SOL-615-13-000015_Amendment_1.pdf

RFP Issue Date: June 4, 2013

Q & A Closing Date: June 11, 2013

RFP Closing Date: July 8, 2013

RFP Closing Time: 0800 Nairobi Time

Subject: Request for Proposal (RFP) #SOL-615-13-000015 Evaluation Services and Program

Support for USAID/East Africa and USAID/Kenya Health Programs

The United States Government, represented by the U.S Agency for International Development (USAID), is seeking a Contractor to provide evaluation services and program support for USAID/East Africa and

USAID/Kenya Health Programs as stipulated in the this RFP. USAID is contemplating award of a single-award, indefinite-delivery, indefinite-quantity (IDIQ) contract with a maximum ceiling of

$23,000,000, and a minimum order guarantee of $1,000,000.

USAID received a number of questions from interested offerors. Due to those questions and the subsequent answers, USAID has revised the RFP. The major revisions include:

Any reference to more than one task order has been removed.

Any reference to points given to price has been removed.

Section H has been amended to add H.24 “GOVERNMENT OF KENYA LABOR MARKET

POLICY (FOR TASK ORDERS FOR WORK WITHIN KENYA)”

Any reference to providing Government furnished property to the successful Offeror has been removed.

Clarification that the estimated number of task orders per month is four

The addition of South Sudan as a place of performance

A change to one of the labor categories: Outreach and Communications Specialist/Editor

A change to the way allowances will be accounted for, noted in Sections B.4 and F.4

Proposals must be received electronically on or before the closing date stipulated above to provide the services and deliverables specified in the below RFP. Proposals must be sent via e-mail attachments to

Michael Capobianco at mcapobianco@usaid.gov, Maria Televantos at mtelevantos@usaid.gov, and Milly

Warobi at mwarobi@usaid.gov by the closing date and must conform to all requirements outlined in

Section L. Receipt time is when the proposal is received by the USAID internet server. If a proposal is received on time by at least one of the email addresses above, it will be considered timely. USAID reserves the right to award the contract subject to availability of funds. The period of performance is five

(5) years.

USAID intends to follow an intensive timeline for this procurement.

RFP Released June 4, 2013

Q&A Period Closes June 11, 2013

Answers Sent to All Offerors June 14, 2013 mailto:mcapobianco@usaid.gov mailto:mtelevantos@usaid.gov mailto:mwarobi@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. OBLIGATED AMOUNT 7

B.4. PRICE/COST SCHEDULE 7

B.5. PERIOD OF PERFORMANCE 8

B.6. MINIMUM AMOUNT 8

B.7. MAXIMUM AMOUNT 8

B.8. REQUIREMENT TO PROVIDE SERVICES 8

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 9

C.1. BACKGROUND 9

C.2. TECHNICAL SERVICES TO BE PROVIDED 11

C.3. TECHNICAL REQUIREMENTS 12

C.4. PERSONNEL REQUIREMENTS 14

C.5. GEOGRAPHIC AREAS 14

C.6. COORDINATION 14

SECTION D - PACKAGING AND MARKING 15

D.1. 752.7009 MARKING (JAN 1993) 15

D.2. BRANDING POLICY 15

D.3. MARKING AND BRANDING STRATEGY 15

SECTION E - INSPECTION AND ACCEPTANCE 17

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

E.2. INSPECTION AND ACCEPTANCE 17

SECTION F - DELIVERIES OR PERFORMANCE 18

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

F.2. PLACE OF PERFORMANCE 18

F.3. REPORTING REQUIREMENTS 18

F.4. TASK ORDER PROCEDURES 20

F.5. 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007) 21

SECTION G - CONTRACT ADMINISTRATION DATA 22

G.1. ADMINISTRATIVE CONTRACTING OFFICE 22

G.2. CONTRACTING OFFICER’S REPRESENTATIVE (COR) 22

G.3. TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 22

G.4. PAYING OFFICE 23

G.5. PAYMENT AND INVOICING INSTRUCTIONS 24

G.6. CONTRACTOR’S PRIMARY POINT OF CONTACT 24

G.7. ACCOUNTING AND APPROPRIATION DATA 24

SECTION H - SPECIAL CONTRACT REQUIREMENTS 25

H.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 25

H.2. 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) 25

H.3. 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997) 26

H.4. 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (JAN 2004) 26

H.5. INSURANCE AND SERVICES 27

H.6. 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) 28

H.7. AUTHORIZED GEOGRAPHIC CODE 28

H.8. LANGUAGE REQUIREMENTS 28

H.9. 752.228-9 CARGO INSURANCE 29

H.10. 752.7034 ACKNOWLEDGMENT AND DISCLAIMER (DEC 1991) 29

H.11. EXECUTIVE ORDER ON TERRORISM FINANCING 29

H.12. FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES (JAN 2002) 29

H.13. REPORTING OF FOREIGN TAXES 30

H.14. USAID DISABILITY POLICY - ACQUISITION (DECEMBER 2004) 30

H.15. HOMELAND SECURITY PRESIDENTIAL DIRECTIVE -12 31

H.16. ORGANIZATIONAL CONFLICT OF INTEREST 32

H.17. CONDOMS (ACQUISITION) (JUNE 2005) 32

H.18. PROHIBITION ON THE PROMOTION OR ADVOCACY OF THE LEGALIZATION

OR PRACTICE OF PROSTITUTION OR SEX TRAFFICKING (ACQUISITION)

