shall contribute to reporting on the progress towards

USAID’s Amazon Vision. This activity’s Contractor shall share information such as mechanism-level results chains/TOC, outcome statements, baseline data, collected indicator data, geographic project data, and other relevant information with AREP or its designated implementing partner(s). Where relevant, this activity should include a means for accessing spatially explicit data which not only shows information on location of activities but that also facilitates spatial analysis of activity data, and related variables, (such as threats, population data, etc.). All data generated under this contract will be reported in accordance with USAID’s Open Data policies as described in Section H under “submission of Datasets to the Development data Library (DDL)”.

F.6.1. Rapid Mobilization Plan (RMP)

The RMP must include a plan for a rapid start-up of activities covering the first 90 days of the contract. The RMP must describe the Contractor’s plan to ensure timely establishment of its office(s). It must also address benchmark technical, management, and logistical (vehicle, office space, etc.) requirements that include: planning and schedule for the prompt mobilization of the

Contract key personnel. Any potential expatriate personnel will not travel to any Amazon country (Brazil, Bolivia, Colombia, Ecuador, Guyana, Peru, Suriname, or Venezuela) until notified to do so by the Contracting Officer.

Due date: 25 calendar days after contract award.

F.6.2. Annual Work Plan (AWP)

The AWP details how the Contractor will use the work plan year effectively to achieve the award’s objectives. The AWP serves as a detailed guide to program implementation and, once approved, represents an agreement as to the nature and timing of discrete tasks and interventions.

Discrete tasks include training events, workshops and seminars, learning events, outreach events, and information dissemination activities such as publications and reports. It is essential that the

AWP be concise so as to ensure that it will be a simple reference tool for the implementer to track progress against the approved implementation schedule, and for USAID to monitor and evaluate performance through the work plan year and to ensure that award objectives are accomplished on time, on budget, and in accordance with expectations. Each AWP will form the basis for an annual management review conducted by USAID and program staff to assess program directions, priorities, achievements, and prior year implementation results, as well as management and implementation impediments, and to make recommendations for revisions.

AWPs will identify a logical sequence of steps to be undertaken to implement each program component and must include an associated timetable. The Contractor may not include interventions in the AWP that fall outside the parameters of the Performance Work Statement

(PWS). The AWP, at a minimum must include:

● Proposed interventions, accomplishments and progress towards achieving results for the given year;

● Corresponding schedule depicted on a Gantt chart and level of effort required to complete the interventions;

● Description and estimate of amounts of short-term technical assistance, training, and other support resources that would be required to provide the assistance proposed;

● Detailed budget for implementation including illustrative budget breakdown per proposed intervention;

● The anticipated outputs and outcomes from each intervention conducted;

● Private Sector Landscape Analysis that includes Value Proposition Plans specific to each company and/or sector in each market;

● A Social Inclusion strategy addressing how gender and vulnerable populations will be integrated into the design and implementation of strategies that encourage and include women, youth, and vulnerable groups (indigenous persons, Afro- Amazonians, persons with disabilities and the LGBTI community). At a minimum the strategy must identify and address major existing inequalities and a plan to guard exacerbating against these.

● The identification of any assumptions used in preparing the work plan, as well as suggested alternatives if necessary and the methods to assess whether the assumptions hold true;

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

● Any specific award terms or conditions that interfere with maximizing the developmental impact of the award; and

● The strategies and approaches the activity will adopt in coordinating and collaborating with other USAID activities/projects, private sector, indigenous communities, relevant

Amazon country governments and other line agencies, local governments and other relevant stakeholders implementing projects in the same geographic locations; and

● Updated QASP.

The first AWP will cover the period from the Contract effective date through the end of the next

U.S. Fiscal Year (i.e., through September 30, 2018). Subsequent AWPs will cover the Activity from October 1 through September 30. If acceptable, the COR will provide a written approval of the final AWP to the Contractor. Failure to have an approved AWP in place may be viewed as a failure to comply with essential terms and conditions of the contract. Significant deviations to the approved AWP will require the additional prior written approval of the COR. The AWP must not exceed 20 pages.

