SOL-OAA-08-000001KSCRFP.rtf

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Closing Time: 11:00 AM (Eastern Standard Time)

SUBJECT: Request for Proposal (RFP) No. SOL-OAA-08-000001 USAID Knowledge Services Center (KSC) and USAID Development Experience Clearinghouse (DEC)

Dear Sir/Madam:

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking proposals from qualified U.S. organizations interested in providing the services as described in the attached solicitation.

This is a total small business set-aside. However, small businesses may use other than small businesses for the purpose of subcontracting. The procedures set forth in FAR Part 15 shall apply.

Section C of this solicitation sets the activities required to be implemented. Section L of the RFP sets forth instructions for the preparation and submission of proposals and specifies the required contents of proposals. Please submit your proposal in accordance with the requirements in Sections C and L of this solicitation. Section M states the criteria by which proposals will be evaluated, and the award will be made.

USAID plans to award a five-year period cost-plus-fixed fee, term contract with a total estimated level of effort listed in Section F.6. The North American Industry Classification System (NAICS) code for this acquisition is 519120. The small business size standard is $6.5 million.

Offerors can register and use the Interested Vendor List (IVL) on the FedBizOpps website: http://www2.fbo.gov/EPSVendorsManual/VG6-Interest.html" http://www2.fbo.gov/EPSVendorsManual/VG6-Interest.html, so that firms can contact one another for consideration of teaming arrangements and/or small business subcontracting opportunities in response to this solicitation.

Any amendments to this solicitation will be issued and posted on the website along with the RFP. Offerors are encouraged to check the FedBizOpps website (http://FedBizOpps.gov" http://FedBizOpps.gov) periodically. It is the responsibility of the offeror to ensure that solicitation or any amendments to it has been received from the internet in its entirety and USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Questions

Potential offerors may submit questions in writing, by email to the contract specialist, Mandy Parham-Seotsanyana at mparham-seotsanyana@usaid.gov. The deadline for receipt of questions and/or requests for clarifications is 11:00 AM Eastern Standard Time March 26, 2008. No questions will be accepted after this date.

Issuance of this solicitation does not constitute an award commitment on the part of the Government, nor does it commit the Government to pay for any costs incurred in the preparation or submission of a proposal. 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.

Thank you for your interest in USAID programs.

Sincerely, Marcelle J. Wijesinghe Contracting Officer USAID Washington

PAGES

RATING

PAGE OF

PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER

3. SOLICITATION NUMBER

4. TYPE OF SOLICITATION

5. DATE ISSUED

6. REQUISITION/PURCHASE NUMBER

SEALED BID (IFB) 3/14/2008

NEGOTIATED (RFP)

7. ISSUED BY

U.S. Agency for International Development

M/OAA/GRO/ALPS

1300 Pennsylvania Avenue, NW Washington DC 20523

CODE

8. ADDRESS OFFER TO

(If other than Item 7) NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

9. Sealed offers in original and __3_ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in 1300 Pennsylvania Avenue, Washington DC 20523

Until 11am local time ______Eastern Standard Time (Hour)

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All Offers are subject to all terms and conditions contained in this solicitation.

A. NAME Mandy Parham-Seotsanyana

B. TELEPHONE (NO COLLECT CALLS)

C. E-MAIL ADDRESS

AREA CODE

202 712-1196 mparham-seotsanyana@usaid.gov

NUMBER

E (X)

SEC.

DESCRIPTION

PAGE(S)

(X)

SEC.

DESCRIPTION

PAGE(S)

PART I - THE SCHEDULE

PART II - CONTRACT CLAUSES

A

SOLICITATION/CONTRACT FORM 1

I

CONTRACT CLAUSES 46 - 70

B

SUPPLIES OR SERVICES AND PRICES/COSTS 2 - 5

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C

DESCRIPTION/SPECS./WORK STATEMENT 6 - 16

J

LIST OF ATTACHMENTS 71

D

PACKAGING AND MARKING 17 -18

PART IV - REPRESENTATIONS AND INSTRUCTIONS

E

INSPECTION AND ACCEPTANCE 19

F

DELIVERIES OR PERFORMANCE 20 - 30

G

CONTRACT ADMINISTRATION DATA 31 -35

L

INSTR., CONDS., AND NOTICES TO OFFERORS 84-104

H

SPECIAL CONTRACT REQUIREMENTS 36 -45

M

EVALUATION FACTORS FOR AWARD 105 - 109

K

REPRESENTATIONS, CERTIFICATIONS AND OTHER 72 -83

STATEMENTS OF OFFERORS

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 180 calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