(APRIL 2010) 32

H.19. AIDAR 752.7101 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE

2008) 33

H.20. CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) – SOLICITATION

PROVISION (FEBRUARY 2012) 34

H.21. 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (JAN 1990) 34

H.22. ENVIRONMENTAL COMPLIANCE 35

H.23. DISCLOSURE OF INFORMATION 35

H.24. GOVERNMENT OF KENYA LABOR MARKET POLICY (FOR TASK ORDERS

FOR WORK WITHIN KENYA) 36

PART II - CONTRACT CLAUSES 37

SECTION I - CONTRACT CLAUSES 37

I.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 37

I.2. 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS (FEB 2012) 39

I.3. 52.216-18 ORDERING (OCT 1995) 40

I.4. 52.216-19 ORDER LIMITATIONS (OCT 1995) 40

I.5. 52.216-22 INDEFINITE QUANTITY (OCT 1995) 40

I.6. 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) 41

I.7. 52.232-99 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS (DEVIATION) (AUG 2012) 41

I.8. 52.243-7 NOTIFICATION OF CHANGES (APR 1984) 41

I.9. SUBMISSION OF TRANSPORTATION DOCUMENTS FOR AUDIT (FEB 2006) 43

I.10. 752.219-70 USAID MENTOR- PROTÉGÉ PROGRAM (JUL 2007) 43

PART III LIST OF ATTACHMENTS 45

SECTION J - LIST OF ATTACHMENTS 45

PART IV REPRESENTATIONS AND INSTRUCTIONS 46

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS 46

K.1. NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE 46

K.2. 52.203-2 CERTIFICATE OF INDEPENDENT PRICE DETERIMINATION (APR

1985) 46

K.3. 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (DEC 2012) 47

K.4. INSURANCE - IMMUNITY FROM TORT LIABILITY 49

K.5. AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS 49

K.6. 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (APR 2010)49

K.7. 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (FEB 2012)51

K.8. 52.215-6 PLACE OF PERFORMANCE (OCT 1997) 51

K.9. 52.219-22 SMALL DISADVANTAGED BUSINESS STATUS (OCT 1999)

ALTERNATE I (JAN 2012) 52

K.10. 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999) 53

K.11. 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984) 53

K.12. 52.225-20 PROHIBITION ON CONDUCTING RESTRICTED BUSINESS

OPERATIONS IN SUDAN – CERTIFICATION (AUG 2009) 53

K.13. 52.227-15 STATEMENT OF LIMITED RIGHTS DATA AND RESTRICTED

COMPUTER SOFTWARE (DEC 2007) 54

K.14. 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION

(MAY 2012) 55

I. DISCLOSURE STATEMENT—COST ACCOUNTING PRACTICES AND CERTIFICATION55

II. COST ACCOUNTING STANDARD—ELIGIBILITY FOR MODIFIED CONTRACT

COVERAGE 56

III. ADDITIONAL COST ACCOUNTING STANDARDS APPLICABLE TO EXISTING

CONTRACTS 57

K.15. 52.230-7 PROPOSAL DISCLOSURE – COST ACCOUNTING PRACTICE CHANGES

(APR 2005) 57

K.16. SIGNATURE 57

SECTION L - INSTRUCTIONS TO OFFERORS 58

L.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 58

L.2. 52.216-1 TYPE OF CONTRACT (APR 1984) 58

L.3. 52.233-2 SERVICE OF PROTEST (SEP 2006) 58

L.4. GENERAL INSTRUCTIONS TO OFFERORS 59

L.5. SUBMISSION/DELIVERY INSTRUCTIONS 59

L.6. INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 60

L.7. INSTRUCTIONS FOR PREPARATION AND SUBMISSION OF THE

COST/BUSINESS PROPOSAL 61

SECTION M - EVALUATION FACTORS FOR AWARD 64

M.1. GENERAL INFORMATION 64

M.2. TECHNICAL EVALUATION CRITERIA 64

M.3. EVALUATION OF PAST PERFORMANCE 64

M.4. EVALUATION OF PRICE 65

M.5. DETERMINATION OF COMPETITIVE RANGE 66

M.6. SOURCE SELECTION 66

ATTACHMENT 1: TASK ORDER 01 68

ATTACHMENT 2: TENTATIVE ASSESSMENT AND EVALUATION PLAN 2013-2014 72

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1. PURPOSE

The purpose of this contract is to provide evaluation services and program support services as described in detail in Section C, Statement of Work.