Due date: Initial Work plan - 60 calendar days after contract award.

Subsequent AWP – 45 calendar days before the end of each U.S. Fiscal Year.

F.6.3. Activity Monitoring, Evaluation, and Learning Plan (MEL)

The contractor is required to develop and maintain a MEL Plan tailored to the objectives of this

Activity. The Activity MEL Plan reflects the award progress over the life of the Activity and is a critical tool for planning, managing, documenting, and evaluating performance.

Key components of Activity MEL Plan:

● Theory of Change (TOC) - In accordance with USAID’s Biodiversity Policy, the

Contractor will use TOCs and Results Chains (RC) methodology as the basis to develop a comprehensive Activity MEL Plan that will track progress towards achieving the desired results , meeting annual and life of activity targets;

● The Activity MEL Plan will include relevant indicators taken from the project-level MEL

Plan. Attachment 8 includes a set of illustrative indicators at the level of AREP, contractor shall review these indicators, add, and suggest changes if necessary;

● Plan for collaborating with any external evaluations planned by the Mission;

Guidance on the development and use of TOC and RC can be found in, “Using Results Chains to Depict Theories of Change in USAID Biodiversity Programming,” http://pdf.usaid.gov/pdf_docs/PA00M8MW.pdf

Indicators: The Awardee will provide performance indicators with its correspondent Performance Indicator

Reference Sheets (PIRS) to describe data sources, methodologies, frequency, and people responsible for data collection, as well as baselines for each of the indicators and annual targets. Indicators for the Activity as a whole can be drawn from the Standard Foreign Assistance Indicators. The Contractor must include for all person indicators, data segregated by sex, but also where possible, by vulnerable groups. The Activity MEL Plan will show how baseline measurements will be established and how the impact of proposed interventions will be assessed.

http://pdf.usaid.gov/pdf_docs/PA00M8MW.pdf

● Learning activities, including a plan for dissemination/sharing and use of M&E data; and knowledge capture at activity close out;

● Estimated resources for these monitoring, evaluation and learning activities;

● Plans to ensure quality of data and collaboration with USAID or designated partner in the implementation of Data Quality Assessments; and

● Roles and responsibilities for all proposed monitoring, evaluation and learning actions.

The contactor will collaborate with the COR, AREP’s Amazon Vision Point of

Contact/Designee, the USAID/Peru Regional Program Office, and the USAID/Peru M&E

Specialist. Through this collaboration, the contractor will verify that the proposed indicators are consistent with and meet the data collection needs of USAID’s Project MEL Plan and the mission’s Performance Management Plan (PMP). The contractor will work with these individuals to refine and finalize its Activity MEL Plan.

As monitoring, evaluation, and learning are overlapping processes, the Activity MEL Plan draws upon the same indicators and data sources to inform all three functions, resulting in focused investment in data collection and analysis to inform learning priorities.

The Activity MEL Plan is anchored in assessing the desired changes as a result of the implementation of the activity, and is based on requirements of the USAID Evaluation Policy.

Logic in the development hypotheses and related TOCs will be tested and evaluated through a combination of annual reflection sessions and an external performance evaluation.

The MEL Plan will adopt an approach to learning and adaptive management, both within the boundaries of the Activity as well as within the larger AREP project to which the activity contributes. Potential approaches include, but are not limited to:

● Identifying knowledge gaps in the activity TOC or in the technical knowledge base;

● Planning for and engaging in regular opportunities with other partners to reflect on progress, such as partner meetings, portfolio reviews, and after-action reviews; and

● To complement the learning acquired through the monitoring and evaluation with high-level learning actions based on the following questions: a) Has the Activity contributed to the reduction of projected deforestation and degradation in Project priority landscapes?,

b) Has the Activity contributed to the maintenance of the hydrologic regime and water quality in key waterways?