10 CALENDAR DAYS (%)

20 CALENDAR DAYS (%)

30 CALENDAR DAYS (%)

CALENDAR DAYS (%)

(See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS

AMENDMENT NO.

DATE

AMENDMENT NO.

DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated:

CODE

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER

15A. NAME AND

ADDRESS

OF OFFEROR

(Type or print)

15B. TELEPHONE NUMBER

17. SIGNATURE

18. OFFER DATE

AREA CODE

NUMBER

EXT.

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

ITEM

(4 copies unless otherwise specified) 10 U.S.C. 2304(a) ( ) 41 U.S.C. 253(c) ( )

24. ADMINISTERED BY (If other than Item 7)

25. PAYMENT WILL BE MADE BY

CODE

CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

27. UNITED STATES OF AMERICA

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror) AWARD (To be completed by Government)

X See Attached Table of Contents

RFP No. SOL-OAA-08-000001

TABLE OF CONTENTS

HYPERLINK \l "_Toc192652147" PART I – THE SCHEDULE 2

HYPERLINK \l "_Toc192652157" SECTION C – DESCRIPTION/SPECS./STATEMENT OF WORK 6

HYPERLINK \l "_Toc192652205" PART II – CONTRACT CLAUSES 46

HYPERLINK \l "_Toc192652231" PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 71

HYPERLINK \l "_Toc192652234" PART IV – REPRESENTATIONS AND INSTRUCTIONS 72

HYPERLINK \l "_Toc192652271" ATTACHMENT J.1 AID 1420-7 CONTRACTOR EMPLOYEE BIOGRAPHICAL DATA SHEET 110

HYPERLINK \l "_Toc192652272" ATTACHMENT J.2 -- DD 254 DEPARTMENT OF DEFENSE CONTRACT SECURITY CLASSIFICATION SPECIFICATION 112

HYPERLINK \l "_Toc192652273" ATTACHMENT J.3 – SUBCONTRACTING PLAN 114

HYPERLINK \l "_Toc192652274" ATTACHMENT J.4 - ELECTRONIC AND INFORMATION TECHNOLOGY (EIT) ACCESSIBILITY STANDARDS COMPLIANCE (SOLICITATION) 119

HYPERLINK \l "_Toc192652275" ATTACHMENT J.5 – FREIGHT DELIVERY REQUEST FORM 120

HYPERLINK \l "_Toc192652276" ATTACHMENT J.6 – PAST PERFORMANCE INFORMATION 123

ATTACHMENT J.7 DISCLOSURE OF LOBBYING ACTIVITIES ………………124

RFP No. SOL-OAA-08-000001

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to operate the USAID Knowledge Services Center (KSC). The USAID Knowledge Services Center will incorporate the activities of the USAID Library, Learning Resources Center, Analytical Research Services, Knowledge Management activities and the Development Experience Clearinghouse (DEC). This contract will provide a single corporate information resource that will provide services to USAID/Washington and USAID Overseas Missions. It is intended that this contract will allow the Agency’s information professionals to more effectively collaborate on solutions to meet the Agency’s information and knowledge management requirements. The contractor shall be responsible for providing all services and activities described throughout this contract document.

B.2 CONTRACT TYPE - CPFF TERM

This is a Cost-Plus-Fixed-Fee (CPFF) term contract. For the consideration set forth below the Contractor shall perform the services further described in Section C.

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

(a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is [___]. The fixed fee, if any, is [___]. The estimated cost plus fixed fee, if any, is [___].

(b) 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 [___]. The Contractor shall not exceed the aforesaid obligated amount.

