SOL-685-15-000049_M E_RFP_FINAL.pdf

REQUEST FOR PROPOSAL (RFP)

ISSUANCE DATE:

May 26, 2015

PREPROPOSAL CONFERENCE: June 1, 2015; 13:00 PM, Dakar Local Time

DEADLINE FOR RECEIPT OF

QUESTIONS:

June 5, 2015; 13:00 PM, Dakar Local Time

RESPONSES TO QUESTIONS/RFP

AMENDMENT:

June 12, 2015

RFP CLOSING DATE: June 26, 2015; 13:00 PM, Dakar Local Time

SUBJECT: USAID/Senegal Mission-Wide Monitoring and Evaluation Project

REFERENCE: RFP No. SOL-685-15-000049

Dear Prospective Offerors, The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Senegal mission (USAID/Senegal) seeks proposals from qualified organizations interested in providing technical services for the project titled “USAID/Senegal Mission-Wide Monitoring and Evaluation” as described in the attached solicitation.

USAID conducts this procurement through full and open competition, for which Federal Acquisition Regulations (FAR) Part 15 procedures for contracting by negotiation and trade-off process will apply. All types of organizations are eligible to compete under this RFP.

The USAID/Senegal mission intends to award a cost-reimbursement, cost-plus-fixed-fee (CPFF) completion type contract per FAR 16.306(d)(1) for a period of five years – a three year Base Period and one two year Option Period – under this contract from the date of award with an estimated cost, subject to the availability of funds, ranging between $17,500,000 – $20,500,000. The total estimated cost for the Base Period and Option Period are as follows:

Base Period is estimated between $11 million (M) to $13.5M over three years Option Period is estimated between $6.5M to $7M

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

USAID encourages the participation to the maximum extent possible of small business concerns in this activity as a prime or subcontractor. USAID also encourages proposals that include partnerships of teams – prime and subcontracotrs – with regional or local partners.

To facilitate a prompt response, all questions and requests for clarification concerning this solicitation must be submitted electronically by the due date indicated above to

USAID/Senegal Mission-Wide Monitoring and Evaluation Project Solicitation No. SOL-685-15-000049 me_senegal@usaid.gov. If substantive questions are received which affect the response to the solicitation, or if changes are made to the closing date and time, as well as other aspects of the RFP, USAID will amend this solicitation. The amendments made will be issued and posted on the Governmentwide point of entry (GPE), the Federal Business Opportunities (FBO) website, located at http://www.fedbizopps.gov. Offerors are strongly encouraged to check the FBO website periodically as acknowledgement of any such amendments is required to accompany the Offeror’s proposal.

When submitting requests for clarification please make reference to the specific RFP as follows:

SUBJECT: SOL-685-15-000049 USAID/Senegal Mission-Wide Monitoring and Evaluation Project

REFERENCE: SOL-685-15-000049 Section ___, paragraph ___, page ___

It is the responsibility of the recipient of this solicitation to ensure that the RFP has been downloaded and received in its entirety, including subsequent solicitation amendments, if any.

USAID/Senegal bears no responsibility for data errors resulting from download, transmission, or conversion processes. Furthermore, Offerors are advised to read the solicitation carefully. Block 12 of Standard Form (SF) 33 of this RFP requires that offers remain valid for 180 calendar days from the closing date.

Preproposal Conference

USAID intends to hold a preproposal conference per FAR 15.201(c) in Dakar, Senegal at Embassy of the United States Dakar, Senegal on June 1, 2015 at 13:00 PM (Dakar local time) to address any questions concerning this RFP. Please email me_senegal@usaid.gov with attendee’s full name, title, and contact number by May 29, 2015 to indicate planned attendance at the preproposal conference.

Additionally, questions may be submitted in writing before the conference via email to me_senegal@usaid.gov.

Proposal Due Date

All questions or requests for clarification must be received by June 5, 2015 no later than 13:00 PM (Dakar local time) and to the following email address: me_senegal@usaid.gov. Offerors must NOT submit questions to any other USAID staff, including the technical office.

Proposals are due by June 24, 2015 by 13:00 PM (Dakar local time). Late proposals will be handled per FAR 52.215-1. ONLY ELECTRONIC SUBMISSION will be accepted for receipt of this solicitation. Faxes are not acceptable.

Proposals must be submitted as follows per RFP Section L.3 below. An electronic copy of the technical proposal in Microsoft Word or Adobe Acrobat (i.e., Portable Document Format; PDF) and cost proposal in Microsoft Excel with workable calculations shown in the spreadsheet, printable spreadsheet formatted on letter size paper, and an electronic version of the narrative discussing the costs for each budget line, must be submitted to the following email address:

me_senegal@usaid.gov.

