SOL-687-16-000013_HayTaoRFP-FINAL_9.19.16.pdf

Request for Proposal (RFP) SOL-687-16-000013

Hay Tao Program

Date Issued: September 19, 2016

Questions due date: September 28, 2016, Questions due Time: 5:00 PM Local Antananarivo Time Closing Date: October 31, 2016 Closing Time: 5:00 PM Local Antananarivo Time

SUBJECT: Request for Proposals (RFP) No.: SOL-687-16-000013

REFERENCE: Hay Tao (Enhanced Enabling Conditions for Biodiversity Conservation) Program

The U.S. Agency for International Development (USAID) is seeking proposals from qualified organizations interested in providing technical assistance and services as described in the attached solicitation.

This procurement will be conducted through full and open competition, for which the procedures for

“contracting by negotiation, trade-off process” as set forth in the Federal Acquisition Regulation

(“FAR”) Part 15 will govern.

USAID/Madagascar intends to award a cost-plus-fixed-fee (CPFF) completion type contract for a period of five (5) years from the date of award. The cost range is $20-25 million. . The most effective approach for achieving the expected results is encouraged and the award will be made to the offeror whose proposal offers the best value to the Government considering technical and cost factors (see

Section M) of the solicitation.

Offerors are encouraged to read the entire solicitation. Pay special attention to Section L –

Instructions to Offerors and Section M – Evaluation Criteria. Offerors must comply with FAR Clause

52.204-7, System for Award Management and adhere to the requirements set forth in Section K –

Representations, Certifications, and Other Statements of Offerors.

Amendments to this solicitation will be made available through the Government homepage at http://www.fbo.gov. It is the offeror’s responsibility to check this site periodically for official updates and amendments to the solicitation. This solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any costs incurred in the preparation and submission of a proposal in response hereto. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals. Furthermore the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

By email only, please submit all questions and requests for clarifications about this RFP no later than the deadline above to the following Agency points of contact: ssolofonirina@usaid.gov and spervaiz@usaid.gov; include the RFP number in the email subject line.

Sincerely, /S/

Michael Ashkouri, Esq.

Supervisory Regional Contracting Officer http://www.fbo.gov/ mailto:proposals@usaid.gov mailto:mkanjee@usaid.gov

Contents

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

B.2 CONTRACT TYPE AND SERVICES

B.3 ESTIMATED COST AND FIXED FEE AND OBLIGATED AMOUNT

B.4 INDIRECT COSTS

B.5 COST REIMBURSABLE

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D – PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

D.2 BRANDING POLICY

D.3 BRANDING STRATEGY

SECTION E – INSPECTION AND ACCEPTANCE

E.2 INSPECTION AND ACCEPTANCE

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN/M&E PLAN

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

NUMBER TITLE DATE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE EVALUATION

F.5 KEY PERSONNEL

F.6 REPORTS AND DELIVERABLES

[END OF SECTION F]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID OFFICIALS

Contracting Officer Address:

Contracting Officer Representative Address:

G.2 CONTRACTING OFFICER'S AUTHORITY

G.3 ADMINISTRATIVE CONTRACTING OFFICE

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.6 ACCEPTANCE AND APPROVAL

G.7 PAYMENT AND INVOICES

G.8 ACCOUNTING AND APPROPRIATION DATA

G.9 CONTRACTOR’S PRIMARY POINT OF CONTACT

[END OF SECTION G]

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 LANGUAGE REQUIREMENTS

H.2 CONTRACTOR’S STAFF SUPPORT AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

H.3 AUTHORIZED GEOGRAPHIC CODE

H.4 AUTHORIZED WORK WEEK

H.5 GRANTS UNDER CONTRACT (GUC)

H.6 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN

2002) 26

H.7 CONSENT TO SUBCONTRACT

H.8 SUBCONTRACTING PLAN REPORT FOR INDIVIDUAL CONTRACTS AND SUMMARY

CONTRACTING REPORT

H.9 DEFENSE BASE ACT INSURANCE AND SERVICES

H.10 REPORTING OF FOREIGN TAXES (JULY 2007)

H.11 NONDISCRIMINATION (JUNE 2012)

H.12 USAID-FINANCED THIRD-PARTY WEB SITES (AUGUST 2013)

H.13 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUGUST 2013)

H.14 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION (JULY

2014) 31

H.15 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL) (OCTOBER

2014) 33

H.16 ENVIRONMENTAL COMPLIANCE (22 CFR 216)

H.17 PERSONNEL COMPENSATION

[END OF SECTION H]

