Final_Presentation_AHADI_RFP_Pre_proposal_conference_May_30_2013.PPT
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- Solicitation number
- SOL-615-13-000012
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Pre-Proposal Conference - Powerpoint Presentation
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Pre-Proposal Conference
SOL-615-13-000012
The USAID/Kenya Agile and Harmonized Assistance for Devolved Institutions (AHADI) Project May 30, 2013
Welcome!
Karibu!
Overview
| Background and USAID/Kenya Context |
| Overview of the Solicitation |
| Technical Proposal |
| Cost Proposal |
| Evaluation of Full Proposals |
| Selection and Award Process |
| Question and Answer |
| World Bank Accountable Devolution Program Presentation (tentative) |
Introductions
| Karen Freeman – USAID/Kenya Mission Director | |
| Sunil Xavier – Supervisory Contracting Officer | |
| Charles Signer – Contracting Officer | |
| Justine Kibabu – Acquisition and Assistance Specialist | |
| Dan Spealman – Senior Technical Advisor for Local | Governance |
| John Smith-Sreen – Democracy, Rights and Governance | Director |
| Monica Azimi – DRG Deputy Director |
Background and USAID/Kenya Context
| USAID/Kenya is headed by the Mission Director and is divided into several sector specific offices: |
| Agriculture, Business and Environment Office |
| Education Office |
| Office of Population and Health |
| Democracy, Rights and Governance Office |
| Importance of Devolution across the Mission |
| CDCS Process |
The purpose of this Pre-Proposal Conference is to ensure an understanding of the RFP’s technical objectives and to review the application process.
With all USAID contracts and grants, contractors are bound only by what they agree to in writing in the form of a contact or agreement. The RFP starts with the SOLICITATION, OFFER AND AWARD form. The successful offeror will receive a contract which looks much like the RFP itself, less Sections L and M. (The terms “offer” and “proposal” are synonymous.)
To minimize the chances for misunderstanding and error, the conversations at this conference will be for informational purposes only. Answers to questions will be non-authoritative. Questions and answers at this conference will not become part of the RFP. This is important since the RFP will eventually be transformed into a written contract.
To become part of the record, all questions must be submitted by e-mail to the e-mail addresses given in the cover letter of the RFP. The deadline for receipt of questions has been extended to June 6, 2013. If you want a definitive answer to a question that you raised at this conference it must be resubmitted by e-mail. All questions and answers will be published as an RFP amendment.
Due to the restrictions of the Privacy Act, we will not disclose the names of registrants to today conference, but the registrants may make themselves known to others if they choose.
The U.S. Government contemplates award of a Cost-Plus-Fixed-Fee (CPFF) completion type contract resulting from this solicitation.
Offerors are expected to design and propose a program that will meet the requirements described in Section C of the solicitation.
The maximum estimated cost of the contract (costs and fee) is $45-50 million USD covering a performance period of five years.
