Attachment__1_-_Revised_LCD_RFP_-_SOL-663-14-000015.pdf

Attachment 1

Date Issued: March 4, 2014 Closing Date/Proposal Due Date: March 12, 2014

SUBJECT: Request for Proposal (RFP) SOL-663-14-000015, Local Capacity Development

ATTENTION: PROSPECTIVE OFFERORS:

The United States Government, represented by the U.S. Agency for International Development (USAID), Ethiopia Office of Acquisition and Assistance (OAA) in conjunction with the USAID/Ethiopia Office of Democracy and Governance intends to award a contract for the program named “Local Capacity Development” in Ethiopia

Contracts resulting from this RFP will be Firm Fixed Price (FFP).

USAID/Ethiopia, invites interested and qualified organizations to submit proposals in accordance with the requirements of this RFP. USAID will conduct this procurement through full and open competition, under which any type of organization (large or small commercial [for profit] firms, educational institutions, or non-profit organizations) are eligible to compete.

The procedures set forth in Federal Acquisition Regulation (FAR) Part 15 shall apply. USAID anticipates awarding a contract to one offeror for a five year period which will include a two (2) year base period and three (1) year option periods. The Government is not obligated to make an award as a result of this solicitation. The total estimated costs of this project are between $5 and $5.5M including r the base and option periods.

The RFP addresses all of the specifics associated with this requirement. Offerors are encouraged to read the entire solicitation before responding. Special attention should be paid to Section L, Instructions to Offerors and Section M, Evaluation Factors for Award.

The primary point of contract for this RFP is Dennis M. Fuentes, Supervisory Contracting Officer.

Any changes to this solicitation will be furnished to all offerors as an amendment to the solicitation.

Proposals in response to this RFP are due by electronic mail to caddis@usaid.gov not later than 4:00 pm (Addis Time) Wednesday, March 12, 2014.

Thank you for your interest.

Sincerely, /ss/

Dennis M. Fuentes Contracting Officer mailto:caddis@usaid.gov

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

3/4/2014

4. REQUISITION/PURCHASE REQ. NO

REQ-663-14-000021

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (IF OTHER THAN ITEM 6) CODE

Office of Acquisition and Assistance USAID/Ethiopia Addis Ababa

Office of Acquisition and Assistance USAID/Ethiopia Addis Ababa

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State, and Zip Code)

9A. AMENDMENT OF SOLICITATION NO.

SOL-663-14-000015

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE:

FACILITY CODE:

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered, solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers, FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If Required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO., AS DESCRIBED IN ITEM 14

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify Authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43,103 (b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is NOT is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.

The purpose of this amendment is:

A. To answer the questions regarding the referenced RFP which are not answered under Amendment #1.

B. To revise the RFP submitted herein as Attachment 1, and this revised RFP replace the previous one.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

Dennis M. Fuentes

15B. CONTRACTOR/OFFEROR 15C. DATE

SIGNED

16B. UNITED STATES OF AMERICA

16C. DATE

SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous Edition Unusable Prescribed by GSA FAR (48 CFR) 53.243

Table of Contents

PART I THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Purpose B.2 Contract Type B.3 Price and Cost B.4 Budget

SECTION C: DESCRIPTION/SPECIFICATIONS

C.1 Purpose C.2 Background C.3 Scope of Work C.4 Expected Results C.5 Deliverables

SECTION D: PACKAGING AND MARKING

D.1 AIDAR 752.7009 Marking (Jan 1993) D.2 Branding Strategy and Marking Plan

SECTION E: INSPECTION AND ACCEPTANCE

E.1. Notice Listing Contract Clauses Incorporated by Reference E.2. Inspection and Acceptance E.3. Performance Standards

SECTION F: DELIVERIES OR PERFORMANCE

F.1 Notice Listing Contract Clauses Incorporated by Reference F.2 Deliverables and Performance Requirements F.3 Period of Performance F.4 Place of Performance F.5 Reporting Requirements F.6 Authorized Work Day / Week F.7 Personnel Requirements

SECTION G: CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 Documentation for Payment (Nov. 1998) G.2 Administrative Contracting Office G.3 Contracting Officer’s Technical Representative (COR) G.4 Technical Directions/Relationship with USAID G.5 Contractor’s Primary Point of Contact G.6 Paying Office G.7 Invoicing Instructions:

G.8 Contractors Payment Address G.9 Accounting and Appropriation Data

SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 Notice Listing Contract Clauses Incorporated by Reference H.2 AIDAR 752.225-70 Source, Origin and Nationality Requirements (Feb 2012) (Class Deviation No. OAA-DEV-12-01c) H.3 AIDAR 752.7004 Emergency Locator Information (Jul 1997) H.4 AIDAR 752.228-3 Worker’s Compensation Insurance H.5 Insurance and Services H.8 AIDAR 752.7001 Biographical Data (July 1997)