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

NUMBER TITLE DATE

I.2 FAR 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE

CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (APR 2015)

I.3 52.222-50 COMBATING TRAFFICKING IN PERSONS (MAR 2015)

I.4 FAR 52.247-67 SUBMISSION OF TRANSPORTATION DOCUMENTS FOR AUDIT (FEB 2006)

I.5 AIDAR 752.245-70 GOVERNMENT PROPERTY—USAID REPORTING REQUIREMENTS

(JUL 1997)

I.6 AIDAR 725.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

TOTAL EXPENDITURES

I.7 752.252-2 AIDAR CLAUSES INCORPORATED BY REFERENCE (MAR 2015)

[END OF SECTION I]

SECTION J – LIST OF ATTACHMENTS

[END OF SECTION J]

K.2 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (APR 2016)

(End of Provision)

K.3 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013)

K.4 FAR 52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE

PLAN (MAR 2015)

(End of provision)

K.6 FAR 52.230-7 PROPOSAL DISCLOSURE—COST ACCOUNTING PRACTICE CHANGES (APR

2005) 67

K.8 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS

K.9 AUTHORIZED NEGOTIATORS

K.10 SIGNATURE

[END OF SECTION K]

NUMBER TITLE DATE

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

L.4 GENERAL INSTRUCTIONS TO THE OFFEROR

L.5 DELIVERY INSTRUCTIONS

Technical Proposal:

L.5.1 Closing Date and Time

L.5.2 Government Obligation

L.5.3 Accurate and Complete Information

L.5.4 Pre-Award Survey

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

A. General

B. Organization and Format

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS PROPOSAL

L.7.1 Part 1 - Standard Form (SF) 33

L.7.2 Part 2 - Proposed Costs/Prices

L.7.4 Part 4 – Subcontracting Plan

L.7.6 Part 6 – Evidence of Responsibility

L.7.7 Part 7 – Information Concerning Work-Day, Work-Week, and Paid Absences

L.7.8 Part 8 – Representations, Certifications, and Other Statements of Offerors

[END OF SECTION L]

M.1 Source Selection

M.2 Determination of Competitive Range

M.3 EVALUATION METHODOLOGY

M.4 Technical Proposal Evaluation Criteria

M.5 Evaluation of Cost Proposals

M.6 Contracting with Small Business Concerns and Disadvantaged Enterprises

END OF SECTION M

[END OF RFP]

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to enhance the enabling environment for effective community-based management and protection of biodiversity resources in Madagascar through a number of targeted interventions.

B.2 CONTRACT TYPE AND SERVICES

One (1) Cost-Plus-Fixed-Fee (CPFF) Completion Type Contract, for a total period of performance of five years will be awarded under this solicitation. The Contractor shall perform the services detailed under Section C of this solicitation.

B.3 ESTIMATED COST AND FIXED FEE AND OBLIGATED AMOUNT

(a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is: $TBD. The estimated fee is $TBD. The estimated cost plus fixed fee, if any, is

$TBD.

(b) USAID/Madagascar intends to award one contract for a period of five years with the overall ceiling price of $TBD.

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

Contractor (and payment of fee, if any) for performance hereunder is TBD.

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

(e) The Contractor shall not exceed the aforesaid obligated amount unless authorized by the

Contracting Officer pursuant to the clause of this contract entitled "Limitation of Funds" (FAR

52.232.22).

(f) OFFEROR TO PROPOSE FEE PAYMENT SCHEDULE BASED ON PMP – this will be incorporated into contract at time of award.

B.4 INDIRECT COSTS

Pending the establishment of a revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and appropriate bases:

Description Period Rate Base

- Description or type of rate indicated as a percentage, e.g. G&A

- Period, e.g. CY 2013

- Base, e.g. Direct Labor for Labor Overhead

B.5 COST REIMBURSABLE

USAID will only reimburse the Contractor for allowable costs in accordance with FAR 52.216- 7, “Allowable Cost and Payment,” FAR 52.216-8, “Fixed Fee,” FAR 52.232-20, “Limitation of

Cost,” and FAR 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

[USAID will insert the contractor’s statement of work at award, see Section J.1 for the

Statement of Objectives that informs the development of Section C]

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

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

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk

(such as coal, grain, etc.), or for semi-finished products which are not packaged.

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

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

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

Administrators, and with Mission Directors.