Table of Contents

SECTION A – SOLICITATION, OFFER AND AWARD

PART I – SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 BUDGET

B.4 CONTRACT BUDGET AND TOTAL PRICE

B.5 INDIRECT COSTS

B.6 CEILING ON INDIRECT COST RATES AND FINAL REIMBURSEMENT FOR

INDIRECT COSTS

B.7 COST REIMBURSABLE

B.8 CANCELLATION PROCEDURES

B.9 FIXED FEE – FAR 52.216-8 (JUN 2011)

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

C.2 PURPOSE

C.3 SCOPE

C.4 TECHNICAL REQUIREMENTS

C.4.1 PROGRAM COMPONENTS

C.4.1.1 COMPONENT ONE – PERFORMANCE MANAGEMENT

C.4.1.2 COMPONENT TWO – ACTIVITY/PROJECT/STRATEGY DEVELOPMENT,

ANALYSIS AND REPORTING

C.5 PROGRAM MANAGEMENT

C.6 STAFFING

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

D.2 USAID GRAPHIC STANDARDS MANUAL

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN .. 19

D.4 BRANDING STRATEGY

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING FAR SOLICITATION PROVISION INCORPORATED BY

REFERENCE

E.2 INSPECTION AND ACCEPTANCE

E.3 CONTRACTOR PERFORMANCE EVALUATION

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 AUTHORIZED WORK DAY AND WORKWEEK

F.4 PLACE OF PERFORMANCE

F.5 PERFORMANCE STANDARDS

F.6 REPORTS AND DELIVERABLES OR OUTPUTS

F.7 LANGUAGE OF REPORTS AND OTHER OUTPUTS

F.8 AIDAR 752.7005, SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (SEPT 2013) (Class Deviation OAA-DEV-13-01c)

F.9 PERSONNEL

F.9.1 KEY PERSONNEL

F.9.2 SHORT-TERM TECHNICAL EXPERTISE

F.10 PROJECT EVALUATION

SECTION G – CONTRACT ADMINISTRATION DATA

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

G.2 CONTRACTING OFFICER’S AUTHORITY

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.5 ACCEPTANCE AND APPROVAL

G.6 INVOICES

G.7 PAYING OFFICE

G.8 ACCOUNTING AND APPROPRIATION DATA

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 LANGUAGE REQUIREMENTS

H.2 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.3 TITLE TO PROPERTY

H.4 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

H.5 DISCLOSURE OF INFORMATION

H.6 CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

H.7 AIDAR 752.222-70 USAID Disability Policy (DEC 2004)

H.8 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.9 INSURANCE AND SERVICES

H.10 CONTRACTOR’S USE OF PROJECT VEHICLES AND LIABILITY

INSURANCE REQUIREMENTS FOR PRIVATELY OWNED VEHICLES

H.11 TRAVEL

H.12 AUTHORIZED GEOGRAPHIC CODE

H.13 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.14 REQUESTS FOR CONSENT TO SUBCONTRACT

H.15 PRESS RELATIONS

H.16 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES (JUNE 2012)

H.17 EXECUTIVE ORDER 13224 – EXECUTIVE ORDER ON TERRORIST

FINANCING

H.18 ENVIRONMENTAL COMPLIANCE

H.19 AUTOMATED DIRECTIVES SYSTEM (ADS) 302 SPECIAL PROVISIONS FOR

ACQUISITION

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 SOLCITATION PROVISIONS

I.2 FEDERAL ACQUISITION REGULATION (FAR; TITLE 48 OF THE CODE OF

FEDERAL REGULATIONS CHAPTER 1) CLAUSES

I.2.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

I.2.2 FAR FULL TEXT CLAUSES

I.3 USAID ACQUISITION REGULATION (AIDAR; 48 CFR CHAPTER 7) CLAUSES

I.3.1 AIDAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE ... 57

I.3.2 AIDAR FULL TEXT SOLICITATION PROVISIONS

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS

J.1 LIST OF ATTACHMENTS

J.2 USEFUL LINKS

ATTACHMENTS

ATTACHMENT 1 – LIST OF ACRONYMS AND DEFINITIONS

ATTACHMENT 2 – USAID FORM 1420-17 (04/2007) – CONTRACTOR

BIOGRAPHICAL DATASHEET

ATTACHMENT 3 – SF LLL: DISCLOSURE OF LOBBYING ACTIVITIES

ATTACHMENT 4 – PAST PERFORMANCE INFORMATION

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

K.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

K.2 FAR 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998)

K.3 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (DEC

2014) 69

K.4 FAR 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS

(APR 2010)

K.5 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL

2013) 74

K.6 FAR 52.209-XX REPRESENTATION BY CORPORATION REGARDING A

DELINQUENT TAX LIABILITY OR A FELONY CRIMINAL CONVICTION (Deviation

OAA-DEV-14-02C) (AUGUST 2014)

K.7 52.222.22 – PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

K.8 52.222.25 – AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

K.9 52.225.20 – PROHIBITION ON CONDUCTING RESTRICTED BUSINESS

OPERATIONS IN SUDAN-CERTIFICATION (AUG 2009)

K.10 FAR 52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES

ENGAGING IN CERTAIN ACTIVITIES OR TRANSACTIONS RELATING TO IRAN—

REPRESENTATION AND CERTIFICATIONS (DEC 2012)

K.11 52.230-1 – COST ACCOUNTING STANDARDS NOTICES AND

CERTIFICATION (MAY 2012)

K.12 52.230-7 – PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE

CHANGES (APR 2005)