Due date: The activity MEL Plan will be finalized with USAID within 90 days after the award date.

Subsequent MEL Plan: The Activity MEL Plan must be reviewed and validated annually, and revised when appropriate in consultation with the COR.

F.6.4. Quarterly Performance Reports

The Contractor will submit brief quarterly performance reports to reflect progress and activities of the preceding quarter. The report must describe the tasks completed in the last quarter relative to what was anticipated by the approved AWP, and will assess overall Activity’s impact to date relative to the performance indicator targets.

Quarterly performance reports will present progress on all Activity interventions and will include the following information, at a minimum:

● Brief outline of Activity purpose and Activity approach;

● Overall status of Activity progress towards objectives (narrative);

● Status of overall Activity progress per the approved indicators as defined in the Activity

MEL Plan, and if relevant the targets set out for the reporting quarter;

● Summary of completed interventions and progress towards results under the contract during the timeframe of the report;

● Status of progress in implementation of the Social Inclusion Strategy, Private Sector

Engagement Plan, and the Communications and Outreach Plan;

● List of services/deliverables completed in the reporting period;

● Explanation of quantifiable outputs of the tasks, if appropriate and applicable;

● Reasons why established targets were not met and adaptive management steps to be taken, if applicable; the reports will highlight any issues or problems affecting the schedule or impact of services provided by the Contractor;

● Description of any short-term consultants’ progress and observations, identifying any significant issues, and a description of follow-on interventions;

● Status of budget expenditures, analysis of any cost overruns or high unit costs, available funding for the remainder of the activity and any variances from planned expenditures.

● Identification of problems, delays, or adverse conditions that impair the ability to meet the objectives of the award, including a statement of the action taken or contemplated, and any assistance needed to resolve the situation;

● List of major interventions planned for the next quarter;

● List of indicators with targets for the next quarter (as relevant);

● Projected USAID approvals, waivers or deviation requests anticipated during the next quarter;

● The status of required audit processes including for sub-awardees, if applicable;

● Success stories (if available) following USAID guidelines (Attached) for Transforming lives or using USAID platforms for video or photo stories https://stories.usaid.gov/ and/or https://usaidpubs.exposure.co/ to show the highlights and accomplishments of the project. This is usually to publish at the end of year 1or 2, and at the end of the program.

● Status of learning and adaptive Management efforts;

● Status of implementing the conditions of the IEE; and

● Status, lessons learned, and reflections on measures taken during activities (daily work, meetings, workshops, events, travel, etc.) to lower Activity impact on the environment, including lower emissions, less waste, office or project sustainable practices, etc.

Due Date: 30 calendar days following the end of each U.S. fiscal Year quarter.

F.6.5. Quarterly Financial Reports

Quarterly financial reports will be disaggregated by element level and contain, at a minimum:

● Total funds obligated to date by USAID into the contract;

● Total funds previously reported as expended by the Contractor by main line items;

● Total funds expended in the current quarter by the Contractor by main line items;

● Total unliquidated obligations by main line items;

● List of significant expenses incurred during the period;

● Activity expenditures in the next quarter.

The Contractor is solely responsible for not exceeding obligated amounts, and is reminded of the required notification to the CO as to the percentage of funds expended against the total obligated and available amount as set forth in FAR 52.232-22 “Limitation of Funds.”

Due date: 15 calendar days following the end of each U.S. fiscal Year quarter.

F.6.6. Accruals Report

The Contractor must submit a spreadsheet showing cumulative disbursements and estimated

(undisbursed) accruals to the COR. Quarterly Accrual Reports must contain the following information:

● Total Estimated Cost remaining in the contract;

● Unliquidated balance in the contract;

● Accrual amount;

● Estimated Pipeline amount; and

● Estimated expenses for the following quarter

Due Date: 20 calendar days before the end of each U.S. Fiscal Year quarter

F.6.7. Bimonthly Newsletter:

This newsletter will target audiences that include, but are not limited to private sector, government, civil society, and the donor community. This newsletter must be written in Spanish and Portuguese. The newsletter must cover the Activity’s events, as well as topics of interest related to the achievement of the activity across objectives. It must be distributed by the

Contractor primarily through an e-mail format and available on the Contractor’s activity website.