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

D.2 BRANDING POLICY

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

Contracting” (version from January 2, 2015) at http://www.usaid.gov/policy/ads/300/320.pdf;

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

D.3 BRANDING STRATEGY

In accordance with ADS 320.3.2.1, Contractor must prepare a Branding Implementation Plan

(BIP) and Marking Plan (MP) to address the Branding Strategy described in the ADS, and the matrix affixed thereto. This is to ensure that the successful offeror‘s Branding Implementation

Plan and Marking Plan under this contract are in compliance with the USAID Graphics Standard

Manual available at http://www.usaid.gov/branding and any successor branding policy, as detailed in ADS Chapter 320.

USAID policy is to require exclusive branding and marking in USAID direct acquisitions.

“Exclusive Branding” means that the project is positioned as USAID’s, as showcased by the project name (e.g., USAID Hay Tao). “Exclusive marking” means contractors may only mark

USAID-funded programs, projects, activities, public communications, and commodities with http://www.usaid.gov/policy/ads/300/320.pdf%3B http://www.usaid.gov/branding the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or logo. It is USAID‘s policy that a contractor’s or a sub-contractor’s corporate identities or logos may not be used on USAID-funded program and communications materials.

Objective: To provide prospective contractors with areas to be addressed in the development of the Branding Implementation Plan and the Marking Plan to deliver the message that the assistance is from the American People.

Project Name: “USAID Hay Tao Program” or until a final name is agreed to with the

Contractor.

Positioning: The purpose of this contract is to enhance the enabling environment for effective community-based management and protection of biodiversity resources in Madagascar through a number of targeted interventions. The Contractor will have the responsibility to position

USAID’s name in each activity to be supported to ensure that people recognize and identify that those activities are developed by the generous contribution of the US government and the

American people.

Level of visibility: The project will ensure a high level of USAID visibility in most of their activities, at both the national and sub-national levels. Due to the nature of policy and institutional reforms which usually is developed with high level of political will, in the cases where the themes appear as sensitive, low profile will be used. When a sensitive situation needs to be considered, the contractor will strictly follow USAID recommendations.

Anticipated elements of marking plan: Deliverables to be marked, include products, equipment and inputs delivered; places where project activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by contractors or other non-USAID employees must include the following disclaimer on the title page:

“The author‘s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United

States Government.”

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

320.3.2.

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 http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-5 INSPECTION OF SERVICES—COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of all services, reports and other required deliverables or outputs under this proposed contract must take place at the principal place of performance or at any other locations where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer’s Representative (COR) listed in Section G has been delegated the authority to inspect and accept all services, reports, and required deliverables or outputs.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN/M&E PLAN

The COR will monitor and evaluate the progress, success, and impact of the Contractor’s performance under this contract as a part of the overall activity results using agreed-upon indicators. For the purposes of this contract, the Performance Monitoring and Evaluation Plan

(PMP) will serve as the Quality Assurance Surveillance Plan. The COR will utilize the PMP to assess the impact of the activity and whether it achieves the stated objectives or if the parties should make performance-based adjustments. The PMP exists as a “living” document reviewed and updated on an annual basis as specified in Section F.6.3. The PMP sets forth the specific performance goals for the contract. The CO can modify the PMP at any time to reflect changing priorities and circumstances. USAID may also conduct management reviews of work progress during the contract’s period of performance. USAID will conduct Data Quality Assessment

(“DQAs”) for selected indicators periodically to ensure that the Contractor collects quality data.

[END OF SECTION E]

http://acquisition.gov/far/index.html

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

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. URL:

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER (ALTERNATE I) APR 1984

F.2 PERIOD OF PERFORMANCE

The expiration date of the period of performance is five years from the effective date of this contract.

F.3 PLACE OF PERFORMANCE

The place of performance under this contract is Madagascar.

F.4 PERFORMANCE EVALUATION

USAID will evaluate the Contractor’s performance in accordance with FAR § 42.15, corresponding

USAID procedures, and the Contractor’s adherence to the annual work plan, reporting against its

Monitoring & Evaluation Plan (M&E), and quality of reports described in Section F below. USAID will evaluate the Contractor’s performance during the initial, intermediate, and final periods of the contract in accordance with the Contractor Performance Assessment Reporting System (CPARS).

Evaluation of the Contractor’s overall performance 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.

F.5 KEY PERSONNEL

A. Key personnel are defined as those personnel directly responsible for management of the contract, or those personnel whose professional and technical skills are certified by the requiring office as being essential for the successful implementation of the contract activity.