B.2. CONTRACT TYPE

This is a single-award, indefinite-delivery, indefinite-quantity (IDIQ) type contract. Only firm fixed-price task orders shall be issued from this IDIQ.

B.3. OBLIGATED AMOUNT

To be determined (TBD)

B.4. PRICE/COST SCHEDULE

Labor Category (Professional) Daily Rate

(Sr. Expat)

Daily Rate

(Sr. Local)

Daily Rate

(Jr. Expat)

Daily Rate

(Jr. Local)

Health/Population/Nutrition/HIV-AIDS

Analyst

Private Sector/Public Finance

Analyst/Insurance Analyst

Monitoring and Evaluation or Research

Specialist

Human Capacity Development Specialist

Statistician / Data Analyst

Policy Analyst

Education Specialist

Outreach and Communications

Specialist/Editor

Social Scientist/Other Technical Advisor

Gender or Anti-Trafficking Analyst

Democracy and Governance Specialist

Facilitator

Labor Category (Support) Daily Rate

(Sr. Expat)

Daily Rate

(Sr. Local)

Daily Rate

(Jr. Expat)

Daily Rate

(Jr. Local)

Administrative/Program/Logistics Support

The above rates are fully burdened rates and include all associated costs and profit. Please see

Section F.4 regarding allowances.

The escalation factor to be applied to each rate for each subsequent year of the IDIQ after the first year is TBD. The formula for applying the rate in Year 2 and subsequent years is:

Previous Year Rate * Escalation Factor = Current Rate

The minimum qualifications for each labor category specified below:

Professional (Senior): Must have a relevant Master’s Degree and at least 10 years of related experience.

Professional (Junior): Must have a relevant Master’s Degree and at least 4 years of related experience.

Support (Senior): Must have a relevant Bachelor’s Degree and at least 7 years of related experience.

Support (Junior): Must have a relevant Bachelor’s Degree and at least 2 years of related experience.

Note: The minimum qualifications defined for staff shall be strictly followed in the selection and payment of personnel via the task order system. In exceptional circumstances, only the CO has the authority to waive these requirements upon recommendation of the COR.

B.5. PERIOD OF PERFORMANCE

The period of performance (POP) for this contract is five years from the date of award.

B.6. MINIMUM AMOUNT

As required by Federal Acquisition Regulation (FAR) subpart 16.504(a)(1), the minimum amount of services to be ordered under this IDIQ is $1,000,000. USAID shall be required to order, and the

Contractor shall be required to furnish, the minimum quantity of services.

B.7. MAXIMUM AMOUNT

The maximum amount of services, inclusive of all task orders, which can be ordered under this IDIQ is

$23,000,000. The amount is cumulative of the price of all task orders.

B.8. REQUIREMENT TO PROVIDE SERVICES

Per FAR 16.504(a)(1), the Contractor shall furnish any additional services ordered by USAID under this contract so long as the cumulative amount of all orders does not exceed the maximum amount in Section

B.7.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1. BACKGROUND

USAID/Kenya’s Office of Population and Health (OPH) and USAID/East Africa’s Regional Health and

HIV/AIDS Office (RHH) require support for program-related services such as program monitoring and evaluation, data quality assessments, logistics for events, meeting facilitation and other support needs.

The overall OPH and RHH programs have increased rapidly and exponentially, outstripping workforce resources available to effectively perform assessments and rigorous analyses, gather baseline data, track results, periodically report on progress, perform evaluations, respond to ad-hoc requests for information, manage recordkeeping, and other project development and program office functions. All levels of personnel ceilings are constrained by a limited U.S. Government footprint in Kenya. In order to address these constraints, as well as the new demands inherent in implementation of USAID Forward, certain project management and program office functions have been identified for delivery through external contracting.

USAID/Kenya

USAID/Kenya’s OPH focuses on programming development activities across four teams – Family

Health, Malaria, HIV/AIDS and Health Systems – utilizing resources from initiatives and direct

Congressional appropriations. The OPH strategy, which is elaborated through a five‐year Health

Implementation Framework for the health sector, provides a rationale and structure for programming resources for the period 2010‐2015. The Implementation Framework is based on the Government of

Kenya’s (GOK) recent health policy and strategy frameworks, and builds on the successes of and lessons learned from OPH’s prior assistance. The Implementation Framework clearly builds on the successes of the AIDS, Population and Health Integrated Assistance (APHIA) programs by maintaining a focus on integrated services and assuring increased coverage of the key interventions in order to reach service targets and objectives. However, the scope has been expanded to not only encourage the delivery of quality health services but also to strengthen leadership, in‐country capacity building, and systems development to ensure long‐term sustainable services.