K.13 INSURANCE – IMMUNITY FROM TORT LIABILITY

K.14 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS

K.15 AUTHORIZED NEGOTIATORS

K.16 SIGNATURE

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS . 83

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

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

L.3 GENERAL INSTRUCTIONS TO OFFERORS

L.4 RESPONSIVENESS TO RFP

L.5 OFFEROR’S RESPONSIBILITIES

L.6 INSTRUCTIONS FOR PREPARATION OF TECHNICAL PROPOSAL

L.6.1 TECHNICAL IMPLEMENTATION

L.6.1.1 EXECUTIVE SUMMARY

L.6.1.2 TECHNICAL APPROACH AND UNDERSTANDING [see Section M.2.1] L.6.1.3 MANAGEMENT APPROACH [see Section M.2.2] L.6.1.4 PAST PERFORMANCE [see Section M.2.3]

L.6.1.5 ANNEXES

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL

L.8 INSTRUCTIONS FOR PREPARATION OF THE BRANDING

IMPLEMENTATION AND MARKING PLANS

L.9 GOVERNMENT OBLIGATION

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL PROPOSAL EVALUATION CRITERIA

M.2.1 TECHNICAL APPROACH AND UNDERSTANDING

M.2.2 MANAGEMENT APPROACH

M.2.3 PAST PERFORMANCE

M.3 COST/BUSINESS EVALUATION

M.4 DETERMINATION OF THE COMPETITIVE RANGE

M.5 SOURCE SELECTION

ANNEX 1: USAID/SENEGAL MISSION-WIDE MONITORING AND EVALUATION

PROJECT TASK LIST

PART I – SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this award is to conduct studies and evaluation activities, including, but not limited to; activity/project design and progress assessments, performance evaluations, baseline data collection, target setting, and statement of work (SOW) development for evaluation activities.

Overall, this award seeks to improve performance management at all levels to help the Mission meet Agency requirements, make better informed strategic and management decisions, and advance Agency learning.

B.2 CONTRACT TYPE

This is a cost-reimbursement, CPFF completion type contract per FAR 16.306(d)(1). For the consideration set forth in the contract, the Contractor must provide the deliverables or outputs described in Sections C and F and otherwise comply with all contract requirements.

B.3 BUDGET

(a) For the five-year contract period, the estimated cost for the performance of the work required hereunder, exclusive of fixed fee, is $TBD. The fixed fee, for the contract period is $TBD. The total estimated cost plus fixed fee is $TBD.

(b) Within the estimated cost plus fixed fee specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee) for performance of the contract period hereunder is $TBD.

The Contractor must not exceed the aforesaid obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract titled “Limitation of Funds”

(FAR 52.232-22).

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

B.4 CONTRACT BUDGET AND TOTAL PRICE

(a) The contract budget found herein is based on the contractor’s original proposal or final proposal revision, which was accepted by USAID through award of this contract.

(b) Without the prior written approval of the Contracting Officer, the Contractor may not exceed the total estimated costs set forth in the budget hereunder or the total obligated amount, whichever is less.

(c) The following itemized budget sets forth the estimates for reimbursement of dollar costs for individual line items of cost, and the fixed fee.

Cost Elements by Components Base Period Option Period

TOTAL

Year 1 Year 2 Year 3 Year 4 Year 5

Component 1 Component 2 Indirect Costs

TOTAL ESTIMATED COSTS

Fixed Fee

TOTAL ESTIMATED COSTS

PLUS FIXED FEE

The Contractor will not be paid any sum in excess of the ceiling price.

B.5 INDIRECT COSTS

The contract clause titled “ALLOWABLE COST AND PAYMENT (June 2011),” FAR 52.216-7, specifies that the indirect cost rates must be established for each of the Contractor’s accounting periods that apply to this contract. Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs must be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

For Prime Contractor:

Description Rate Base Type Period 1/ 1/ 1/ 1/ 2/ 2/ 2/ 2/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

For each major Subcontractor(s):1

Description Rate Base Type Period % 1/ 1/ 1/ % 2/ 2/ 2/ % 3/ 3/ 3/

1/ Base of Application:

Type of Rate:

Period:

1 “Major Subcontractors” are those subcontractors whose proposed cost exceeds 15 percent of the total estimated contract cost.

2/ Base of Application:

Type of Rate:

Period:

3/ Base of Application:

Type of Rate:

Period:

NOTE: The Contractor is allowed to recover applicable indirect costs (i.e., overhead, general and administrative (G&A), etc.) on other direct costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA). Indirect costs shall not be allowed for local organizations. All costs for local organizations shall be budgeted and billed as direct costs.

B.6 CEILING ON INDIRECT COST RATES AND FINAL REIMBURSEMENT FOR

INDIRECT COSTS

(a) For each of the contractor’s accounting periods during the term of this contract, the parties agree as follows:

(1) The distribution base for establishment of final overhead rates is

(2) The distribution base for establishment of final general and administrative (G&A) rates is

(The Offeror having Government approved rates agreement is to complete, subject to negotiations of the ceiling rates)

(b) The Contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the contracting officer.