B. The Contractor must furnish the following individuals deemed key personnel for the performance of this contract.

No

Key Personnel Position

1 Chief of Party (COP) / Institutional Strengthening & Governance

Specialist

2 Deputy Chief of Party (DCOP)/Natural Resources

Management/Biodiversity Specialist

3 Information & Technology/Database Specialist

4 Institutional Development Specialist

5 Policy and Analysis Specialist

C. The personnel specified as key are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and Contracting Officer’s Representative

(COR) reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer.

D. Unless failure to provide the designated key personnel as specified above is beyond the control, and without the fault or negligence, of the Contractor (e.g., non-acceptance or termination of employment by the individual, illness or death of the individual), failure to provide such key personnel as specified above may be considered nonperformance by the

Contractor.

E. If the Contractor, at any time, is unable to comply with these requirements, the Contractor shall simultaneously notify, in writing, the Contracting Officer and the COR reasonably in advance of the individual's departure or non-acceptance of employment and shall submit written justification and explanation in sufficient detail (including implications for the

CPFF total contract) to permit evaluation of the impact on the program.

F. No replacement of key personnel shall be made by the Contractor without the written consent of the Contracting Officer; provided, that the CO may ratify in writing such replacement and such ratification shall constitute the consent of the CO required by this clause.

G. Proposed substitutions must be submitted simultaneously to the CO and the COR not later than 30 days after the departure of, or non-acceptance of employment by, any of the approved individuals, and the proposed substitute personnel must have at least the same qualifications as the key personnel specified above. Failure to do so may be considered nonperformance by the Contractor.

H. The listing of key personnel may, with the consent of the contracting parties, be amended from time to time during the course of this contract to either add, change, or delete personnel and positions, as appropriate.

F.6 REPORTS AND DELIVERABLES

The Contractor must submit to the COR all reports required under the contract electronically in both unlocked PDF and MSWord formats on the due dates specified. Within the first month of operations, the Contractor and the COR will set a fixed schedule and standard formats for reports including due dates if not otherwise specified in the Contract, except for those reports that will be provided on an ad hoc basis or upon COR request.

In accordance with AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit reports, deliverables or outputs as further described below to the COR (referenced in Section

G.4) and any Activity Managers designated by the COR. All reports must be in the English language. The Contractor must promptly notify the COR of any problems, delays or adverse conditions which materially impair the contractor’s ability to meet the requirements of the contract. All project outputs and deliverables will be submitted to the COR in both hard copy and electronic format. Hard copies will be printed/ copied double sided.

The contractor must deliver the following reports and deliverables:

No. Reporting Requirement Submission Date

1 Annual Work Plan Up to 120 calendar days after award for the first year of the contract.

Subsequent 12-month work plans through the end of the contract will be prepared and submitted to the USAID COR no later than 30 days before the close of each preceding fiscal year.

2 Environmental Mitigation and Monitoring Plan (EMMP)

[Note: EMMP is required when IEE determines any activities with negative determinations with conditions threshold]

In conjunction with

Annual Work Plan

3 Performance Management Plan (PMP) Offeror will submit draft

PMP with the technical proposal and final PMP within 120 calendar days from the date of the contract

4 Quarterly Progress Reports 15 calendar days after the end of the quarter

5 Quarterly Financial Reports 15 calendar days after the end of the quarter

6 Quarterly Accrual Reports 10 calendar days before the end of the quarter

7 Annual Performance Reports 30 calendar days after the end of each year of the contract. This includes an annual PMP report as stated below in section

F.6.3.

8 Annual Program Reviews As needed, may be requested annually

9 Final Report 60 calendar days from the end date of the contract

10 Special Reports 30 days after completion of the work

11 STTA reports No later than 15 calendar days from the end of the assignment

12 Development Experience Clearinghouse submissions As appropriate documents are finalized

F.6.1 - Annual Work Plans

The Annual Work Plans will be developed in consultation with USAID/Madagascar’s Environment and Climate Change Office, the USAID Mikajy team, other USAID partners, and key counterparts.

Annual Work Plans will be approved by the COR. The Work Plan will be tied to each U.S. fiscal year of the contract. First annual work plan is due to the COR 120 days from the contract start date.

Subsequent 12-month work plans through the end of the contract will be prepared and submitted to the USAID COR not later than 30 days before the close of each preceding fiscal year.

At a minimum, the Annual Work Plan must include:

● Proposed activities, accomplishments and expected progress towards achieving results and performance measures tied to the M&E plan;

● Timeline for implementation of the year’s proposed activities, including target completion dates;

● Information on how activities will be implemented;

● Personnel requirements to achieve expected outcomes;

● Any equipment or commodities to be procured;

● Any sub-contracts to be carried-out, with USAID prior approval;

● Any resource leveraging planned with other partners;

● Details of collaboration with GOM and other major partners;

● Detailed budget.