OPH’s current assistance centers on supporting local institutions, at both the national and sub‐national levels and in both the public and private sectors, to improve health outcomes and impact through sustainable country‐led programs and partnerships. The program specifically seeks to achieve four major results:

1) strengthened leadership, management and governance for sustained health programs;

2) strengthened health systems for the sustainable delivery of quality services;

3) increased use of quality health services and information; and

4) enhanced social determinants of health (SDH) to improve wellbeing of targeted communities and populations.

OPH applies five cross‐cutting elements in its approach to achieving the Strategic Objectives and Results, namely involvement with the whole market, innovation, youth‐focus and gender‐focus, and equity.

For the foreseeable future, OPH’s health portfolio will be predominantly focused on HIV/AIDS prevention, care and treatment as Kenya is a priority country for The President’s Emergency Plan for

AIDS Relief (PEPFAR) and receives significant funding to address HIV/AIDS and related problems.

Similarly, resources available from the President’s Malaria Initiative (PMI) assure continued funding for malaria programs. However, because of declines or plateaus of health indicators among key target groups, OPH will seek additional funding to balance the current program to increase coverage for family planning, maternal, neonatal, and child health, nutrition/food security, and safe water and hygiene.

OPH also operationalizes strong linkages to other sectors in order to address contextual factors that impact on health but have conventionally been perceived as outside of the control of the health sector.

Referred to as the “social determinants of health” these include such factors as educational level, literacy, environment, and social‐cultural norms and structures which generally impact negatively on the poor, marginalized and underserved populations.

Incorporating tenets of United States Government (USG) strategies and international mandates together with needs and priorities in Kenya, OPH developed the following guiding principles that serve as the reference point for program planning and implementation:

Assure country‐led and country‐owned programs

Align to Kenyan, USG and development partner strategies

Invest in leadership, capacity building and systems development for long‐term

Sustainability

Maximize a client‐centered approach through integration of services and systems

Increase involvement of the private sector in health care delivery

Ensure strategic collaboration and coordination

Manage for results with mutual accountability

While the goal is to focus on the establishment of a sustainable national health system for all Kenyans, the program places priority on the poor, marginalized, underserved, and high risk populations. The implementers of this Five Year Implementation Framework continue to use the proven approaches, but are mandated to seek maximum innovation and creativity. Further, the Implementation Framework urges data use, analysis and evidence‐based decision making to test approaches and interventions that might achieve greater public health impact.

Kenya is in the beginning stages of rolling out a new devolved system of government with 47 new counties in accordance with the new constitution. Concurrently, the USAID/Kenya Mission is in the process of developing its new five-year Country Development Cooperation Strategy (CDCS). The

Mission is thinking outside of the box to align with Kenya’s political transition and process of decentralization to the 47 new devolved governments Development Objective statements are still in the final stages of formation and it is likely that the Mission will move away from traditional, office-led objectives and more towards transformative and integrated objectives that reflect Kenya’s Vision 2030 goals. Moving forward, it is expected that all technical offices, including OPH, will design new projects that will directly contribute to the new Mission Development Objectives. As Kenya moves to implement its new devolved government structure, OPH will re-configure activity management processes and GOK and partner communications to focus more intensively at the county level.

USAID/East Africa

USAID/East Africa’s Regional Health and HIV/AIDS (RHH) Office carries out GHI, PEPFAR and FTF initiatives and works in close collaboration with LPCs, bilateral USAID Missions, including the Kenya

Mission, and USG counterparts at the Center for Disease Control (CDC), Department of Defense (DOD), and the State Department to accelerate the scale-up of proven high-impact and low-cost public health programming. The RHH portfolio supports and leverages regional cooperation, collective action and south-to-south learning across 10 countries including: Kenya, Uganda, Tanzania, Rwanda, Burundi, Zambia, the Democratic Republic of Congo, Somalia, Djibouti and the Central African Republic (CAR).

Technical areas of focus include Maternal, Newborn and Child Health, Nutrition, Reproductive Health and Family Planning, Gender Based Violence, HIV/AIDS prevention and care, Infectious Disease and

Emerging Pandemic Threat prevention, response and control, and Health Systems Strengthening.