(c) Funds obligated hereunder are anticipated to be sufficient through [___].

The remainder of this page left blank intentionally.

B.4 COST SCHEDULE

CLIN No.

CLIN

Base Year Option 1 Option 2 Option 3 Option 4 Total Knowledge Management Services

Fee

Analytical Research Services

Library Services

Learning Resources Services

Development Experience Clearinghouse Services

TOTAL ESTIMATED COST PLUS FIXED FEE

B.5 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment.

FAR 52.232-20 Limitation of Cost (applies while the contract is fully funded).

FAR 52.232-22 Limitation of Funds (applies while the contract is funded in an amount less than the total estimated cost).

B.6 INDIRECT COST

Pending establishment of 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 the appropriate bases:

1/Base of Application: [_____] Type of Rate: [_____] Period: [_____] Source: [_____]

2/Base of Application: [____] Type of Rate: [____] Period: [_____] Source: [_____]

3/Base of Application: [____] Type of Rate: [____] Period: [____] Source: [____]

The remainder of this page left blank intentionally.

B.7 CEILING ON INDIRECT COST

(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 G&A rates is [______________________].

(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:

Indirect Cost FY [XX] FY [XX] FY [XX] FY [XX]

[Reference respective accounting periods specified in Section B, Indirect Costs.]

(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.8 LABOR

Compensation of personnel under this contract or any resulting subcontract must be in accordance with AIDAR 752.7007 Personnel Compensation, the full text of which is in section H.

The work day and work week policies and method of accounting for paid absences including holidays for the contractor and major subcontractors is set forth in attachment [The Contracting Officer will fill in the attachment number and incorporate the information from the contractor into Section J of the contract] of Section J.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECS./STATEMENT OF WORK

Overview

This scope of work merges the work of the Library, Learning Resources Center, Analytical research services, and Knowledge Management activities with the work of the USAID Development Experience Clearinghouse (DEC). These integrated services will fall under the USAID Knowledge Services Center. The Development Experience Clearinghouse serves as the Agency’s institutional repository responsible for acquiring, cataloging, preserving and disseminating USAID-funded development documents from its staff, contractors and grantees. The goal of this contract is to pull together varied research and information activities, currently existing in two separate contracts, into a single corporate information resource that will provide services to USAID Washington and USAID Overseas Missions.

Background USAID is an independent federal government agency that receives overall foreign policy guidance from the Secretary of State. Our work supports long-term and equitable economic growth and advances U.S. foreign policy objectives by supporting: economic growth, agriculture and trade; global health; and, democracy, conflict prevention and humanitarian assistance.

With headquarters in Washington, D.C., USAID's strength is its field offices around the world. We work in close partnership with private voluntary organizations, indigenous organizations, universities, American businesses, international agencies, other governments, and other U.S. government agencies. USAID has working relationships with more than 3,500 American companies and over 300 U.S.-based private voluntary organizations.

The Office of the Chief Information Officer, Knowledge Management Division leads the mission to acquire, process, manage, preserve and provide access to information. In that role, the division has responsibility for the Knowledge Services Center, the Development Experience Clearinghouse, Agency Intranet Services and Agency Statistical services. The Agency’s Knowledge Services Center was created in early 2006 to integrate the activities of the Agency’s Library, Learning Resources Center, Analytical Research Services, and Knowledge Management activities. The Development Experience clearinghouse was created in the early eighties in response to a GAO recommendation that USAID needed to formally identify, catalog and disseminate its experiences and lessons learned in international development activities. This contract will integrate the work of the DEC with the work of the KSC to allow more sharing of resources and joint collaboration on Agency projects.

Scope of Work The contractor shall be responsible for operating and maintaining the Knowledge Services Center. The Knowledge Services Center will encompass the Agency’s Knowledge management activities, Analytical Research Services, Library Services, Learning Resources Center and the Development Experience Clearinghouse.