F.6.2 Environmental Compliance 1a) The Foreign Assistance Act of 1961, as amended, Section 117 requires that the impact of

USAID’s activities on the environment be considered and that USAID include environmental sustainability as a central consideration in designing and carrying out its development programs.

This mandate is codified in Federal Regulations (22 CFR 216) and in USAID’s Automated

Directives System (ADS) Parts 201.5.10g and 204 (http://www.usaid.gov/policy/ADS/200/), which, in part, require that the potential environmental impacts of USAID-financed activities are identified prior to a final decision to proceed and that appropriate environmental safeguards are adopted for all activities. Recipient environmental compliance obligations under these regulations and procedures are specified in the following paragraphs of this RFP.

1b) In addition, the recipient must comply with host country environmental regulations unless otherwise directed in writing by USAID. In case of conflict between host country and USAID regulations, the latter shall govern.

1c) No activity funded under this contract will be implemented unless an environmental threshold determination, as defined by 22 CFR 216, has been reached for that activity, as documented in a

Request for Categorical Exclusion (RCE), Initial Environmental Examination (IEE), or

Environmental Assessment (EA) duly signed by the Bureau Environmental Officer (BEO).

(Hereinafter, such documents are described as “approved Regulation 216 environmental documentation.”)

2) An Initial Environmental Examination (IEE) – the Conservation and Communities Project

(CCP) IEE covers the activities expected to be implemented under this contract. USAID has determined that a Negative Determination with conditions applies to one or more of the proposed activities. This indicates that if these activities are implemented subject to the specified conditions, they are expected to have no significant adverse effect on the environment. The recipient shall be responsible for implementing all IEE conditions pertaining to activities to be funded under this award.

3a) As part of its initial Work Plan, and all Annual Work Plans thereafter, the recipient, in collaboration with the USAID COR and Mission Environmental Officer, shall review all ongoing and planned activities under this contract to determine if they are within the scope of the approved Regulation 216 environmental documentation.

3b) If the recipient plans any new activities outside the scope of the approved Regulation 216 environmental documentation, it shall prepare an amendment to the documentation for USAID review and approval. No such new activities shall be undertaken prior to receiving written

USAID approval of environmental documentation amendments.

3c) Any ongoing activities found to be outside the scope of the approved Regulation 216 environmental documentation shall be halted until an amendment to the documentation is submitted and written approval is received from USAID.

4a) The recipient shall prepare an environmental mitigation and monitoring plan (EMMP) describing how the recipient will, in specific terms, implement all IEE conditions that apply to proposed project activities within the scope of the award. The EMMP shall include monitoring of the implementation of the conditions and their effectiveness.

4b) Integrate a completed EMMP into the initial Annual Work Plan.

4c) Integrate an EMMP into subsequent Annual Work Plans, making any necessary adjustments to activity implementation in order to minimize adverse impacts to the environment.

5a) USAID anticipates that environmental compliance and achieving optimal development outcomes for the proposed activities will require environmental management expertise.

http://www.usaid.gov/policy/ADS/200/

Respondents to this RFP should therefore include as part of their application their approach to achieving environmental compliance and management, to include:

5b) The respondent’s approach to developing and implementing and EMMP.

5c) The respondent’s approach to providing necessary environmental management expertise, including examples of past experience of environmental management of similar activities.

5d) The respondent’s illustrative budget for implementing the environmental compliance activities.

For the purposes of this solicitation, applicants should reflect illustrative costs for environmental compliance implementation and monitoring in their cost proposal.

F.6.3 Performance Management Plan The contractor is required to develop and maintain a “Performance Management Plan (PMP)” tailored to the objectives of the Program. The PMP shall include but not be limited to indicators with targets

(including baseline and control data) in order to draw valid inferences about the impact of USAID activities, documentation of data collection methods, and a performance indicator reference sheet

(PIRS) for each indicator.

Subsequent to contract award, and based on the information in the proposal’s preliminary PMP, the contractor will be required to finalize the PMP in accordance with USAID’s Development Objective

PMP for the complete award period and submit for USAID/Madagascar Environment and Climate

Change Office review and approval. USAID will determine with the contractor the list of standard and development objective impact indicators that the Contractor must include in the PMP and report in performance reports.