RHH prioritizes support, technical assistance and capacity building of African regional institutions to promote African leaders in defining and driving the East and Central African public health agenda. RHH also prioritizes integrated service delivery, both within the health sector and across other development sectors such as agriculture, trade, economic growth and climate change to maximize development impact and value for money. RHH is focused on Electronic and Mobile Health solutions to “leapfrog” over entrenched health systems challenges and is dedicated to strategic partnerships to build coalitions to maximize synergies and coordinate multiple resources towards the achievement of common goals and objectives that advance regional health priorities as defined by East and Central African leaders through their inter-governmental institutions. RHH is also responsible for the Mission's engagement with the

Global Fund (GF) and associated Country Coordinating Mechanisms (CCMs) across East African countries with an emphasis on Djibouti, Burundi, Somalia, CAR and DRC.

RESULTS HIERARCHY

RESULTS: A general term to include all levels of consequences or possible consequences of USAID interventions, from outputs to higher-level impacts.

Level Results Level/

Attribution

Who develops the indicators

Responsible for collection

USAID

Intermediate

Results(IRs)

[Program]

Outcomes

USAID-

attributable to a large degree

OPH and RHH

Technical

Implementing

Partners

USAID/USG

OPH and RHH Technical

Implementing Partners

Contractor

USAID

Activity

[Project]

Outputs

Outcomes

Full USAID attribution

OPH and RHH

Technical

Implementing

Partners

USAID/USG

OPH Technical

Implementing Partners will submit to data tracking tool, i.e., AIDTracker

RHH Technical

Implementing Partners may submit to data tracking tool depending on

USAID/EA approval.

C.2. TECHNICAL SERVICES TO BE PROVIDED

The goal of this five year contract is to support OPH and RHH in meeting day-to-day information needs in order to make informed program management decisions. It will provide substantive support with qualitative, quantitative, and analytical information to assist in continually assessing and evaluating project portfolios. Evaluations performed under this contract will contribute to the re-design of new, evidence-based follow-on projects and programs.

The Contractor shall support OPH and RHH’s coordination beyond their implementing partners to include government ministries, other USG agencies and other development partners in Kenya and across

East and Central Africa through regional inter-governmental institutions and regional actors that support overall USAID health and development goals. This will build awareness in Kenya and the region about informed and transparent monitoring and evaluation of projects and programs. In addition, implementing this project in conjunction with various stakeholders –the host governments, local organizations, academia and the private sector ---to conduct surveys, collect data, and otherwise contribute to M&E tasks will directly contribute to the capacity building of local institutions. The Contractor shall also assist the Mission with its public education goals by providing qualitative and anecdotal evidence on the effects of projects on the lives of individual beneficiaries.

C.3. TECHNICAL REQUIREMENTS

C.3.1 Expected Task Order Services

Task Orders under this contract may require the following kinds of work:

Analysis and Assessment

The Contractor shall provide services to enable OPH and RHH to conduct strategic analyses and assessments of proposed programs, changes in the development environment, as well as sector-specific, cross-sectorial, gender, disability and environmental assessments. The Contractor may plan and conduct routine data quality audits (DQAs) for OPH on all required and reported performance indicators across all program areas using host government Ministry of Health approved data quality audit protocols and/or other internationally recognized DQA tools. This would include working with implementing partners and host government staff at the county level to plan, implement, analyze and report findings. The Contractor will support the implementing partners and host government staff to develop and implement data quality improvement plans.

Program Design

The Contractor will provide technical assistance in the assessment and design of individual projects and activities. Responsibilities may include analysis of relevant research, reports, evaluations and documents, drafting action memos, Program Activity Descriptions (PADs), Program Descriptions, Scopes of Work and other procurement related documents, and facilitating pre-bidders workshops for local partners.

Project Management

This Contractor shall provide OPH with consistent, on-the-ground performance monitoring and reporting to technical Agreement Officer’s Representatives (AORs) and Contracting Officer’s Representatives

(CORs) to enable them to more effectively manage their projects. The Contractor will perform this function for RHH as requested. The Contractor will also conduct reviews of specific activities, programs, and portfolios as a whole when directed by OPH and RHH. Evaluations of achievements against specific or overall goals will also be coordinated as requested by OPH and RHH.

Evaluation

For both OPH and RHH, the Contractor will design and manage mid-term, performance and impact evaluations of individual projects and activities, and may also be asked to evaluate impact against

Intermediate Results and/or overall assistance/development objectives. This would be accomplished through quantitative and qualitative surveys, focus groups and other participatory methods applied to beneficiaries, communities and local organizations to evaluate progress using social, economic, political, technical areas and environmental indicators.

Support Services

Logistical and administrative support and facilitation services will be provided for OPH and RHH retreats, technical team meetings or internal capacity building exercises. The Contractor will provide similar support at meetings and public events with implementing partners, government counterparts and other stakeholders for the purposes of planning, monitoring, evaluating or promoting programs and results and for strengthening south-to-south learning and regional collaboration. The Contractor may also provide support on behalf of USAID/Kenya for the Secretariat of the Development Partners in

Health/Kenya coordination group.