Overview of the Solicitation
Purpose
| The proposed AHADI (Agile and Harmonized Assistance for Devolved Institutions) project will help make it possible for Kenya’s devolution process to uphold its promise, instead of further inflaming longstanding issues within the country. |
| AHADI, which means “promise” in Kiswahili, will strengthen the governance systems of Counties – making them more competent, transparent, accountable and inclusive in their governance and service delivery. |
| It will also build the capacity of civil society to more effectively represent citizen interests and aspirations to County governments. |
| Finally, the project will support the development of institutions and structures that will help Counties cooperate and advance their interests with the National government. |
Objectives
| Objective #1, Supply: Targeted Counties provide higher quality services through improved governance. |
| Objective #2, Demand: Improved representation of citizen interests and oversight of targeted County government performance. |
| Objective #3, Linkages: Functionality and effectiveness of the devolved system increased through improved intra-government engagement and cooperation. |
Objective #1, Supply
| Informed decision-making (for both AHADI and counties; County Preparedness Study) |
| Capacity building of county officials (biggest piece) |
| Mechanisms to protect and empower marginalized groups |
| Mechanisms for transparency and participation |
| Raise and effectively manage resources (taxation, loans a huge concern) |
| County management/oversight of service delivery (e.g., PPP) |
Objective #2, Demand
| Institutional strengthening of CSOs (a wide variety) |
| Advocacy strengthening (new means of engagement) |
| Media strengthening (especially links to CSOs) |
Objective #3, Linkages
| Support to Transition Authority(and its ability to coordinate with others) as well as other responsible bodies |
| Support to Alliances/coordination bodies (Arid Lands Alliance, Governor’s Council, conflict resolution bodies, etc.) |
Locations
| Some work national (Governor’s Council, TA, etc.) |
| But can’t work everywhere in depth |
| You propose 15-20, we decide in consultation. |
| Considerations: Synergy, Commitment, Need, Diversity, Conflict, Strategic Relevance |
| Cluster where you can (but might not always be able to) |
| Required Arid Counties: Turkana, Marsabit, Wajir, Isiolo, Garissa |
| Other possible example clusters included in RFP such as geographic (Coast) or thematic (Urban) clusters. |
| Flexibility! |
Funding
| AHADI is designed to attract and accommodate multiple sources of funding (even from other donors): |
| You must propose systems flexible and responsive enough to accommodate this |
| Funding sources (cannot give figures at this time): |
| Democracy, Rights and Governance |
| Feed the Future |
| Education and Youth |
| Extractive Industries Transparency |
| Global Climate Change Integration |
| Possible Water, Sanitation and Hygiene |
| Others? |
Other Key Considerations
| Exclusivity discouraged, and with Local Orgs: Prohibited. |
| Local capacity is emphasized everywhere. |
| AHADI: Not just a tortured acronym: it is extremely important for the program to be Agile and adaptive to the changing context, as well as Harmonized and coordinated with other efforts. |
| Close collaboration with USAID/Kenya. |
| Potential for an impact evaluation. |
Required Format for a Full Proposal Applications must be submitted in two separate parts:
| Technical Proposal |
| Cost Proposal |
READ the SOLICITATION carefully
| All instructions and eligibility requirements found within |
| Follow all RFP instructions carefully |
| Pay close attention to Sections C, L, M |
| Submit ALL required information |
| Address all questions in writing to the Points of Contact listed during the open question period |
Detailed instructions found in section L on pages 115-119 of the RFP
| Technical proposal should take into account requirements of the program and evaluation criteria found in the RFP |
| The proposal must be written entirely in English |
| The technical proposal is limited to 40 numbered pages (excluding list of acronyms, TOC, transmittal letter, cover page, appendices, but not charts/graphs or exec sum) |
| Any pages that exceed these limits will not be evaluated |
Technical Proposal
Elements of the Technical Proposal
| Executive Summary (1 page max, counts towards 40) |
| Technical Approach should include the following considerations: |
| Partner Engagement, Planning, Monitoring: how will partners be selected, incentivized, strengthened? |
| Tools and Methodologies: especially for capacity building; creativity encouraged |
| Subgrants/Support: how will subgrants be managed nimbly? |
| Low Capacity Areas: plan for challenging environments |
| Sustainability |
| Key Personnel and Staffing: |
| Who they are, what they’ll do |