The PMP shall comply with USAID Policy Directives and Required Procedures, ADS 203 series, on

Assessing and Learning on PMP for monitoring results and data quality:

● The contractor shall apply USAID’s criteria for selecting performance indicators – that is, that they be direct, objective, practical, adequate, useful for management decision-making, reflective of progress toward achieving results, and attributable to USAID.

● Through quarterly progress and annual performance reports, the contractor is asked to report its program results and provide updates on achieving results and performance indicators that will be used primarily for USAID Portfolio Reviews, Performance Plan & Reports (PPRs) and

Operational Plans (OPs) or other special reports to USAID/Washington. The Guidance determines the submission dates every year. As indicative, the PPR covers the past FY and is due usually every December 1 st of the following FY. The OP covers performance information for the current and next fiscal years and is submitted o/a March of each year.

The following are the required Performance Management Plan deliverables:

● A draft PMP, along with baseline data when available, will be presented with the contractor’s technical proposal. This draft PMP will be finalized with USAID within 120 calendar days from the award date. All data collected for the PMP must be disaggregated by gender.

● An Annual PMP report will be submitted at the end of each fiscal year.

F.6.4 Quarterly Progress Report The contractor will prepare and submit to the USAID COR a quarterly report within 15 calendar days after the end of the contractor’s first full quarter and quarterly thereafter, for each authorized year of performance. In lieu of the Fourth Quarter Progress Report, the contractor will send an annual performance report. These reports will be used by USAID to fulfill electronic reporting requirements to Washington; therefore, they need to conform to certain requirements. The report will include results in relation to the approved Work Plan and will be based on the USAID fiscal year, which runs from October 1-September 30. The report should contain an executive summary and the following, at a minimum:

● Progress since the last report by program area (including activities completed, benchmarks achieved, and performance standards completed, along with an indicator table using format developed by contractor and approved by COR);

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

● Proposed solutions to new or ongoing problems;

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

● List of upcoming events (national and sub-national meetings, seminars, training sessions, conferences, and others; international consultant visits, meetings with key GOM officials and decision-makers) with dates; and Environmental Status Report (ESR) section based on the approved IEE and EMMP;

● List of staff and consultants with dates in/out of country;

● Submission of 5-10 photos per project quarter that document program activities and achievements (details to be defined between the contractor and the COR); and

● A minimum of two new “Success Stories” each accompanied by two quality high resolution photographs. The contractor must send the digital versions of these stories and the accompanying photographs to both the COR and the Document and Outreach

Communications (DOC) Team in the Program Office of USAID/Madagascar.

F.6.5 Quarterly Financial Report Quarterly financial reports will be submitted to USAID. They should be disaggregated by element level and contain, at a minimum:

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

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

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

● Total un-liquidated obligations by main line items;

● List of the significant expenses incurred during the period;

● Projected expenditures for next quarter

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

F.6.6 Quarterly Accrual Report Quarterly accrual reports will be submitted to USAID that will provide contractual information pertaining to the following information:

● Total Estimated Ceiling remaining in the contract;

● Unliquidated balance in the contract;

● Accrual amount;

● Estimated Pipeline amount

The COR will provide a template for the contractor to follow.

F.6.7 Annual Performance Report The contractor will prepare and submit to the USAID COR an annual report within 30 calendar days after the end of the first full fiscal year and annually thereafter, for each authorized year of performance. Annual reports will summarize activities and results during the year in relation to the approved Work Plan and will be based on the USAID fiscal year, which runs from October 1-

September 30. The report should contain an executive summary and the following, at a minimum:

● Progress (activities completed, benchmarks achieved, performance standards completed -indicator table using format provided by COR shall form part of the report)) since the last report by program area;

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

● Proposed solutions to new or ongoing problems;

● Success stories (if available) and a brief analysis on the general political and education context;

● Documentation of best practices that can be taken to scale; and

● Environmental Status Report (ESR) section based on the approved IEE and EMMP.

F.6.8 Annual Program Reviews Complementing the Annual Performance Report, the contractor may, at the COR’s request, hold annual program reviews with USAID and selected stakeholders to present results, review progress, and determine adjustments to the program. The agenda for the review should be determined in collaboration with USAID.

F.6.9 Final Report 60 calendar days after the end of this contract, the contractor will submit a Final Report providing highlights of accomplishments against work plans, gives the final status of the results accomplished, addresses lessons learned during implementation and suggests ways to resolve constraints identified.

The report may provide recommendations for follow-on work that might complement the completed work.