H.10 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007)

H.11 USAID DISABILITY POLICY - ACQUISITION (DECEMBER 2004)

H.12 Authorized Geographic Code H.13 Executive Order on Terrorism Financing H.14 Nonexpendable Property Purchases and Information Technology Resources H.15 Government Furnished Facilities or Property H.16 Reporting of Foreign Taxes (July 2007) H.17 Conflict Of Interest H.18 AIDAR 752.211-70 Language and Measurement (June 1992) H.19 Environmental Compliance H.20 Transition of Knowledge, Skills and Abilities H.22 AIDAR 752.245-71 Title To and Care of Property (Apr 1984) H.23 Prohibition on the Use of Federal Funds to Promote, Support, or Advocate the Legalization or Practice of Prostitution– Tip Acquisition (May 2007) H.24 Personal Identity Verification of Contractor Personnel (July 2007) H.25 Homeland Security Presidential Directive-12 (HSPD-12) (September 2006) H.26 Standards of Conduct -- Improper Business Practices H.27 Foreign Government Delegations to International Conferences H.28 Consent to Subcontracts H.30 Reporting on Taxation of U. S. Foreign Assistance H.31 Logistic Support

PART II CONTRACT CLAUSES

SECTION I: CONTRACT CLAUSES

I.1 Notice Listing Contract Clauses Incorporated by Reference I.2 52.203-13 Contractor Code of Business Ethics and Conduct. (APR 2010) I.3 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards. (JUL 2013) I.4 52.209-9 Updates of Publicly Available Information Regarding Responsibility Matters. (JUL 2013) I.5 52.215-19 Notification of Ownership Changes. (OCT 1997) I.7 52.216-24 Limitation of Government Liability. (APR 1984) I.8 52.216-25 Contract Definitization. (OCT 2010) I.9 52.217-8 Option to Extend Services (NOV 1999) I.10 52.217-9 Option to Extend the Term of the Contract (MAR 2000) I.11 52.227-23 Rights to Proposal Data (Technical) (JUN 1987) I.12 52.229-8 Taxes - Foreign Cost-Reimbursement Contracts. (MAR 1990) I.13 52.244-2 Subcontracts. (OCT 2010)

PART III - LIST OF DOCUMENTS EXHIBITS AND OTHER ATTACHMENTS

SECTION J – LIST OF DOCUMENTS EXHIBITS AND OTHER ATTACHMENTS

J.1. Attachment - USAID Form 1420-17 - Contractor Employee J.2. Attachment– Emergency Locator Form J.3 Attachment - Contractor Performance Report – Short Form J.4 Attachment Model Subcontracting Plan

PART IV REPRESENTATIONS AND INSTRUCTIONS

SECTION K. REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF BIDDERS

K.1 Notice Listing Solicitation Provisions Incorporated By Reference K.2 52.204-3 Taxpayer Identification. (OCT 1998) K.3 52.204-8 Annual Representations and Certifications. (DEC 2013) K.4 52.209-5 Certification Regarding Responsibility Matters. (APR 2010) K.5 52.209-7 Information Regarding Responsibility Matters. (JUL 2013)

K.6 52.225-2 Buy American Act - Certificate. (FEB 2009) K.7 52.227-15 Representation of Limited Rights Data and Restricted Computer Software. (DEC 2007) 61 K.8 52.230-1 Cost Accounting Standards Notices and Certification. (MAY 2012) K.9 52.230-1 Cost Accounting Standards Notices and Certification. (MAY 2012) - Alternate I

(APR 1996)

K.10 52.230-7 Proposal Disclosure--Cost Accounting Practice Changes. (APR 2005) K.11 52.234-2 Notice of Earned Value Management System -Pre-Award IBR. (JUL 2006) K.12 52.234-3 Notice of Earned Value Management System - Post Award IBR. (JUL 2006) K.13 Insurance - Immunity from Tort Liability K.14 Signature

SECTION L: INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS

L.1 Notice Listing Solicitation Provisions Incorporated by Reference L.2 Federal Acquisition Regulation (48 CFR Chapter 1) L.3 52.215-1 Instructions to Offerors – Competitive Acquisition. (JAN 2004) L.4 52.216-1 Type of Contract (Apr 1984) L.5 52.233-2 Service of Protest (Sep 2006) L.6 General Instructions to Offerors L.7 Delivery Instructions L.8 General Instructions L.9 Instructions for the Preparation of the Technical Proposal L.10 Instructions for the Preparation of the Firm Fixed Price Cost Proposal Format L.11 Locally Hired National Personnel or Other Non-U.S. Expatriates

SECTION M: EVALUATION FACTORS FOR AWARD

M.1 General Information M.2 Evaluation Criteria M.3 Cost Evaluation M.4 52.217-5 Evaluation of Options. (JUL 1990) M.5 Basis of Award

PART I THE SCHEDULE

SECTION B: SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 Purpose

The purpose of this contract is to provide technical services that support the Statement of Work as specified in Section C for the activity titled, “Local Capacity Development (LCD)”.