Knowledge Management Services The contractor shall have overall responsibility for the Agency’s knowledge management program, providing support as necessary for the Administrator’s vision of a Global Development Commons. The Global Development Commons will be a space where development actors unite - physically and virtually - to gather and exchange ideas and services, communicate and form partnerships. The overall knowledge management area of responsibility will include:

Analytical Research Services The contractor shall provide proactive and responsive research services. These services shall be provided to the USAID Washington and Overseas Mission staff as directed by the Cognizant Technical Officer (CTO). Research shall support USAID’s strategic goal areas, Economic Growth/Agricultural Development, Democracy and Governance, Humanitarian Assistance, Human Capacity Development, Health Populations and Nutrition, Environmental and Natural Resources. In addition, research services shall be provided for USAID Washington’s regional bureaus (Asia & Near East, Africa, Europe & Eurasia and Latin America & Caribbean) and the general USAID employee population.

The Researchers shall be responsible for:

Backstopping other KSC researchers as necessary.

Library Services The contractor shall operate and maintain the USAID Library and Learning Resources Center. The contractor shall provide comprehensive library services to include but not be limited to the following: library management; reference and research services; online library administration; database searching; inter-library loan; database assistance and training; electronic and hard copy collection development; maintenance of electronic resources; collection maintenance; acquisitions; cataloging; marketing; outreach and interaction; collaboration on Agency level projects requiring the expertise of information professionals; webpage development; and maintenance.

Library Services responsibilities will include:

Learning Resources Center

The contractor will be responsible for operating and maintaining the USAID Learning Resources Center (LRC). The LRC, which is co-located with the library, provides USAID employees with the resources needed to better perform their jobs, including multimedia center, collections of language training materials, management information resources, country information and a self study learning center, Country Briefing Packages, background information on USAID-assisted countries. The Management Bureau, Human Resources Training Branch Chief, a government employee, will act as a subject matter expert advising on LRC acquisitions and activities. The contractor shall provide necessary reproduction services for the LRC country information materials.

LRC responsibilities will include:

Maintaining and enhancing the multimedia study center providing books, periodicals, CDs, audiovisuals, software and online resources and tutorials in support of the Agency's Learning Support Center Programs;

Development Experience Clearinghouse Services

The DEC disseminates USAID's development experience via Web sites targeted at the general public, development partners, and Agency staff. It provides online search and document download services, on-demand delivery of paper copy documents, and develops and operates a variety of listservs, collaboration sites, web portals and other electronic publishing and distribution methods to support this work.

DEC tasks fall into the following main categories: acquiring development experience materials, processing and cataloging, information dissemination, and training, outreach and technical support.

The contractor shall be responsible for:

Acquiring Development Experience Materials Receiving electronic and paper copy development experience materials on a daily basis from a variety of sources including AID/W offices, USAID missions, contractors, development partners, the USAID records management system, and other sources specified by M/CIO/KM, for inclusion in the Development Experience System (DEXS). This includes current USAID program, policy and development activity documents, data and information; USAID publications and contractor reports; current USAID funded or supported technical reports, research studies; and serial publications; retrospective USAID documents (dated more than five years ago), and a growing number of USAID audiovisual materials, DVDs, CDs and other electronic media.

Processing and Cataloging

Reviewing and analyzing the electronic or paper copy source materials to prepare standardized, descriptive, bibliographic citations for each USAID development experience document or report to be entered into the appropriate DEXS database;

Developing and using analytical and cataloging methods which define the value-added processes used by the contractor to improve the accessibility and content of development experience provided through the Development Experience System databases;

Assigning an average of 8 to 10 geographic and subject descriptors from the USAID Thesaurus to index each development experience report, development program, activity or audiovisual in the appropriate DEXS database;

Inventorying and providing brief descriptive citations for lower priority, retrospective (prior year) USAID development experience documents and reports into the appropriate DEXS inventory databases; and

All cataloging functions will be performed using the Sirsi STILAS software (the Sirsi STILAS software will be provided by the government).

Special Processing of USAID Development Experience Reports Multi-Version Processing of Development Experience Materials

Maintaining development experience materials in multiple formats for (1) archiving original source materials; (2) providing the information for on-line free-text searching using Internet search engine technology; and (3) rendering the source materials in PDF format for exact representations of printed documents to be viewed electronically.