F.6.10 Special Reports Based on specific assessments and studies conducted by Hay Tao including among others the climate vulnerability assessment, a database information system assessment, a training needs assessment, etc., the contractor will be required to prepare and submit to USAID related special reports and/or topics of concern to the program and its implementation, 30 days after completion of the work.

Additionally, during the performance of this activity, some special reporting may be required from the

Contractor, such as a brief paragraph on note-worthy activities and events, success stories, etc.

F.6.11 Short-Term Technical Assistance Reports Contractor will submit a brief reports summarizing achievement of tasks in scopes of work for all short-term technical assistance (STTA) provided under the contract. These reports will identify issues, suggest solutions, and outline next steps based on the work accomplished. A list of meetings and persons met (with cellphone and email contact information) should also be included in these reports.

F. 7 Authorized Work Day/Week

(a) A six-day work-week may be authorized for short term personnel while in Madagascar with no premium pay if approved by the COR.

[END OF SECTION F]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID

OFFICIALS

The USAID/Madagascar office shall provide technical oversight to the Contractor through the designated COR. The Contracting Officer shall issue a letter appointing the COR for the contract and provide a copy of the designation letter to the contractor.

Contracting Officer Address:

Adam J. Walsh Regional Office of Acquisition and Assistance

(ROAA)

USAID/Southern Africa 100 Totius Street Groenkloof 0027 Pretoria, South Africa

Contracting Officer Representative Address:

TBD

Environment and Climate Change Office USAID/Madagascar

Lot 207 A, Point Liberty Antehiroka

Antananarivo 105

Madagascar

G.2 CONTRACTING OFFICER'S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in the requirements of this Contract and notwithstanding any provisions contained elsewhere in this

Contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change shall be considered to have been made without authority and no adjustment shall be made in the contract terms and conditions, including price.

G.3 ADMINISTRATIVE CONTRACTING OFFICE

All questions concerning the administration of this award shall be sent to the Contracting Officer.

It is the responsibility of the Contractor to inform the Contracting Officer of requests that affect any and all sections of this award.

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

(a) The Contracting Officer’s designated representative (COR) for this contract is TBD.

(b) The COR will be appointed by separate letter. The Contracting Officer will provide a copy of the COR designation letter to the Contractor after award.

G.5 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. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

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

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

(2) Perform or cause to be performed, inspections necessary in connection with

a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting

Officer’s Representative" with a copy furnished to the Contracting Officer.

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

(5) Monitor the Contractor's production or performance progress and notify the

Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. This includes compliance with USAID and host countries ‘environmental regulations.

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

(7) Review and approve Scopes of Work for Short-Term Technical Assistance.

(8) LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of level of effort (LOE). All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

(c) In the separately-issued COR designation letter, the Contracting Officer designates an alternate COR to act in the absence of the designated COR, in accordance with the terms of the letter.

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

Federal Acquisition Regulation and Agency for International Development Acquisition

Regulation). The Contractor and the COR shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting

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

(e) Failure by the Contractor to report to the Administrative Contracting Office, any action by the Government considered to be a change, within the specified number of days contained in

FAR 52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

G.6 ACCEPTANCE AND APPROVAL

In order to receive payment, all deliverables must be accepted and approved by the COR.

G.7 PAYMENT AND INVOICES

The paying office for this contract is:

Office of Financial Management

USAID/Madagascar Lot 207 A, Point Liberty Antehiroka Antananarivo 105

Madagascar

Invoices must be submitted electronically to antaninvoice@usaid.gov.

G.8 ACCOUNTING AND APPROPRIATION DATA

[To be inserted at time of award]

GLAAS Red #:

BBFY:

EBFY:

Fund:

Operating Unit:

Program Area:

Distribution Code:

Program Element:

Team/Division:

Benefiting Geo. Area:

SOC:

Object Class:

Amount Obligated:

G.9 CONTRACTOR’S PRIMARY POINT OF CONTACT

[To be inserted at time of award]

[END OF SECTION G]

mailto:invoice@usaid.gov

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 LANGUAGE REQUIREMENTS

All deliverables, reports and materials for dissemination events shall be produced in English.

H.2 CONTRACTOR’S STAFF SUPPORT AND ADMINISTRATIVE AND

LOGISTICS ARRANGEMENTS

The Contractor shall be responsible for all administrative support and logistics required to fulfill the requirements of this contract. These shall include all travel arrangements, appointment scheduling, secretarial services, report preparations services, printing, and duplicating.

H.3 AUTHORIZED GEOGRAPHIC CODE

The authorized geographic code for the procurement of goods and services under this contract is

935.