B.2 Contract Type

The U.S. Government contemplates award of a Firm Fixed Price (FFP), contract resulting from this solicitation for two year base period and three one year options. For the consideration set forth below, the Contractor shall provide the deliverables or outputs described in Section F in accordance with the performance standards specified in section E based on the Statement of Work (SOW) found in Section C of this solicitation

B.3 Price and Cost

(a) The Price for the 2 year base period of the performance of the work required hereunder is

(b) The Price for the three one year option period of the performance of the work required hereunder is $__________.

B.4 Budget

CONTRACT LINE ITEM SCHEDULE FOR THE TWO BASE

YEARS ______________________________________________________________________

Item Unit Line Item No. Description Quantity Unit Price Amount

01. Implementation Plan 2 Job $__________ $____________ 02 Branding and Marking Plan 1 Job $__________ $____________

03. M&E Plan 2 Job $__________ $____________

04. Diagnostic Assessment tool 1 Job $__________ $____________

05. Report of Diagnostic Assessment for all Beneficiary NGOs 1 Job $__________ $____________

06. Capacity Building Plan for all Beneficiary NGOs 30 Job $__________ $____________

07. Training materials 1 Job $__________ $____________

08. Plan for technical assistance 1 Job $__________ $____________

09. Initial training and technical assistance 1 Job $__________ $____________

10. Monthly updates 24 Job $__________ $____________

11. Quarterly Reports 6 Job $__________ $____________

12. Annual Reports 2 Job $__________ $____________

13. Closeout Plan 1 Job $__________ $____________

14. Final report 1 Job $__________ $____________

TOTAL OFFER $____________

CONTRACT LINE ITEM SCHEDULE ONE ONE YEAR OPTION (YEAR THREE)

Item Unit Line Item No. Description Quantity Unit Price Amount

01. Implementation Plan 1 Job $__________ $____________

02. M&E Plan 1 Job $__________ $____________

03. Report of Diagnostic Assessment for all Beneficiary NGOs 1 Job $__________ $____________

04. Capacity Building Plan for all Beneficiary NGOs 40 Job $__________ $____________

05. Training materials 1 Job $__________ $____________

06. Plan for technical assistance 1 Job $__________ $____________

07. Initial training and technical assistance 1 Job $__________ $____________

08. Monthly updates 12 Job $__________ $____________

09. Quarterly Reports 3 Job $__________ $____________

10. Annual Reports 1

11. Final report 1 Job $__________ $____________

TOTAL OFFER $____________

CONTRACT LINE ITEM SCHEDULE ONE ONE YEAR OPTION (YEAR FOUR)

Item Unit Line Item No. Description Quantity Unit Price Amount

01. Implementation Plan 1 Job $__________ $____________

02. M&E Plan 1 Job $__________ $____________

03. Report of Diagnostic Assessment for all Beneficiary NGOs 1 Job $__________ $____________

04. Capacity Building Plan for all Beneficiary NGOs 40 Job $__________ $____________

05. Training materials 1 Job $__________ $____________

06. Plan for technical assistance 1 Job $__________ $____________

07. Initial training and technical assistance 1 Job $__________ $____________

08. Monthly updates 12 Job $__________ $____________

09. Quarterly Reports 3 Job $__________ $____________

10. Annual Reports 1

11. Final report 1 Job $__________ $____________

CONTRACT LINE ITEM SCHEDULE ONE ONE YEAR OPTION (YEAR FIVE)

Item Unit Line Item No. Description Quantity Unit Price Amount

01. Implementation Plan 1 Job $__________ $____________

02. M&E Plan 1 Job $__________ $____________

03. Report of Diagnostic Assessment for all Beneficiary NGOs 1 Job $__________ $____________

04. Capacity Building Plan for all

Beneficiary NGOs 35 Job $__________ $____________

05. Training materials 1 Job $__________ $____________

06. Plan for technical assistance 1 Job $__________ $____________

07. Initial training and technical assistance 1 Job $__________ $____________

08. Monthly updates 12 Job $__________ $____________

09. Quarterly Reports 3 Job $__________ $____________

10. Annual Reports 1

11. Final report 1 Job $__________ $____________

SECTION C: DESCRIPTION/SPECIFICATIONS

C.1 Purpose

The purpose of this contract is to provide USAID/Ethiopia with a set of interventions aimed at strengthening Non-Governmental Organizations (NGOs) in Ethiopia that are recipients of direct USAID awards most of which were in response to Local Capacity Development Annual Program Statements. The contract will address key capacity development gaps that limit the effectiveness of NGOs to achieve sustainable and significant impact, be accountable to its constituents, and be able to effectively compete for and manage donor resources.