(c) Reimbursement for indirect costs shall be at final negotiated rates, but not in excess of the following ceiling rates for each fiscal year:

Indirect Cost Type FY 15 FY 16 FY 17 FY 18 FY19 1.

2.

3.

(d) The government shall not be obligated to pay any additional amount on account of indirect costs above the ceiling rates established in the contract. This advance understanding shall not change any monetary ceiling, cost limitation, or obligation established in the contract.

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable must be limited to reasonable, allocable and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), Office of Management and Budget (OMB) Circular A-21 (Cost Principles for Educational Institutions), OMB Circular A-122 (Cost Principles for Non-Profit Organizations), FAR 52.216-7 (ALLOWABLE COST AND PAYMENT), FAR 52.216-8 (FIXED FEE), if applicable, and USAID Acquisition Regulation (AIDAR) 752.7003 (Documentation for Payment).

B.8 CANCELLATION PROCEDURES

As per FAR 17.106-1(c) Cancellation procedures, all program years except the first are subject to cancellation. The cancellation ceiling shall be established below for years two, three, and four of the contract.

Cancellation dates for Years Two, Three, Four, and Five shall be the following:

Contract Year Two: Date TBD, 2016 Cancellation Ceiling: TBD Contract Year Three: Date TBD, 2016 Cancellation Ceiling: TBD Contract Year Four: Date TBD, 2016 Cancellation Ceiling: TBD Contract Year Five: Date TBD, 2016 Cancellation Ceiling: TBD

Cancellation Ceiling:

This is a CPFF type contract where the Contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “ALLOWABLE COSTS AND PAYMENT.” Therefore, the Contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2.

Therefore, the cancellation ceiling for each cancellation date is [TBD].

B.9 FIXED FEE – FAR 52.216-8 (JUN 2011)

For performing this contract, USAID paying office must pay the Contractor a percentage of the fixed fee that directly corresponds to the percentage of allowable costs being paid as specified in the Schedule.

In the event of discontinuance of the work in accordance with the contract clause titled “TERMINATION (COST-REIMBURSEMENT)” (FAR 52.249-6), the fee must be re-determined by mutual agreement equitably to reflect the reduction in the work actually performed. The amount by which such fee is less than, or exceeds, payments previously made on account, the fee must be paid to, or repaid by the Contractor, as applicable.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

USAID’s January 2011 Evaluation Policy increases the rigor with which USAID manages for results, setting higher standards for evaluation practice, reinstating the practice of routine performance evaluation, data driven target setting, and measuring sustainability through impact evaluations. Based on USAID’s tradition of evaluation, this policy recommits USAID to learn as we do, updating our standards and practices to address contemporary needs. With this policy and its requirements in place, USAID/Senegal has recently experienced a surge in evaluations being conducted. Tracking progress, properly reporting on performance, learning from implementation, and wide dissemination of results require tremendous effort to ensure data availability and use. Moreover, in light of USAID Forward principles, the Mission is directly funding partner Government activities (G2G) as well as local organizations. Many of these local organizations lack the skills necessary to effectively and efficiently manage performance and conduct independent evaluation and verification activities.

Performance management is the responsibility of USAID staff, with monitoring of implementation and reporting on results as an essential responsibility of Agreement/Contracting Officer’s Representatives (AORs/CORs), which cannot be delegated. It is recognized, however, that Mission staffing has not kept pace with the increasing evaluation-related requirements. Such an inadequacy created bottlenecks in Mission design and procurement systems to carry out all design, assessment, monitoring, evaluation, studies, and reporting activities with the intended rigor. Therefore, assistance is required to support Mission staff to ensure effective performance management, including collecting, analyzing, interpreting, and communicating results. Assessing performance during an intervention is critical to understanding how USAID/Senegal should correct the course of an award or how to develop future programming. Housing evaluation activities under a single independent mechanism offers a holistic evaluation process with consistent execution. This approach increases the likelihood that, through evaluation, the Mission can more strategically make linkages between activities, better document potential trends, and apply lessons in the design of future programs. The January 2011 Evaluation Policy states that:

(1) all average or ‘big’ projects require at least one performance evaluation;

(2) all “proof of concept” or “pilots” require impact or performance evaluations;

(3) evaluation is required to be embedded in Presidential Initiatives; and

(4) there must be one opportunity for an impact evaluation for each development objective

(DO).

The following situations could also trigger the need for additional evaluations:

(a) Performance information indicates an unexpected result (positive or negative) that should be explained (such as gender-differentiated results);

(b) Informed feedback from customers, partners or others suggests that there are implementation problems, unmet needs, or unintended consequences or impacts;

(c) Issues of sustainability, cost-effectiveness, or relevance have been cited in the portfolio review or Performance Management Plan (PMP) monitoring process; or

(d) The validity of Results Framework hypotheses or critical assumptions are questioned (e.g., due to unanticipated changes in the host country environment).

The Contractor must coordinate with the Program Office to assist technical offices and implementing partners in fulfilling their performance management responsibilities. Any subject-matter experts (SMEs) contracted to provide assistance will work with CORs and AORs, and while carrying out their duties will identify themselves as Contractors rather than USG representatives.