H.4 AUTHORIZED WORK WEEK

No overtime or premium pay is authorized under this contract. Please see Section F. 7 for an exception to short term personnel.

H.5 GRANTS UNDER CONTRACT (GUC)

The Contractor may award grants pursuant to ADS 302.3.4.13 and 303 (Grants Under Contract).

Use of the GUCs procedure is subject to specific approval by USAID and must meet certain conditions, not all of which are summarized herein. Should the Contractor utilize GUCs the

Contractor must develop a grants procedure manual, approved by the USAID Contracting Officer, for the administration of GUCs. The total value of an individual grant to a U.S. NGO must not exceed $100,000, but that this limitation does not apply to grant awards to non-U.S. NGOs. No awards should be made to partner government entities. USAID must be significantly involved in establishing selection criteria for GUCs and must approve the actual selection of grant recipients.

In addition, USAID will retain the right to terminate grants unilaterally.

H.6 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES (JAN 2002)

Funds in this Contract may not be used to finance the travel, per diem, hotel expenses, meals, conference fees or other conference costs for any member of a foreign government's delegation to an international conference sponsored by a public international organization, except as provided in ADS Mandatory Reference "Guidance on Funding Foreign Government

Delegations to International Conferences,” http://www.usaid.gov/policy/ads/300/350maa.pdf or as approved by the Contracting Officer.

H.7 CONSENT TO SUBCONTRACT

Consent to subcontract to the organizations listed below that were proposed as part of the

Contractor’s management team will be deemed to be granted at the time of contract award, unless the Contractor is otherwise notified by the Contracting Officer in writing. Consent to subcontract will be required for all other subcontracts to the extent required by FAR Subpart 44.2.

Approved subcontractors to be listed in final contract.

H.8 SUBCONTRACTING PLAN REPORT FOR INDIVIDUAL CONTRACTS AND

SUMMARY CONTRACTING REPORT

The Contractor's subcontracting plan dated xxx is hereby incorporated as a material part of this contract. The contractor must comply with the subcontract reporting requirements in FAR 52.219-

9 (incorporated by reference in Section I).

H.9 DEFENSE BASE ACT INSURANCE AND SERVICES

(a) ) Contractors must apply for DBA insurance coverage directly from AON Risk Insurance

Services, Inc., the agent for Allied World Assurance Company (“AWAC”), at either one of the following offices:

(1) AON Risk Insurance Services West, Inc.

199 Fremont St., Suite 1400 San Francisco, CA 94105

Hours: 8:30 A.M. to 5:00 PM, Pacific Time

Primary Contact: Fred Robinson Phone:

(415) 486-7516

Fax: (415) 486-7059 Email: Fred.Robinson@aon.com

Secondary Contact: Angela Falcone Phone:

(415) 486-7000 Email: Angela.Falcone@aon.com

(2) AON Risk Insurance Services East, Inc.

1120 20th St., N.W., Suite 600 Washington

D.C. 20036 Hours: 8:30 A.M. to 4:00 P.M., Eastern Time http://www.usaid.gov/policy/ads/300/350maa.pdf mailto:Fred.Robinson@aon.com mailto:Fred.Robinson@aon.com mailto:Angela.Falcone@aon.com mailto:Angela.Falcone@aon.com

Primary Contact: Ellen Rowan Phone: (202) 862-5306

Fax: (202) 429-8530 Email: Ellen.Rowan@aon.com

Secondary Contact: Chris Thompson Phone: (202) 862-5302 Email:

Chris.Thompson@aon.com

H.10 REPORTING OF FOREIGN TAXES (JULY 2007)

(a) The contractor must annually submit a report by April 16 of the next year.

(b) Contents of Report. The report must contain:

(1) Contractor name.

(2) Contact name with phone, fax and email.

(3) Contract number(s).

(4) Amount of foreign taxes assessed by a foreign government [each foreign government must be listed separately] on commodity purchase transactions valued at $500 or more financed with U.S. foreign assistance funds under this agreement during the prior U.S. fiscal year.

(5) Only foreign taxes assessed by the foreign government in the country receiving U.S. assistance is to be reported. Foreign taxes by a third party foreign government are not to be reported. Any reimbursements received by the contractor during the period in (4) regardless of when the foreign tax was assessed and any reimbursements on the taxes reported in (4) received through March 31.

(6) Report is required even if the contractor did not pay any taxes during the report period.

(7) Cumulative reports may be provided if the contractor is implementing more than one program in a foreign country.

(c) ) Definitions. For purposes of this clause:

(1) “Agreement” includes USAID direct and country…