C.3.2 Standards

All of the work performed under this contract shall be:

1) In full compliance with all USAID policies and Automated Directive System (ADS) that are current at the time of issuance of the task orders, including but not limited to the following):

Series 200 – 204;

the current Country Development Cooperation Strategy (CDCS) Guidance;

USAID Evaluation Policy; and

USAID Forward Guidance on Quality Evaluations

2) Written in proper American English and in plain language (see http://www.plainlanguage.gov/).

Language in all contract products shall be such that non-technical readers can comprehend the information presented, and brief but sufficient background shall be included to allow someone working on similar projects in other countries to benefit from reading the product.

3) Delivered on-time as defined in each task order, and in accordance with all criteria outlined in each task order.

4) Of high quality and following best practices for the specific type of project undertaken.

For all meetings held by the contractor with OPH and RHH or their partners, the following shall apply unless waived in writing by the COR:

1) Any materials to be used for the meeting shall be provided to the COR or designate no less than three days prior to the meeting. This shall include an agenda for the meeting that provides opening comments on why the meeting has been convened, and what is hoped to be gained from the people's time invested;

2) Any materials to be discussed in a meeting shall be distributed to all participants (directly by the

Contractor) at least 48 hours prior to the meeting time;

3) Sufficient copies of any materials to be discussed will be brought to the meeting by the contractor for all meeting participants; and

4) The contractor shall provide a summary of decisions, actions, and follow-up requirements to the COR and directly to all meeting participants within 24 hours of the meeting's end.

5) All printed materials shall comply with USAID and USG branding requirements

All final, approved evaluations, assessments and reports produced by the Contractor shall be disseminated as outlined in the task order and shall be posted to the Development Evaluation Clearinghouse (DEC) within five days of USAID final approval. To post the information to the DEC, send the information to one of the two addresses below (note that electronic submission is preferred):

Online: http://dec.usaid.gov http://www.plainlanguage.gov/ http://www.plainlanguage.gov/ http://www.plainlanguage.gov/ http://www.plainlanguage.gov/ http://www.plainlanguage.gov/ http://www.plainlanguage.gov/

By mail (for pouch delivery):

DEXS Document Submissions

M/CIO/KM/DEC

RRB M.01-010

Washington, DC 20523-6100

C.4. PERSONNEL REQUIREMENTS

The Contractor shall provide all necessary logistical support, including travel arrangements (with required

USAID clearances), computer support, team planning facilitation, and report editing and dissemination.

The Contractor shall bear primary responsibility for procurement, personnel, reporting and other management related requirements of the contract.

C.4.1 Key Personnel

Key personnel shall be identified in each individual task order. The Contractor shall have all key personnel in-country within 30 days after award of any task order.

Prior to replacing any of the individuals, the Contractor shall notify both the Contracting Officer and the

Contracting Officer’s Representative (COR) reasonably in advance and must submit written justification

(including proposed substitutions) in sufficient detail to permit evaluation of the impact on the project.

No replacement shall be made by the Contractor without the written consent of the Contracting Officer.

C.5. GEOGRAPHIC AREAS

Contractor staff shall perform task orders in all the regions where OPH and RHH develop and implement their activities in Kenya and the East and Central Africa region.

C.6. COORDINATION

Coordination with other USAID and USG implementers: It is crucial that this project maintain strong and close working relationships with other USG implementers in Kenya. OPH implementers will be required to coordinate with the Contractor at three levels:

(1) to provide common results information as per the USAID PMP and Annual and Semi-annual Progress

Report (APR and SAPR) and Performance Plan and Report (PPR);

(2) to collaborate and facilitate the collection of outcome and impact information—both qualitative and quantitative—which will be collected and analyzed directly by the Contractor;

and

(3) to facilitate performance and compliance (environmental and branding) monitoring of all OPH/RHH-funded activities by the implementing partners.

Specific coordinating activities, in addition to the above, shall be identified in the individual task orders is necessary. The terms of coordination with other USAID and USG implementers of RHH’s portfolio will be specified in specific task orders.

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1. 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

The Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct

Contracting” (version from January 8, 2007) at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID

"Graphic Standards Manual" available at www.usaid.gov/branding, or any successor branding policy.

As per 320.3.2 Branding and Marking in USAID Direct Contracts, USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the program name (e.g., “The USAID/Basic Education

Program”). “Exclusive Marking” means Contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S. Government logo.

It is USAID’s policy that Contractors’ and subcontractors’ corporate identities or logos must not be used on USAID-funded program materials.