C.2 Background

C.2.1 NGOs in Ethiopia

Nongovernmental organizations (NGOs) have a relatively recent history in Ethiopia and the sector has been limited in terms of size, financial viability, and diversity. NGOs developed in response to the natural disasters and famine of the 1970s and have been focusing on service delivery (food security, health, education, and so forth) rather than on advocacy or defense of human rights. Lack of resources within Ethiopia and the absence of a tradition of philanthropy outside of religious organizations made nearly all NGOs dependent on foreign funding.

Before the adoption of the 2009 Charities and Societies Proclamation, NGOs had been administered under general laws such as the 1960 Civil Code and the 1966 Associations Regulations. After a series of drafts and consultations with the Ministry of Justice, the government adopted the Charities and Societies Proclamation No. 621/2009. Charities and societies now may clearly establish consortia, are allowed to engage in income generating activities (although many restrictions apply), and there is now a specialized agency to manage the registration and supervision of charities and societies.

The Charities and Societies Proclamation consists of provisions restricting NGO operations and access to foreign funds, particularly in the areas of human rights, gender equality, rights of children and the disabled, conflict resolution and the efficiency of the justice sector. Foreign NGOs and domestic NGOs receiving more than 10% of their funds from outside sources are prohibited from working on rights issues.

Service Delivery is an area that the government is supportive of having NGOs operate, and more than 94% of the NGOs are operating in the area of service provision. An NGO survey indicates that almost all service providing NGOs do not charge for their services and lack the experience in selling their services. Not charging for service delivery is one of the factors affecting the financial sustainability of the organizations. Participation of beneficiaries in the design and implementation of NGO projects needs improvement. Apart from their immediate target groups and donors, the NGOs lack strong partnership with other groups such as the media, academia, the private sector and the public in general.

C.2.2 USAID Support for NGOs in Ethiopia

With a view to improving the collaboration on shared values and objectives with NGOs, the donor Civil Society Group, including USAID, has recently expanded membership to include representatives of the NGO community. With multi-lateral and bilateral grant making mechanisms increasing, including the second phase of the European Commission’s Civil Society Fund and the new Civil Society Support Project developed by Irish Aid and UKAID, the donor group is also moving forward to develop information sharing mechanisms to ensure broad understanding of access parameters among NGOs and to prevent funding overlaps.

For eight years, USAID/Ethiopia funded the Ethiopian NGO Sector Enhancement Initiative (ENSEI).

The purpose of the project was to strengthen and improve the institutional capacity of NGOs and umbrella/support organizations in Ethiopia to address the needs of targeted sectors including rural development and food security; democracy and governance/human rights; education; street children and orphans; and health/HIVAIDS. ENSEI was a $12.3 million program that ended in 2003. The program was deemed successful and assisted local NGOs to build their capacity. Since then, the passage and modification of laws, including the Charities and Societies Act, caused many NGOs/CSOs to adjust their organizational structure and re-orient their programmatic strategies. The need for further capacity building exists.

C.2.3 USAID Forward

USAID Forward is an ambitious reform effort to change the way USAID does business—with new partnerships, an emphasis on innovation and a relentless focus on results. It is a comprehensive package of reforms in seven key areas: reforming implementation and procurement, strengthening talent management, rebuilding policy capacity, strengthening monitoring and evaluation, rebuilding budget management, promoting science and technology and encouraging innovation. Consistent with the Paris Declaration for Aid Effectiveness and the Accra Agenda, this ambitious effort gives USAID the opportunity to transform itself and unleash its full potential to achieve high-impact development—while making the best use of limited resources.