Due Date: The first working day of January, March, May, July, September and November of each year.

F.6.8. Annual Performance Report

The contractor shall prepare and submit to the USAID/COR an annual report within 30 days after the end of the first full fiscal year and annually thereafter, for each authorized year of performance. This Annual report will summarize activities and results during the year in relation to the approved Work Plan and will be based on the USAID fiscal year, which runs from October

1-September 30. The report should contain an executive summary and address the following:

● Progress (activities completed, benchmarks achieved, performance standards completed) since the last report by program area;

● Problems encountered and whether they were solved or are still outstanding;

● Proposed solutions to new or ongoing problems;

● The status of progress against annual targets for each indicator included in the MEL Plan

(tracking table), and detailed narratives for any deviation of more than 10% above or below;

● Describe how or why tracking selected indicators is relevant to understanding progress or results for the objectives with which they are associated.

● Describe how the actual performance achieved for the indicators affects progress towards meeting the objectives over the life of the Activity, and describe what changes, if any, are necessary ;

● Describe learning and adaptive actions, including the capture of knowledge in the

Activity; Describe action to ensure the sustainability of the results of Activity;

● Progress made under Social Inclusion strategy, including actions taken to address existing inequalities and plans to guard against exacerbating these;

● Documentation of best practices that can be taken to scale.

F.6.9. Final Report

Within forty-five (45) days prior to the end of this contract, the contractor shall submit a Final

Report. At a minimum the Final Report must include:

● An overall description of all outputs, interventions completed, benchmark achieved;

● An overall description of advances made to meet objectives of Social Inclusion strategy, including actions taken to address existing inequalities and plans to guard against exacerbating these;

● Accomplishments against the approved Annual Work Plans, including overall Activity results;

● Summary of Success Stories;

● Lessons learned during the implementation and suggested ways to resolve constraints identified; including those that are gender related;

● Sustainability of the interventions after the Activity has ended;

● Specific recommendations where follow-up work by USAID and other entities could reinforce and further consolidate achieved results under the contract;

● Consolidated financial report that describes in detail how contract funds were utilized;

● An index of all reports and informational products produced under this contract; the repository must be user-friendly and searchable;

● Status of and lessons learned in implementing the conditions of the environmental compliance document (IEE) found under Section H.11.

F.6.10. Special Reports and Memoranda

The Contractor must prepare special reports in the event of extraordinary, time-sensitive events that need to be brought to the COR’s attention sooner than every quarter. Special reports may be requested from the Contractor by the COR or may be produced by the Contractor exercising his/her own discretion and judgment. The Contractor must prepare memoranda analyzing any external issues that may affect activity performance. The Contractor must also report success stories on an ongoing basis. Such stories can be as short as one paragraph and not longer than one page. In addition, the Contractor will prepare briefing memoranda, scene-setters, and talking points for events in which USAID personnel participate.

Due Date: As required

F.6.11. Communications and Outreach Plan

The Communications and Outreach Plan must explain how the Contractor will create and implement a variety of appropriate outreach and communications tools and platforms for getting the project positioning and main messages out to the public and the media in accordance. The

Contractor will also include a Communications Calendar noting key elements and activities warranting public information and outreach activities.

In collaboration with other USAID activities in the Amazon Region and USG implementing entities working in the environment sectors, the Contractor may be expected to implement joint outreach activities to highlight joint efforts as an intervention aligned with the PWS.

The Communications and Outreach Plan must align with the Branding Implementation Plan and

Marking Plan, which describe how they will communicate to beneficiaries and stakeholder audiences that the work of this contract is from the American people per the Branding Strategy and USAID Branding Guidelines (see www.usaid.gov/branding).