D.3. MARKING AND BRANDING STRATEGY

The Contractor shall submit a branding and marking plan no later than 30 days after award. The plan must be in accordance with ADS 320.3.2. The plan must be submitted to the COR for approval. The plan shall cover all activities under each individual task order.

Anticipated elements of marking plan: products, equipment and inputs delivered; places where program activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by Contractors or other non-USAID employees must include the following disclaimer on the title page: “The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.”

http://www.usaid.gov/policy/ads/300/320.pdf http://www.usaid.gov/branding

Threats and restrictions to the security of the program need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.

USAID’s web page contains the electronic version of the Graphic Standards Manual that is compulsory for all Contractors. Marking under this contract shall comply with the “USAID Graphics Standards

Manual” available at http://www.usaid.gov/branding/acquisition.html or any successor branding policy.

[END OF SECTION D]

http://www.usaid.gov/branding/acquisition.html

SECTION E - INSPECTION AND ACCEPTANCE

E.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED

BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.246-4 INSPECTION OF SERVICES—FIXED PRICE (AUG 1996)

E.2. INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at:

USAID/Kenya c/o American Embassy

United Nations Avenue, Gigiri

Nairobi

Kenya 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, unless another is named in the individual task order, has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1. NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified)

52.242-15 STOP-WORK ORDER AUG 1989

F.2. PLACE OF PERFORMANCE

The place of performance under this contract is Kenya, Uganda, Tanzania, Rwanda, Burundi, Zambia, the

Democratic Republic of Congo, Somalia, Djibouti, the Central African Republic (CAR), and South

Sudan.

F.3. REPORTING REQUIREMENTS

Specific required reports other than those below shall be identified in each individual task order. Unless otherwise indicated, all reports shall be submitted electronically using Microsoft Word, Excel, or

PowerPoint software. All reports shall comply with the standards at Section C.3.2. All reports are subject to approval by the COR.

The contractor shall NOT prepare Agency reports such as the Annual Report or Congressional

Budget Justification.

F.3.1 Annual Work Plan

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

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

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

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

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

5. Proposed accomplishments for coming year.

For the purpose of the Annual Work Plan, “Annual” is defined according to the U.S.

Government fiscal year: i.e. October 1st to September 30th. Within thirty (30) days after award, the

Contractor shall submit and finalize – with input from the USAID COR – an Annual Work Plan for the remainder of year one. Subsequent full year Work Plans are due October 1st; the USAID COR shall approve, in writing, the Work Plan by October 30th. Any substantial revisions to the Work Plan shall require the written approval of the COR.

F.3.2 Quarterly Progress Report

The Contractor shall submit a concise Quarterly Progress Report no later than thirty days (30) following the end of each calendar quarter. The reports shall include the following, and be no longer than 20 pages:

a) A chart showing active Task Orders for the quarter, progress made, problems encountered, corrective action proposed or taken, responsible parties and a timeframe for completion of the

Order.

b) Summary of all Core benchmarks (with dates) contained in the annual work plan, progress made, problems encountered, corrective action proposed or taken, responsible parties and a timeframe for completion of the Core task.

c) Section on each Technical Team which outlines:

a. Summary of all field monitoring visits, by location, including any problems or issues encountered with M&V, corrective action proposed or taken, responsible parties and a timeframe for resolution.

b. Field monitoring plans for coming quarter by location.

d) Outline and justification of any proposed changes to the work plan for the following quarter that was outlined in the Annual Work Plan.

F.3.3 Short-term Consultants’ Reports

When short-term consultants are requested by USAID, the consultant(s) hired by the Contractor shall brief USAID at the end of the consultancy on key activities, issues, and findings. The Contractor must submit a draft report against the SOW prior to the departure of the consultant that includes observations made by the expert, any significant issues identified, follow-on activities recommended, and names and titles of all assignment-related contacts.

F.3.4 All Assessment and Evaluation Reports, Studies, and Other Work Products

All products produced by the Contractor and submitted to USAID shall:

Be written in proper American English with correct spelling and grammar

Be written in Plain English, as defined at http://www.plainlanguage.gov/

Be submitted on time

Be accurate, with all data substantiated

F.3.5 Progress Reporting

Weekly updates shall be provided to the COR on all Task Order deliverables, and discussions will be held weekly, or upon USAID request, between the Chief of Party and COR on progress and implementation issues.

F.3.6 Exit Plan

Ninety (90) days prior to the contract’s completion date, the Contractor shall submit to USAID a detailed plan describing all actions to be completed to demobilize the recipient’s operations. The plan will designate dates for all actions. It must include an inventory of all commodities procured under the project and a plan for disposition of the same commodities.