Scanning Development Experience Reports

Scanning documents into image files for online viewing and on demand reproduction. In addition, selected experiential reports that are received in electronic format and that are determined to contain significant development results and findings by the development information specialist staff shall be processed into Adobe Acrobat PDF, USG and Agency “Section 508” compliant-format (currently 2,500 documents per year). Whenever possible, the contractor shall try to obtain source documents in electronic format;

USAID Thesaurus of Development Descriptors

Maintaining the existing USAID Thesaurus of economic and social development descriptors which shall be the subject and geographic term authority list for indexing of development programs and activities, development experience reports, research activities, presidential initiatives, and audiovisuals. The contractor shall maintain the USAID Thesaurus as an online DEXS database. The contractor shall also maintain nonsubject authority files for institutional names, activities, contracts, document types, sectors, etc. as required for development experience material processing; and

Developing and maintaining development taxonomies that provide access to DEC information. The contractor shall define methods and systems for organizing and providing access to these materials.

Technical Support

The DEC uses technology toolsets to design and maintain: (1) DEXS development experience databases; (2) community knowledge sharing portals; (3) electronic files, HTML and XML web pages associated with the Agency Intranet, Extranet and USAID Internet websites; (4) electronic files, HTML and XML pages associated with the DEC Internet website; and, (5) electronic messages and documents accessed and disseminated through the AIDNET email, electronic conferences and listserv systems.

Designing, maintaining and providing access to the dec.usaid.gov (Internet) and M/CIO/KM (Intranet) and USAID’s Partner Resources website that is accessed by USAID’s development partners via the USAID Extranet and Internet web sites. These sites shall include at least the following features:

DEXS Database Design and Administration

Administering the DEXS databases, reviewing and amending current database tables and structures, and designing new database structures to support information dissemination activities as needed. The contractor will work with the OCIO office to develop back up and recovery plans for all DEXS databases.

OTHER TECHNOLOGIES

The contractor must provide a T1 line for transferring large amounts of data from the Development Experience Clearinghouse.

Electronic Publications - DEC Express

Preparing a bi-weekly, html-formatted, listserv acquisitions report (DEC Express) which highlights recent key development experience reports accessioned into the DEXS during the previous two-week period that have been received from USAID Missions, USAID Washington offices and USAID-funded contracts.

Print Publications

Establishing and managing a direct cost reimbursement system for the purchase of USAID paper copy, microfiche, audiovisual, electronic media, and optical disk products and materials, where the billing and invoice processes are direct transactions between the purchaser (overseas post, public, institution) and the contractor. The system shall be flexible enough to accommodate individual, complete set and standing orders of USAID development experience materials. The costs which are recovered from this cost reimbursement system by the contractor shall be off-set from the monthly costs billed to the Agency for contract services in the contractor's invoice; and

Keeping detailed and useful records and data about requesters and order fulfillment for later use in follow-up and evaluation of the clearinghouse customer service operations.

Training and Outreach Planning, developing, implementing and periodically assessing a comprehensive Communications, Outreach, Training and Technical Support program to: (1) promote M/OCIO/KM and DEC contract products, services, resources, and technical assistance support capabilities; (2) communicate development experience, performance and results by USAID; and, (3) inform and train USAID and development counterpart staff on how to submit, access and use development experience resources through new, more accessible, information technologies.

Program Management

The contractor shall establish effective internal project management direction and controls necessary to:

(1) Guarantee all requirements of the contract are satisfied in an acceptable time frame;

(2) Adequately train contract staff in sufficient numbers to perform assigned projects within acceptable time limits and quality control standards for each phase and task of the contract;

(3) Plan and monitor staff performance of all tasks;

(4) Anticipate, identify, and resolve problems; and

(5) Improve the program efficiency of contract operations.

The contractor shall utilize input from the management information systems and customer surveys to improve the effectiveness and efficiency of each task area in the contract.

Additional Requirements As needed, there will be requirements for work to be performed that has not been specifically described above. In these instances, the contractor will be required to provide additional personnel to perform specific projects. The following is an illustrative list of the types of personnel that may be required:

The short-term…