Activities under this contract do not replace on-going M&E activities carried out internally by each implementing partner (IP) – each is responsible for maintaining a robust M&E system that serves as a resource in managing their respective programs over time, and re-calibrating activities to support program objectives during implementation. Evaluation activities conducted under this contract will complement implementing partners M&E processes with a focus on robust performance measurement and reporting of higher-order objectives.

C.2 PURPOSE

The purpose of this award is to conduct studies and evaluation activities, including, but not limited to; activity/project design and progress assessments, performance evaluations, baseline data collection, target setting, and statement of work (SOW) development for evaluation activities.

Overall, this award seeks to improve performance management at all levels to help the Mission meet Agency requirements, make better informed strategic and management decisions, and advance Agency learning.

C.3 SCOPE

The Contractor must provide selected services to the Mission’s Program and Technical Offices, including the Sahel Resilience; Economic Growth; Health, Population, and Nutrition; and General Development (i.e., Education, and Democracy and Governance). This contract will provide USAID/Senegal with flexible, demand-driven, technical, analytic, evaluation, and related support services for performance management and activity/project/strategy design, as summarized below:

Performance Management: Support implementation of the Mission’s M&E procedures and programs. Support services would include assisting the Mission with evaluations, including impact evaluations which require a rigorous research approach.

Activity/Project/Strategy Development: Provide the Mission’s Program and Technical Offices with activity/project/strategy development assistance including:

1) sector, geographic, and needs assessments;

2) topical and geographic research relating to development;

3) baseline data collection;

4) local institutional capacity assessments;

5) indicator and log frame development assistance;

6) PMP development; and

7) other project development design assistance as required.

C.4 TECHNICAL REQUIREMENTS

C.4.1 PROGRAM COMPONENTS

The program’s objective to conduct studies and evaluation activities will be conducted through two key components:

Component 1 – Performance Management; and Component 2 – Activity/Project/Strategy Development

C.4.1.1 COMPONENT ONE – PERFORMANCE MANAGEMENT

Support implementation of the Mission’s M&E procedures and program, including:

1) evaluations (including impact evaluations requiring a rigorous research approach); and

2) other performance management related tasks as required.

Task 1: The Contractor must provide assistance in planning evaluations and performance assessments of all types, including support for developing detailed statements of work for evaluations/assessments for USAID approval. Evaluations must conform to USAID’s evaluation policy.

The Mission plans to conduct, approximately 38 studies, evaluations or assessments (see attached table Annex 1) over the 2015 – 2020 period, of which 5 – 6 are expected to be impact evaluations, requiring a rigorous counterfactual analysis. These evaluations should not only meet the criteria established in Appendix 1 of USAID’s Evaluation Policy (see attached table Annex 2), but also any additional guidance or technical documents recommended by USAID. In addition to the evaluation work that is required by policy, USAID/Senegal may prioritize other evaluations, on a select basis.

Task 2: The Contractor must conduct performance evaluations of USAID activities and programs to assess impact on beneficiaries, communities and local organizations (including baseline surveys, mid-term, final, impact, and post-hoc evaluations), and provide other information in accordance with USAID policy. For impact evaluations, the Contractor must collect baseline data and assist technical offices to identify and collect data on a control group prior to project initiation. The Contractor must conduct evaluations for USAID/Senegal according to a schedule established in annual work plans approved by USAID and maintained by the Program Office. All evaluations must comply with Automated Directives System (ADS) 203.3.2 and the latest USAID Evaluation Policy.

The Contractor must hire short-term technical assistance (STTA) consultants with the necessary skills and experience in the area of expertise needed to conduct these evaluations. These consultants will be used to form evaluation teams led by a designated team leader. The Contractor must facilitate presentations to the Mission, governments of Senegal and other countries in the region, and other donors and partners on the findings, as well as solicit feedback on recommendations; and finalize the report in coordination with the Program Office and the appropriate technical office team.

Evaluation reports must be provided in English and French. Upon approval of the final evaluation report, the Contractor must ensure that the report is submitted to the Development Experience Clearinghouse (DEC) – http://dec.usaid.gov within ninety days of completion per ADS 203 and

USAID’s Evaluation Policy. Offerors are strongly encouraged to draw on local consultants, firms, and entities in the conduct of this task.

The 5 – 6 High Impact Evaluations or Population Based Survey’s to be carried out under this award must meet strict criteria for reliability and validity, including use of control groups, statistical sampling to allow data reliability at the village (for Economic Growth), or commune (for Health and Education) level, development of rigorous questionnaires, conduct in multiple local languages and result in publicly available searchable data. For Economic Growth it is expected that evaluations of this nature will cover approximately 50 percent of the national territory, 14 administrative departments (+/– 250 villages) across the country, household level surveys, with a 5 – 10 percent sample depending on village size and project parameters. For Health and Education it is expected that evaluations of this nature will cover approximately 60 percent of the national territory, 14 administrative departments (+/– 250 villages) across the country, health clinic or school level surveys, with a 5 – 10 percent sample depending on village size and project parameters. A local sub-award is required for this element of task two, to the Gaston Berger University of Senegal, to ensure maximum local context awareness, and strengthen existing local institutional capacity for population based survey methods.