Due Date: 30 calendar days following the end of each U.S. fiscal Year.

F.6.12. Meetings:

The [TBD] (Key personnel as designated by the Contractor), along with the technical personnel and other staff as needed, will meet with the COR on a regular basis. Succinct (one page) meeting notes will be sent to the COR one week after the meeting. Short-term advisors will provide an entry and exit briefing for the COR, USAID staff within the countries visited, and other appropriate USAID staff on all Amazon country visits. In addition, appropriate contractor representatives will have bi-weekly meetings with the coordinators of the other USAID activities as directed by the COR and as applicable.

In the course of implementing the Activity, the Contractor may interact with officials from various agencies and levels of the Government in the Amazon countries. Regular interactions with government officials at the working level (e.g., local level government or national level government as office/unit director or the equivalent) must be reported. If higher level host government officials (e.g. Bureau Chief or Agency/Ministry Head) invite the Contractor for a meeting, the COR must be informed of these requests in advance of the meetings and be given the opportunity to attend or to designate an official on behalf of the US Government. In no case will the Contractor initiate a request for a meeting with a national level host government official(s) without the COR’s concurrence.

Due Date: As required. Notes are due one week after the meeting.

F.6.13. Emergency Contact Plan

The Contractor is required to submit to the COR a copy of the Contractor’s Emergency Contact

Plan covering any potential Contractor’s expatriate and local staff. This plan must include phone/SMS trees and plans for other forms of communication.

Due Date: 60 days after contract award http://www.usaid.gov/branding

F.6.14. Security Reporting and Responsibilities

As part of the overall security requirements, the Contractor must report any security threats and/or incidents verbally or by telephone, immediately to the Contracting Officer Representative

(COR) or Alternate COR in the COR’s absence. Subsequently, a written report must be promptly submitted. All subcontractors will be required to report any threats/incidents to the prime

Contractor, who will immediately after, notify the COR.

At the minimum, a security incident report must contain the name of the company, name of the individual(s), date, time, a description of what happened, where the incident occurred, and any other relevant details surrounding the incident. If this is an ongoing incident, progress reports should be submitted to keep the COR apprised of the situation.

Due Date: frequency may vary with the Activity scope, location, and criticality.

F.6.15. Annual Inventory

All U.S. Government-funded property (either Contractor-acquired or US Government-furnished) must be inventoried in accordance with the Government Property clauses of this contract. An annual inventory must be sent to the CO and COR. The inventory will also form the basis of an equipment disposition plan for the Closeout Phase. The inventory and plan for maintaining the inventory must account for, as applicable, in-kind procurements for grants.

Due Date: 30 calendar days after the end of each Fiscal Year

F.6.16. Demobilization Plan

The Demobilization Plan will include, at a minimum, an illustrative Property Disposition Plan addressing all requirements under contractual and local law for the transfer of property; a plan for the phase out of in-country operations; a delivery schedule for all reports or other deliverables required under the award; and a timeline for completing all required actions in the

Demobilization Plan, including the submission date of the final Property Disposition Plan to the

Contracting Officer. Both the illustrative and final Property Disposition Plans must include the inventory schedule required by FAR 52.245-1, a plan for the disposition of property to eligible parties and a timeline for the disposition of such property. In addition, the Contractor will describe how all required prime and sub-award audits will be conducted after the demobilization of the Contractor. The Demobilization Plan will be approved in writing by the COR.

Due Date: 180 calendar days prior to the completion date of the contract.

F.7. AUTHORIZED WORK DAY/WEEK

No overtime or premium pay is authorized under this contract.

For overseas employees: The work week for the Contractor’s overseas employees must not be less than forty (40) hours and will be scheduled to coincide with the work week of the employees of USAID. Holidays taken by Contractor overseas employees may not exceed those of the U.S.

Mission in the country of implementation, as published annually.

Non-overseas employees: The length of the Contractor’s U.S. non-overseas employee’s workday will be in accordance with the Contractor’s established policies…