F.3.7 Final Contract Completion Report

The Contractor shall prepare and submit one electronic version (as a single Word file) of the Contract

Completion Report to the COR which summarizes the accomplishments of this contract, methods of work used, recommendations regarding unfinished work and/or project continuation, and the financial status of the contract. The final Completion Report shall also contain an index of all reports and information products produced under this contract. The report shall be submitted no later than the estimated completion date of this contract. The report shall be limited to thirty pages. Along with the Completion

Report, a CD-ROM depository will be submitted, containing all written documents, reports and presentations. The depository shall be organized in a user-friendly system.

The Contractor shall submit electronic copy of the final report no later than 30 days past the end-date of the contract to:

the COR, the Controller Office and the Contracting Officer; and one copy, in electronic (preferred) or paper form (with all final documents) to one of the following:

Online: http://dec.usaid.gov

By mail (for pouch delivery):

DEXS Document Submissions

M/CIO/KM/DEC

RRB M.01-010

Washington, DC 20523-6100

F.3.9 Financial

The Contractor shall prepare and submit to the COR and the CO a Quarterly Financial Report that includes:

Total amount obligated via task orders

Total amount paid under each task order

Total amount remaining in the IDIQ ceiling

The report shall be due on the same date as the quarterly progress reports.

F.4. TASK ORDER PROCEDURES

When USAID identifies a requirement which can be met via an order off of this IDIQ, the CO shall submit a request for proposal (RFP) to the Contractor. The RFP may include a full Statement of Work

(SOW) or may only contain a Statement of Objectives (SOO) which outlines the basic requirement. Once the Contractor receives an RFP with a SOO, the Contractor shall submit a proposal within 30 days. If a complete SOW is provided in the RFP, the Contractor shall submit a proposal within 15 days.

The proposal shall outline how the Contractor will accomplish the work, including the timeline for completion, and shall include the proposed methodology to be used, including: an indication of the sampling methods and techniques; the type of participatory data collection methods and tools to be applied; the profile, selection process, and training–including training materials—of the survey team(s) and supervisory survey staff. The methodology shall also include a description of quality control processes and the design and elaboration of survey data entry systems. Evaluations will include both performance and impact evaluations.

The proposed price for each task order shall detail the level of effort, broken down by the categories and rates identified in Section B.4, required to complete the task order and deliver the end product/service.

With the exception of task order 01, or unless authorized in writing by the Contracting Officer, the

Contractor shall adhere to the following parameters for pricing task orders. The Contractor shall utilize the rates, or lower rates, and categories in Section B.4 to develop the firm fixed-price task orders. Other direct costs such as travel may be included as needed in the task orders. However, other direct costs must be incidental. If a task order requires long term expatriate personnel, the allowances authorized by State

Department regulations can be budgeted via a separate line item as part of the build of the total task order fixed price. The Contractor may include indirect costs only on the other direct costs, but not allowances.

No profit, other than the profit already built into the labor categories, may be included. Only the CO may authorize and award task orders.

F.5. 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The Contractor shall prepare and submit progress reports as specified in Section F.3. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the Contractor's performance.

(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or

5 percent of the amount of this contract, whichever is less, until such time as the Contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the

Government's ability to monitor the Contractor's progress.

[END OF SECTION F]

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. ADMINISTRATIVE CONTRACTING OFFICE

The Administrative Contracting Office is:

Regional Acquisition and Assistance Office c/o American Embassy

United Nations Avenue, Gigiri

Nairobi, Kenya

International Address:

Regional Acquisition and Assistance Office

United Nations Avenue, Gigiri

PO Box 629, Village Market 00621

G.2. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative is TBD.

G.3. TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(a) Technical Directions is defined to include:

(1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

(2) Provision of written information to the Contractor which assists in the interpretation of technical portions of the work statement;

(3) Review and, where required, provide written approval of technical reports or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

(b) The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

(1) Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the

Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the

Contractor and documents shall be signed as "Contracting Officer’s Representative" with a copy furnished to the Contracting Officer.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including task orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The

COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of LOE. All contractual agreements, commitments, or modifications shall be made only by the

Contracting Officer.

(c) The COR is required to meet quarterly/semi-annually/annually with the Contractor and the

Contracting Officer concerning performance of items delivered under this contract and any other administration or technical issues. Telephonic reports may be made if no problems are being experienced. Problem areas should be brought to the immediate attention of the Contracting Officer.

(d) In the absence of the designated COR, the COR may designate someone to serve as COR in their place. However, such action to direct an individual to act in the COR's stead shall immediately be communicated to the Contractor and the Contracting Officer.

(e) Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal

Acquisition Regulation and Agency for International Development Acquisition Regulation). The

Contractor and the COR shall bring all contracting problems to the immediate attention of the Contracting

Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting

Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

(f) Failure by the Contractor to report to the Administrative Contracting Office, any action by the

Government considered to a change, within the specified number of days contained in FAR 52.243-7

(Notification of Changes), waives…