C.4.1.2 COMPONENT TWO – ACTIVITY/PROJECT/STRATEGY DEVELOPMENT,

ANALYSIS AND REPORTING

Support high quality activity, program, and strategy development through:

1) conduct of sector, geographic, and needs assessments;

2) conduct of topical and geographic research relating to development;

3) collect baseline data and assist with target setting;

4) local institutional capacity assessments;

5) indicator and log frame development assistance;

6) PMP development;

7) supplementary analysis of existing USAID, academic, or government source data; and

8) other project development design, oversight and reporting assistance as required.

USAID/Senegal manages a bilateral portfolio of approximately $100M annually, managed under four Development Objectives (i.e., Economic Growth, Health, Education and Democracy and Governance). (See Useful Links under Section J for background on USAID/Senegal’s assistance portfolio) A Sahel Resilience Office forms part of the Mission, supporting work in Niger, Burkina Faso, Chad and Mauritania), with a total budget of approximately $40M annually, excluding Food for Peace (FFP) and Office of Foreign Disaster Assistance (OFDA) activities. The Program Office and Mission technical offices are currently in the process of designing new programs to meet Senegal’s and other countries in the region transitional and development needs over the coming years. In support of this ongoing Project/Program Design effort, USAID/Senegal will require assistance to implement studies for new projects/programs. The analyses, studies, etc. will include, but not be limited to broad policy and strategic issues, such as institutional development, mainstreaming gender in development assistance, benefit sustainability, technology transfer, information technology and innovation, policy dialogue, private sector development, or public-private partnerships. Overall, the Contractor must perform political, economy, institutional analyses, sustainability, among other analyses related to planning and achieving USAID development results in the Sahel. Offerors are strongly encouraged to draw on local consultants, firms, and entities in the conduct of this task.

Task 3: The Contractor will conduct approximately 31 studies, surveys, data analyses, assessments (i.e., gender, poverty, youth, geographical, sectoral, governance, climate change, environmental impact, etc.), reports or stakeholder consultations necessary to inform the development of strategies, projects or activities. (see attached table Annex 1) These studies, assessments or reports may include research on a particular sector within Senegal or within the region, or they may comprise more comprehensive data collection or survey efforts that serve the programming needs of USAID/Senegal. The studies, assessments or reports may also explore or examine issues of internal interest to analyze and report on the overall data trends; economic, political, and demographic trends; constraints, needs, and opportunity analysis; or conduct specific studies and data analysis on the operating environment for development results.

C.5 PROGRAM MANAGEMENT

The Contractor must work collaboratively with the COR to develop the required annual work plans and progress reports. This includes cost and quality controls under this contract. Technical requirements and tasks will be based on the Contractor’s proposed work plan, as amended during discussions with USAID/Senegal. The USAID/Senegal Program Office will manage this contract with technical input from Mission’s technical teams.

The Contractor must discuss activity performance, monitoring, and evaluations only with USAID staff, unless otherwise directed by the COR. The Contractor must make recommendations and observations for USAID program improvements, but solely to USAID and not to implementing partners.

The Contractor staff must not make directives or recommendations directly to implementing partners. Any assistance in design efforts will be considered procurement sensitive, and the Contractor may be precluded from of any related procurements.

The Contractor must establish an in-country presence and support center for all work performed under this contract. The support center will manage the staffing, logistics, security, administrative, financial, and reporting tasks that will be required under this contract.

The Key Personnel shall provide in-country management and ensure that the requirements articulated in this SOW are fully met. Project management is expected to include cost and quality control of all tasks and assignments undertaken to achieve the objectives of this contract. Key Personnel or other proposed technical staff should reflect significant experience and success in dealing with the activity areas identified by this statement of work, such as performance management, evaluation design, empirical and statistical analysis, environmental compliance, and program management.

C.6 STAFFING

The Contractor must recruit, mobilize, manage, and monitor the performance of all personnel funder this contract.

(a) The Contractor must furnish the following Key Personnel to perform this contract:

Chief of Party (COP)/Director (internationally-hired expatriate); and Senior Evaluation Specialist (locally-hired Senegalese or third-country national (TCN))

(b) The Key Personnel specified above are considered essential to the work being performed hereunder. The Contractor must immediately notify both the COR and Contracting Officer reasonably in advance and submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the program impact prior to replacing any of the specified individuals. The Contractor must not replace any Key Personnel without the written consent of the Contracting Officer.

NOTE: Contracting Officer approval is not required for non-Key Personnel, unless their rates exceed the ceiling rates for the local compensation plan for cooperating country national (CCN) personnel.

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

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

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

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

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

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

D.2 USAID GRAPHIC STANDARDS MANUAL

Marking shall comply with the USAID ‘Graphic Standards Manual’ available at www.usaid.gov/branding or any successor branding policy.