An indicator under USAID Forwards’ Implementation and Procurement Reform (IPR) holds that by the end of FY 2015, the Agency will increase the percentage of program funds per year implemented through local systems to 30% of Missions’ annual program allocation. USAID Forward Topline Indicators for USAID/Ethiopia establish that by the end of FY 15, the Mission program funds per year implemented through local systems would be 13.86%. This is a 14.29% change from the baseline in FY 2011. Cross cutting indicator targets anticipate that by 2014, there will be 20 awards made directly to local organizations and that 8.1% of operating unit program funds are obligated to local organizations. 57% of mission awards should be towards organizational capacity development objectives or activities that require reporting on capacity development metrics on a regular basis by 2014. In order to meet the IPR indicator, it is imperative that the LCD mechanism focuses on assisting Ethiopian NGOs in refining their knowledge of and abilities in working within the USAID procurement system. Anecdotal experience in working with local Ethiopian organizations shows that the largest capacity gaps are noticeable in failures to conform to USAID programming requirements.

If the USAID/Ethiopia mission is to meet the standards as set by USAID Forward, the LCD mechanism must emphasize assisting local Ethiopian NGOs in building direct partnerships with USAID. This can only be achieved if the mechanism focuses on certain capacity building activities aimed at this goal; the narrower the mechanism, the more likely it is to meet evaluation criteria.

According to ADS 201.3.9.3(g), an analysis of capacity building would require in-depth assessment of the local institutions and systems most critical to the implementation of the project’s development interventions, including an assessment of the quality of their leadership, structure and staff, and identification of their administrative and financial management strengths and weaknesses. The institutional values, culture, and decision-making processes (their governance) should also be considered as these directly affect performance and relationships with USAID and other public, private sector and civil society actors. The analysis should then develop a plan for project activities that are necessary and sufficient to bring these institutions up to the level of performance or engagement as partners appropriate for their roles in the project’s implementation and their eligibility for direct USAID funding. The plan should include an appropriate sustainability strategy to ensure that the institutions will remain administratively and financially sustainable by the end of the project and equipped to continue to play their roles in local development. Given that there will be several NGOs awarded funds under the APS over the stipulated time period, it may not be feasible to have the LCD implementing partner conduct such an assessment each time. In order to compensate for lack of individually tailored capacity building activities, the implementing partner may focus on a set of activities known to be an area of need for most, if not all Ethiopian NGOs. The LCD mechanism should focus on building the capacity of Ethiopian NGOs in their understanding of and adherence to USAID systems.

USAID/Ethiopia has a short-term, contract in place to conduct diagnostic assessments, create capacity development plans, and begin initial training for the local NGOs that received awards with USAID. This contract should not duplicate services already provided, so there will be a handover meeting between the current implementing contractor, Ernst & Young, with the contractor selected under this RFP and USAID. USAID/Ethiopia anticipates selecting about 30 organizations in the first year, 35 in the second year and 40 in the years from three to five. Subsequent local NGOs will need to have diagnostic assessments and capacity development plans for the additional organizations, in addition to training and technical assistance to improve their capacity.

C.2.4 USAID Assessment Results

USAID conducted assessments of the local organizations. The assessment consisted of site visits to the organizations and reviews of their financial and management structures. Priority areas for capacity development are in the areas of:

1. Financial Management – planning, organizing, controlling and monitoring financial resources.

2. Monitoring and evaluation – developing systems to effectively monitor progress towards the achievement of objectives, identifying gaps and implementing course corrections, and using empirical means to compare planned versus actual impact or results.

3. Project management – developing policies and standards that guide the day-to-day operation of an organization (e.g., personnel and travel policies)

C.3 Scope of Work

The contractor will build the capabilities of USAID supported Ethiopian NGOs in order to improve each NGOs internal organizational systems to successfully implement awards issued directly to them. Because the primary objective of the LCD program is to help organizations better manage USAID funds, the Contractor will select areas of focus based on a tiered system of priorities;

focusing initially on financial management and project management, then sustainable funding. After USAID and the Contractor deem one area to have been strengthened, it can then move on to the next tier.

The contractor will coordinate and collaborate with other organizations in a consortium approach, if necessary, to bring in specialized expertise in the provision of training or mentoring services. The work will dovetail with the current USAID/Ethiopia LCD support contract that is providing capacity building services to Ethiopian NGOs.

C.3.1 Detailed Work Requirements

The Contractor will:

1. Tier 1—Develop and strengthen the financial management systems of target NGO in the general categories of planning, organizing, reporting, controlling and monitoring resources so that the organization can achieve its objectives and fulfill its commitments to beneficiaries, donors and other stakeholders;

2. Tier 1—Develop and strengthen project management systems in the areas of monitoring and evaluation plans and standards in service delivery;

3. Tier 2—Identify and strengthen areas of sustainable funding, particularly in assisting organizations in diversifying funding sources.

Activities will concentrate on building the knowledge and skills required to run an efficient, cost-effective, accountable, transparent, and technically proficient organization, targeting both the capabilities of the institution as well as the individuals within the institution. The contractor is expected to subcontract with one or more organizations in order to bring in specialized expertise that will address the full range of needs of targeted NGOs.