| Maximizing use of local staff encouraged |
| Flexibility, creativity encouraged |
Elements of the Technical Proposal
| Management Plan should include the following considerations: |
| Staffing/Office Structure: who’s working where? |
| Geographic Focus: Make a convincing proposal for 15-20 focus Counties |
| Local Partnership Plan: managing and transferring responsibility to local partners |
| USAID/Kenya Partnership Plan: close coordination with USAID |
| Coordination Plan: Close coordination with other efforts |
| Performance Management Plan: monitoring, evaluation, reporting learning & adapting |
| Program Modifier: how to mobilize rapidly if invoked |
| Past Performance |
Appendices Draft year 1 workplan (narrative and Gantt) Resumes and biodatas of key personnel Resumes and biodatas of other long-term personnel Letters of commitment Org chart Summaries of Subcontractor role/capacity Subcontractor letters of commitment Draft PMP (further details, indicator tables not already in Management Plan of Tech Proposal) Draft branding and marking plans Past performance
Cost Proposal Detailed instructions found in section L of the RFP on pages 120-124
Cost Proposal must be completely separate from the Offeror's technical application
Must be in English with cost estimates in USD
There is no page limit for this portion but be concise
| Proposed costs must be linked to the activities described in the technical application. Typically, the more effectively one details, supports and links costs to the proposed activities, the more streamlined negotiations will proceed. |
| Detailed/itemized budgets must use the Excel format provided in the RFP, must be unlocked and show ALL formulas used to derive calculations. |
| The budget narrative should describe the assumptions made as well as detailed explanations about how each proposed cost was estimated by line item. |
Submitting the Proposal
| Only ONE proposal package per organization will be accepted. |
| Electronic submission is required to csigner@usaid.gov and jkibabu@usaid.gov. |
| Hand written, hard copy, telegraphic or fax proposals will not be accepted. |
| Proposals must be received no later than 5:00 PM Nairobi local time on July 3, 2013. |
| E-mail attachments must be in Microsoft Word (for narrative text) and Excel (for tables or budgets). Please convert your documents to one of these formats before sending them to USAID |
| Zipped files cannot be accepted due to firewall restrictions |
| Offerors are responsible for confirming that their complete proposals were received electronically by USAID |
Evaluation of Full Proposals The evaluation of full proposals will be conducted in two parts:
| The Technical Proposal will be evaluated by a technical evaluation committee (TEC) |
| The Cost Proposal will be evaluated by the Contracting Officer with input from the TEC |
Evaluations will be conducted in strict accordance with the evaluation criteria in section M of the RFP.
Technical Evaluation Criteria
| Technical Approach (40 points) |
| Key Personnel and Staffing (25 points) |
| Management Plan (25 points) |
| Past Performance (10 points) |
TOTAL POSSIBLE = 100 points
Cost Evaluation Criteria USAID will also evaluate the proposed costs to determine if they are fair and reasonable using proposal analysis techniques consistent with FAR 15.404.
Each cost proposal will be evaluated but will not be assigned a rating
The evaluation of cost will include a determination of cost realism, completeness, and reasonableness. An analysis of the proposed cost will be conducted to determine the validity and the extent to which it reflects performance addressed in the technical proposal.
An assessment will be made of the Offeror's capability to accomplish the contract objectives within the estimated cost proposed.
If the Contracting Officer determines that discussions are necessary, s/he will establish a competitive range composed of only the most highly rated proposals.
In accordance with FAR 52.215‐1(f), the Government intends to award a contract resulting from this solicitation to a responsible Offeror whose proposal represents the best value after evaluation in accordance with the factors as set forth in the solicitation.
Selection and Award
Next Steps…
| Your Team Works Really Hard |
| Proposals Due (July 3, 2013) |
| Technical Evaluation Committee Meets |
| Negotiations/Discussions |
| Award |
| Post-Award Conference |
| Work Planning and Implementation!!! |
Thank You! Time for Questions!
Points of Contact:
Justine Kibabu Acquisition and Assistance Specialist USAID/East Africa United Nations Avenue, Gigiri P.O Box 629 Village Market 00621 Nairobi, Kenya Email: jkibabu@usaid.gov Tel: +254-20-862 2368 Charles Signer Contracting Officer USAID/East Africa United Nations Avenue, Gigiri P.O. Box 629 Village Market 00621 Nairobi, Kenya E-mail: csigner@usaid.gov Tel: +254-20-862 2319
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