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

Branding and Marketing under this contract must comply with the branding and marking requirements under USAID Automated Directives System (ADS) Chapter 320, specifically 320.3.2 http://www.usaid.gov/policy/ads/300/320.pdf, or any successor branding and marking policy. The Contractor must comply with AIDAR 752.7009 Marking, when applicable. The Contractor’s final branding strategy and marking plan must be submitted within 30 days of Award.

D.4 BRANDING STRATEGY

Name of the Project: “USAID/Senegal Mission-Wide Monitoring and Evaluation Project”

How materials and communications will be positioned: The project will be positioned as being owned, operated and managed by USAID and as being “made possible by the American People,” which may be translated into local languages as appropriate.

Desired level of visibility: The Contractor must ensure that the project, as well as the fact that it is made possible by the American people through USAID, receives broad visibility amongst its beneficiaries and their communities, counterparts, and the general public with a focus on host government of each country, community leaders, and students. The Contractor may identify additional groups/sub-groups of target audiences for project’s public communications, in consultation with USAID. The Contractor must ensure high levels of visibility for the project in each country and must integrate suitable communication and outreach as an intrinsic part of the policy reform.

Exceptions: Exceptions and waivers to USAID marking requirements may be granted in accordance with ADS 320.3.2.5, “Exceptions to Contract Marking Requirements,” and ADS 320.3.2.6, “Waivers to Contract Marking Requirements.”

Other organizations to be acknowledged: Where appropriate and applicable, the branding may acknowledge the cooperation and participation of other organizations deemed as partners of an event or deliverable.

[END OF SECTION D]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING FAR SOLICITATION PROVISION INCORPORATED BY

REFERENCE

The solicitation provision pertinent to this section is hereby incorporated by reference (by Citation Number, Title, and Date) per the provision at FAR “52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE” under Section I of this solicitaiton. The solicitation provision full text may be accessed electronically at this address:

http://www.acquisition.gov/far/

NUMBER TITLE DATE

52.246-5 INSPECTION OF SERVICES – COST-REIMBURSEMENT (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

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

USAID/Senegal Embassy of the Undited States Dakar, Senegal Route des Almadies

BP 49

Dakar, Senegal or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR has been delegated authority to inspect and accept all services, reports and required deliverables or outputs. The COR may inspect and accept all services, reports and required deliverables or outputs if specified in the contract:

E.3 CONTRACTOR PERFORMANCE EVALUATION

The COR and the Contracting Officer will jointly conduct evaluation of the Contractor’s overall performance, which will form the basis of the Contractor’s permanent performance record with regard to this contract as required under the FAR 42.15 and AIDAR 742.15.

During the period of performance, the USAID COR will conduct periodic performance reviews to monitor the progress of work and the achievement of required results under this contract. A variety of mechanisms will be used to monitor the progress and success of this award and the Contractor’s performance in achieving agreed results including:

Monthly meetings with USAID;

Review of Contractor’s scheduled reports (which include updates to the Work Plan, fiscal expenditures and accruals, progress reports, consultancy reports, etc.);

Host government official and other counterparts feedback;

USAID personnel site visits;

Periodic impact assessments and evaluations;

Regular planning meetings between USAID and the Contractor to finalize annual work plans or identify emerging priorities requiring attention; and Coordinating committee meetings with USAID, the Contractor, the host government officials, and other stakeholders as agreed.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

The solicitation provisions pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) per the provision at FAR “52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE” under Section I of this solicitaiton. The solicitation provisions’ full text may be accessed electronically at this address:

http://www.acquisition.gov/far/

NUMBER TITLE DATE

52.242-15

STOP-WORK ORDER (AUG 1989)

ALTERNATE I (APR 1984)

F.2 PERIOD OF PERFORMANCE

The estimated period of performance for this contract is five years from the effective date of this contract, but may be amended at USAID’s discretion.

F.3 AUTHORIZED WORK DAY AND WORKWEEK

The Contractor will normally be expected to work five-day workweeks. Short-term consultants, who are assigned to the contract for less than 120 days at a time, are authorized to work a six-day workweek. No overtime or premium pay is authorized under this contract.

F.4 PLACE OF PERFORMANCE

The place of performance will be the Republic of Senegal and other West Africa countries with satellite Offices operating under the auspices of USAID/Senegal (i.e., Guinea, Niger, Burkina Faso, Mauritania and Chad).

F.5 PERFORMANCE STANDARDS

As per FAR 42.15 and corresponding procedures, the COR and the Contracting Officer will jointly conduct evaluation of the Contractor’s overall performance, which will form the basis of the contractor’s permanent performance record with regard to this contract per FAR 42.15 and AIDAR 742.15.

The following general performance standards will be included as the basis of the performance evaluation:

Quality;

Schedule;

Cost Control;

Business Relations; and Management of Key Personnel.

F.6 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to the requirements set forth for submission of reports per AIDAR 752.242-70, “PERIODIC PROGRESS REPORT (OCT 2007),” the Contractor must submit the following reports and outputs to the COR as specified under Section G.3 below.

1. Reports

The Contractor must submit the following reports to the USAID/Senegal COR – or his or her designee – electronically using either the Microsoft Word, Excel, or PowerPoint applications. All reports must be written in plain, grammatically correct English. All reports are subject to approval by the USAID/Senegal COR. Written reports will be in the form of regular reports (as described below) as well as ad hoc written reports for which content and length will be determined jointly by the USAID/Senegal COR and the Contractor.