C.3.2 Project Phases

The implementation of the project will entail the following major phases:

1. Identification of Target NGOs:

NGOs that are the recipients of awards under the APS will be the beneficiaries of the capacity development assistance. USAID/Ethiopia will provide contractor with information on each NGO that will receive capacity development assistance including a copy of the award USAID/Ethiopia anticipates selecting about 30 organizations in the first year, 35 in the second year and 40 in the years from three to five.

2. Diagnostic Assessments:

The contractor will coordinate with target NGOs to conduct diagnostic assessment surveys of their organizational capacity, in relation to the three areas identified in C.3.1. The results of the diagnostic assessments and recommendations will be discussed and validated with each NGO. Results of the assessments will be shared with USAID.

3. Development of Capacity Building Plans:

Drawing upon the results of the diagnostic assessment, the contractor will work with each NGO to develop a capacity building plan for the organization which will define the framework for the provision of tailored training and technical assistance.

The contractor will assess the organizational capacity of the target NGOs, propose benchmarks for the NGOs to reach annually, and develop systems for measuring and reporting on changes in capacity in specific areas and report against them. The contractor will use available organizational capacity assessment tools (e.g. Institutional Development Framework or Organizational Capacity Assessment Tool) that it shall fine-tune for this purpose.

Each organization’s capacity building plan will be shared with USAID. USAID may modify the plan prior to implementation.

4. Provision of Training and Technical Assistance:

The contractor will provide tailored training and on-site technical assistance to NGO staff and board members in accordance with the capacity building plan. A mix of customized training workshops, on-site technical assistance (mentoring services), and internships with more developed NGOs may be provided in implementing the project.

5. On-going Technical Support:

Once systems and procedures are introduced and improved, the contractor will monitor and provide technical support to NGOs for an 18 month time period to ensure integration of the new practices into NGO operations. With USAID approval, such technical support may continue beyond the 18 months.

6. Monitoring and Evaluation of NGO Performance:

The contractor is expected to develop a COR-approved comprehensive performance monitoring and evaluation system and tools to assess improved capacity of NGO partners and will track performance indicators on an ongoing basis.

C.4 Expected Results

The contractor will measure the results to be achieved by using a combination of process and impact indicators. At the end of two years, the contractor will be assessed based on the following targets:

1. All of the NGOs will have received targeted technical support for capacity development and institutional strengthening (Disaggregated by types of institutional strengthening);

2. All of the targeted NGOs will have met their annual proposed benchmarks for specific categories of organizational capacity development, using organizational capacity assessment tools as a reference;

3. All of the targeted NGOs will have a functional financial management system defined by the following: expenditure tracking; annual budget; revenue projections; standard accounting practices;

segregation of duties; checks and balances; filing system; invoices/receipts purchase orders.

4. All of the targeted NGOs will have a long-term business plan that will chart a path toward sustainability, including indentifying other funding sources or sources of revenue.

C.5 Deliverables

The following deliverables are indicative of what needs to be included in the deliverable plan. A milestone plan and a timeframe for deliverables should be included in the proposed management plan.

• Results of the diagnostic assessments

• Capacity building plans for each NGO, including training plans

• Monitoring and Evaluation plans for each NGO

Details of the deliveranles are included in section F.2 of this RFP to capture further aspectos of the program.

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 Task Order, 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 Strategy and Marking Plan

As part of USAID’s branding initiative, marking and branding requirements became effective on December 13, 2005 with the Acquisition & Assistance Policy Directive-AAPD 05-11- “Marking Under Assistance Instruments.” This was followed by the January 2, 2006 publication of 22 CFR 226 of the Federal Register, “Administration of Assistance Awards to U.S. Non-Governmental Organizations;

Marking Requirements.”

On January 10, 2007 policy revisions were issued for assistance instruments along with guidance for contracts (acquisitions) in the revised ADS Chapter 320, “Branding and Marking.”

For contracts (acquisitions) during the pre-award period, the USAID Activity Manager prepares the Branding Strategy for inclusion in the Request for Proposal or Request for Task Order Proposal, and offerors respond by preparing the Branding Implementation Plan (BIP) and Marking Plan.

A Branding Strategy describes how an activity is named, communicated to beneficiaries, and promoted in the host country and must be consistent with the regulatory requirements set out in all policy directives noted above.

A Marking Plan details what activity or materials will bear the USAID Identity and also must conform to the aforementioned policy directives.