The table below provides a schedule of required reports or plans to be submitted:

Deliverable Delivery Date Initial Work Plan (covers period from award date through September 30, 2016) Due 90 days after contract award

Management and Procurement Plan Due 45 days after contract award Assessment and Evaluation Plan Due 45 days after contract award Implementation Plan Due 60 days after contract award

Bi-weekly Updates Due the 2nd and 4th Thursday of every month

Annual Work Plan for FY 2014 – FY

Due October 15 of each year

Quarterly Progress Report Due 30 days after end of reporting quarter Annual Reports Due 30 days after reporting year

Quarterly Accruals Report Due 14 days prior before the end of each quarter

Draft of Final Report Due 45 days before end date of contract Final Report Due 60 days after end of contract

Below please find more detailed information regarding the aforementioned reports or plans above:

a. Work Plans:

The work plan must describe how the Contractor intends to organize work, both overall and by objectives. Since the work plan must reflect the needs of the USAID/Senegal, the Contractor must consult with the COR, who will link the Contractor to other USAID staff as necessary for the purposes of consulting on work plan development. The Contractor may, in addition, propose other methods for obtaining USAID inputs to the work planning process.

The annual work plan must contain the following elements:

(a) specific evaluations and studies to be accomplished under each of the objectives;

(b) inputs and level of effort (LOE) required;

(c) a due date for each finalized SOW for activities covered by the workplan

(d) a flow chart that sets out all evaluations and studies to be completed, individual responsibilities for task completion, task durations, and critical paths for task completion; and

(e) a detailed budget with projections of costs for carrying out planned activities

USAID will develop submission and approval processes with the Contractor during the start-up phase of the project to provide final guidance. It is expected that the initial work plan is due within 90 days after signing the contract.

Subsequent annual work plans will be presented on September 1st each year to cover the forthcoming fiscal year (October 1 – September 30).

b. Activity Reports:

The Contractor must prepare and disseminate Activity reports as directed in the work plan or otherwise by the COR for each evaluation, analysis, study, assessment, etc. Each Activity report must carry its own separate SOW and delivery timeline. These Activity reports will be due the dates by which the final deliverables are expected, according to plans for each activity. Both the COR and the Contractor will agree to the SOW, in advance of any work taking place.

SOWs will be drafted by the Contractor and provided to the COR for comment no later than three months before the onset of planned work. Specific reports and other deliverables, including, but not limited to the following, will be defined during work planning process.

(a) USAID-approved SOWs scheduled for implementation;

(b) Completed evaluation reports submitted to the DEC. Each evaluation will be documented in a written report. A draft report will be provided to the Mission to allow for comments or inquiries, and a final report will follow. In compliance with ADS 203 and USAID’s Evaluation Policy, the report is submitted to the DEC within ninety days of completion. It is expected that the Mission will seek to incorporate recommendations or findings from the evaluation reports into future programming;

(c) Analytical and study reports informing of trends of the country context.

Each analysis or study will be documented in a written report. A draft will be provided to the Mission to allow for comments or inquiries, and a final report will follow. It is expected that the study results will inform of operating environment parameters; or

(d) Completed assessment reports informing the design processes. Each assessment will be documented on a written report. A draft will be provided to the Mission to allow for comments or inquiries, and a final report will follow. It is expected that the assessments will guide future design.

c. Quarterly Reports

The Contractor must provide USAID a concise quarterly report on or before April 15th, July 15th, October 15th, and January 15th of each year following the issuance of this contract. Each quarterly report will summarize the country situation; program highlights, achievements, and major activities; budget information (including amounts obligated, Contractor funds obligated to program and grant activities, and funds disbursed); summary of grant implementation and appraisal; problems encountered and proposed remedial actions.

d. Quarterly Financial Reports

The Contractor must submit to the COR a financial report detailing actual costs against line items of the contractor’s approved budget. As part of that report, the Contractor must submit estimated accruals. This report is due to the COR within 30 calendar days of the three-month periods ending on March 31st, June 30th, September 30th, and December 31st.

e. Annual Reports The Contractor must submit a concise annual report on or before November 15th of each year (due within 45 calendar days of the end of each fiscal year), reporting on activities conducted during the prior fiscal year. This will include progress of major activities; problems encountered and proposed remedial actions. Depending on the timing of the award of this contract, this could be instead of the fourth quarterly report but must cover the topics/format of the quarterly report at a minimum. USAID will work with the Contractor to agree upon a reporting format, including special information to be presented in annexes of this report serving as a tool by which USAID/Senegal monitors the performance of the Contractor. Final details on the format of this report shall be developed in consultation with USAID upon award of the contract.

f. Closeout Plan Three months prior to the completion date of the contract the Contractor must submit a close-out plan to the CO and COR. The close-out plan must include, at a minimum, an illustrative property disposition plan; a plan for phase out of operations; a delivery schedule for all reports or other deliverables required under the contract; and a time line for completing all…