Prospective contractors may request exceptions (programmatic in nature) in their Marking Plans as per the guidance provided. In the event of unanticipated safety, security or political concerns etc., the Mission’s Principal Officer may waive marking requirements.

All Branding Implementation Plans will be reviewed by the Contracting Officer and other USAID employees for adequacy. Following completion of the review, USAID/Ethiopia will negotiate any required changes, approve, and include the Strategy and Plan as part of the acquisition award.

Failure to submit or negotiate an acceptable Branding and Marking Strategy (or BIP) will result in that bidder becoming ineligible for award. Any estimated costs associated with branding and marking, if approved, will be included in the Total Estimated Amount of the award.

Marking Plan Guidance: The MP developed by the contractor should enumerate the public communications, commodities, program materials, or other items which will visibly bear or will be marked with the USAID Identity. All program materials, including press releases, reports, training manuals, invitations, banners, and training agendas, should be marked with the USAID Identity (which consists of the USAID logo and the line “From the American People”) in compliance with the color and other standards set forth in the USAID Graphic Standards Manual (See: http://www.usaid.gov/policy/ads)

All Identities/Logos should be roughly the same size and prominence. In addition, the MP must address, specifically, how its reports or other publications, press releases, training manuals, and program-related events (trainings, press conferences, etc.) will display the USAID Identity.

The Contractor can download Graphic Standard Manuals from the following link to be used as the Marking guideline for the contract: http://www.usaid.gov/branding/USAID_Graphic_Standards_Manual.pdf. Additional information on Marking requirements can also be obtained from this link http://www.usaid.gov/branding/acquisition.html. Please contact the USAID/Ethiopia Contracting Officer Representative (COR) in the event that you have been unable to download the document.

[END OF SECTION D]

http://www.usaid.gov/policy/ads http://www.usaid.gov/branding/USAID_Graphic_Standards_Manual.pdf 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

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1) DATE

52.246-4 Inspection of Services – Fixed Price. (AUG 1996)

E.2. Inspection and Acceptance

USAID inspection and acceptance of all services, reports and other required deliverables or outputs under this proposed contract shall take place at Addis Ababa, Ethiopia or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The contracting officer’s technical representative (COR) listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3. Performance Standards

In accordance with FAR 42.15 and corresponding USAID procedures, the Contractor’s performance will be evaluated annually and at contract completion, utilizing the performance standards.

Evaluation of the Contractor's overall performance in accordance with the performance standards shall be conducted jointly by the COR and the Contracting Officer, and shall form the basis of the Contractor's permanent performance record with regard to this contract.

[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 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

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER Alternate I (APR 1984) AUG 1989

F.2 Deliverables and Performance Requirements

The contractor will be expected to come up with measurements of deliverables listed herein and also propose a delivery date for delivering each of the items to USAID/Ethiopia.

Deliverable Measurement Period

Contractor’s M&E Plan

Contractor’s Branding and Marking Plan

Contractor’s Implementation Plan

Diagnostic assessment tool presented to USAID/Ethiopia for approval

Results/Reports of the diagnostic assessment for all beneficiary NGOs

Capacity Building Plans for each beneficiary NGO

Training materials

Plans for technical assistance submitted for approval

Initial training and technical assistance

. Monthly updates Each Month

. Quarterly reports

. Annual Reports

. Close-out plan

. Final report

F.3 Period of Performance

The period of performance for this Contract is for two year base period and three one year options. (the dates will be specified at contract award).

F.4 Place of Performance

The place of performance under this contract is throughout a number of regions in Ethiopia.

F.5 Reporting Requirements

F.5.1 Progress Reports

The contractor is required to provide monthly update in written form for COR on the last three working days of each month to track beneficiary NGO’s progress. Quarterly reports are also required to be submitted to the COR 15 days after the end of each quarter. Annual reports are also required to be submitted to the COR 30 days after the end of each year. If the contract lasts for only two years, a final report is required due 45 days after the end of the contract.

F.5.2 Financial Reports

Quarterly financial reports in English will be due at the 30th day after the end of each quarter.

Expenditures will be broken out by component. Financial report must also provide information on how the level-of-effort of human resources (permanent staff, STTA, local hires) was allocated across results.

Financial projections for the following quarter will also be included. Financial reports may also be submitted in conjunction with progress reports by the dates established for these above.

F.6 Authorized Work Day / Week

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

F.7 Personnel Requirements

The contractor has the ultimate responsibility for managing the contract, for achieving the performance results in the activity areas, and for determining the appropriate staffing pattern in support of its technical approach. Interested offerors must assemble a team with the required knowledge and experience in the components mentioned above. The team should be a combination of local and/or expatriate staff with proven experience, preferably in Ethiopia and supplemented by strong local and/or international short-term consultants. Staff should include personnel who have a demonstrated ability to work in the local languages and cultures.

The contractor should assemble and deploy for the life of the project, a team of up to 2 long-term local and/or expatriate professionals. The contractor may also budget for an appropriate level of local and home office support. For illustrative purposes, the team could be composed of a chief of party and a monitoring and evaluation manager.

F.7.1 Qualifications of Key Personnel

The contractor will identify, by name, the key management and technical personnel who will work under this contract. Substitutions of key personnel shall be made only as directed by the Key Personnel clause in section F.

a. Chief of Party

The chief of party will be responsible for technical leadership and administrative oversight of the project and will serve as the principal institutional liaison to USAID.

• S/he must have a master’s degree in management, international development or related field.

• S/he must have with a minimum of 10 years professional experience in international development, with 5 years in a developing country and at least 5 years of management experience.

• S/he must have demonstrated capabilities in institutional capacity development, high-level strategic visioning and leadership and experience in working effectively with local civil society organizations and with USAID or other development partners.

• S/he must have proven exceptional leadership in the design, management, implementation, monitoring and evaluation of similar-sized international donor-supported programs, with skills in strategic planning, management, supervision and budgeting, and preferably must have experience in managing complex activities involving coordination with multiple program partner institutions.

• S/he must have strong communication skills, including interpersonal and in written and oral

English, to fulfill the diverse technical and managerial requirements of the program and to effectively coordinate with a wide range of stakeholders. S/he must have the proven ability to develop and communicate a common vision among diverse partners and the ability to lead multidisciplinary teams.

b. Monitoring and Evaluations Manager

The M&E Manager will be responsible for developing, implementing, and overseeing the performance management and reporting system, including preparing and updating the PMP, ensuring the accuracy and effectiveness of calculation methodologies using in the PMP, establishing data collection and management systems, coordinating with organizations, providing performance data, ensuring data integrity, verifying data, preparing and submitting in a timely manner all required performance reports to USAID.

• Advanced degree in M&E, public policy, economics, business, international cooperation/international development, or a related field (required)

• 10 years of experience managing M&E for large-scale international development operations, including experience designing and implementing M&E results frameworks; developing PMPs, work plans and indicators, monitoring on-going programs for USAID or other large donor organizations.

[END OF SECTION F]

SECTION G: CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 Documentation for Payment (Nov. 1998)

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The Contracting Officer Representative (COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034 –Public Voucher for Purchases and Services Other Than Personal. Each voucher shall be identified by the appropriate USAID contract number, in the amount of dollar expenditures made during the period covered.

(1) The SF 1034 provides space to report by line item for products or services provided. The form provides for the information to be reported with the following elements:

(2) The fiscal report shall include a certification, signed by an authorized representative of the Contractor, as follows:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.

BY:______________________________________

TITLE:___________________________________

DATE: ___________________________________

(b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this contract. Local currency will be provided to the Contractor in accordance with written instruction provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions shall be provided to the Contractor’s Chief of Party and to the Contracting Officer. The costs of bonding personnel responsible for local currency are reimbursable under this contract.

Total Expenditures [Document No.:xxx-xxx-x-xx-xxxxx]

Line Item Description Amt. Vouchered To Date Amt. Vouchered This Period

001 Product/Service Description $xxx.xx $xxx.xx

002 Product/Service Description $xxx.xx $xxx.xx

Total $xxxx.xx $xxxx.xx

(c) Upon compliance by the Contractor with all the provisions of this contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.

(d) The Contractor agrees that all approvals of the Mission Director and the Contracting Officer which are required by the provisions of this contract shall be preserved and made available as part of the Contractor’s records which are required to be presented and made available by the clause of this contract entitled “Audit and Records – Negotiation”.

G.2 Administrative Contracting Office

The Administrative Contracting Office is Office of Acquisition and Assistance, USAID/ Ethiopia, which can be contacted at the following addresses:

USAID/Ethiopia Office of Acquisitions and Assistance USAID-Ethiopia US Embassy Addis Ababa, Entoto Street, P. O. Box 1014, Addis Ababa, Ethiopia

G.3 Contracting Officer’s Technical Representative (COR)

The contracting officer’s technical representative (COR) will be appointed by the Contracting Officer through a separate COR designation letter, a copy of which will be provided to the contractor. The COR will be located at the following address:

USAID/Ethiopia Democracy and Governance (DG) Office USAID-Ethiopia US Embassy Addis Ababa, Entoto Street, P. O. Box 1014, Addis Ababa, Ethiopia

G.4 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 drawings, specifications, or technical portions of the work statement;

(3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered.