J.6_-_Sample_Task_Order.pdf

ATTACHMENT J.6 – SAMPLE TASK ORDER

The offeror must submit a Cost Matrix pursuant to the Sample Task order set forth below. The Cost Matrix must provide a detailed cost-plus-fixed-fee (CPFF) proposal for the Sample Task Order. Cost proposals must be in US currency.

The personnel proposed in the Technical Proposal must match those referenced in the Cost Matrix.

Offerors must utilize the Cost Matrix template in Attachment J.7 to develop their proposals. Labor Rates proposed for the sample task order must match those proposed under Section B.7.1 of the RFP. Fixed USAID plug figures are provided for several line items of cost. No additional costs are to be incorporated by offerors.

PERSONNEL / LEVEL OF EFFORT

The contractor shall maintain a staff of qualified technical personnel to ensure the technical quality and high standards of excellence in the performance of this task order.

The personnel identified in Section B.7.1 are required under this task order.

Level of Effort

For evaluation purposes, offerors must provide the number of persons-years identified for each position and at the levels identified in Section B.7.1.

The Number of person years for each position is 5 years. For purposes of this sample task order, a person-year of effort is defined as one person working 260 days, 8 hours per day. Period of Performance: February 2015 –

February 2020

Note: This statement of work is illustrative and will be utilized only for evaluation purposes under this RFP.

TASKS

C.3.1 TASK 1 – Administrative Support of Grants, Cooperative Agreements, Contracts and Interagency Agreements

A large part of DCHA’s disaster assistance and other DCHA humanitarian, transition and development assistance is implemented by Private Voluntary Organizations (PVOs), other Non-Governmental Organizations (NGOs), Public International Organizations (PIOs), and Contractors. The administrative support is integral in timely negotiation and award of grants, cooperative agreements, and contracts to implementing effective humanitarian assistance, political transition, and other DCHA programs. It is also critical to assure compliance with applicable policies (e.g. AIDAR, FAR, ADS, FPA), procedures and guidelines. The contractor shall provide administrative assistance in all aspects of support related to the negotiation, award, administration and closeout of these procurement mechanisms as well as interagency agreements with other U.S. Governmental organizations, including Participating Agency Services Agreements (PASAs) and other related staffing mechanisms. This assistance may include but not limited to the preparation of an obligation document for signature within a timeframe of 48 hours.

The contractor shall provide administrative support which may include but is not limited to the review of proposals, budgets and agreement conditions in accordance with current regulations and policies and prepare documents and files for review and ultimate award by the designated USAID Agreement Officer and/or

Contracting Officer. The contractor shall use USAID information systems to enter data and generate award documents. The contractor shall also administer these agreements or contracts, including reviewing documentation and providing recommendations to the Agreement Officer or Contracts Officer on issues, required approvals, modifications and audit recommendations. Additionally, the contractor shall assist in the process of decommitment and deobligation of excess funds in the grants, cooperative agreements, and contracts and prepare them for close-out in a timely manner.

The contractor shall provide assistance as needed to ensure grant/cooperative agreement/contract documentation is processed in a timely manner without negatively impacting or creating undue delay to the provision of disaster or political transition assistance. This task shall include, but is not limited to the following:

C.3.1.1 Grants Management and Procedures

Provide guidance and recommendations on USAID grants (e.g. Title II and Emergency Food Security

Program) and draft/update policy and process documents;

Assist in preparation and dissemination of guidelines for grants management (transfer authorizations, grants and/or cooperative agreements) submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, and other documents required of the awardees;

Review all DCHA grants management processes and procedures to assure consistency and make recommendations for change as needed.

C.3.1.2 Review and Revise

The Contractor shall review documentation and provide recommendations on award-related issues, provide guidance and provide support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with the Activity Manager;

As required, the contractor will develop or revise templates associated with the administration of grants and cooperative agreements, to include, but not be limited to, formal memos and letters, modifications, award documents, waivers and close-out documentation

The contractor will periodically review and propose updates to informal and formal guidance and guidelines which may include the Guidelines for Unsolicited Proposals and Reporting, grants-related templates, training materials, Information Bulletins and other resources.

C.3.1.3 Administration:

Coordinate logistics, such as scheduling and administrative arrangements, for meetings with awardees, USG offices and officials, as part of the program planning approval, monitoring, and evaluation processes, as appropriate.

C.3.1.4 Agreement Process and Document Management

Manage the receipt, duplication and distribution of Annual Program Statement (APS), may include but not limited to concept papers and application submissions;

Participate in the review of concept papers, applications and budgets and agreement conditions, and prepare documents for review and ultimate award by the designated USAID Agreement Officer

Develop a screening process to assist in the identification of problem areas and issues that need to be included in applications and reports;

Prepare documentation to support program review and approval activities may include, but not limited to review of internal transport, shipping and handling (ITSH), Section 202(e) and monetization budgets; drafting memoranda and preparing transfer authorizations (TAs), and drafting program approval letters and outgoing cable for new applications and on-going activities, as needed;

If applicable to the particular DCHA office, maintain a separate tracking system, to monitor the status of each application request and develop a detailed status report documenting the specifics of each application from submission, review and approval, annual modifications to final close-out, including annual budget and funding data;

Utilize USAID information systems to enter data and generate award documents;

Assist in the timely closeout of grants and cooperative agreements ensure that all documents have been submitted and the Grantee has complied with all grant/cooperative provisions. Assist in the process of decommitment and deobligation of excess funds in the grants and cooperative agreements;

Maintain a central filing system (and electronic files on the directory) for all grants and cooperative agreements;

C.3.1.5 Post award Administration

Track the receipt of, review and provide feedback on program related reports including, but not limited to quarterly progress and financial reports, annual resource requests and annual results reports;

Provide technical support to report on program results and impact data and measure program indicators;

Organize a reporting system for special initiatives;

This requires the knowledge of Federal and Agency assistance and acquisition rules, regulations, policies and procedures, including but not limited to OMB Circulars, USAID Automated Directives System (ADS), the

USAID Acquisition Regulations (AIDAR), Office of Acquisitions and Assistance Contract Information Bulletins

(CIB), Office of Acquisition and Assistance Administrative Memoranda (OPAM), Office of Acquisition and

Assistance Procurement Executive Bulletins (PEB), and Acquisition and Assistance Policy Directives (AAPD), the Food for Peace Act, and 22 C.F.R. 211, 226 and standard provisions for Public International Organization

(PIOs), and Non-Governmental Organization (NGOs).

C.3.2 TASK 2 – Recruitment and Administrative Support of Personal Services

Contract

A large portion of DCHA’s workforce is comprised of US Personal Services Contractors (USPSCs). DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission.

The contractor shall provide support in the recruitment, negotiation, award, and administration of PSCs in accordance with DCHA standard operating procedures to effectively maintain DCHA’s long term workforces and surge capacities.

The contractor shall fully participate in the review of applications, budgets and contract conditions in accordance with current regulations and policies and prepare documents and files for review and ultimate award by the designated Contracting Officer. The contractor shall use USAID information systems to enter data and generate award documents. The contractor shall also administer these PSCs, including reviewing documentation and providing recommendations to the Contracting Officer on contractual issues, required approvals, and modifications. Additionally, the contractor shall assist in the process of decommitment and deobligation of excess funds in the contracts and prepare them for close-out in a timely manner.

The contractor shall provide assistance as needed to ensure PSC documentation is processed in a timely manner without negatively impacting or creating undue delay to the provision of disaster , crisis response or transition assistance. This requires the knowledge of Federal and Agency acquisition and assistance rules, regulations, policies and procedures, including but not limited to the Federal Acquisition Regulations (FAR), OMB Circulars, USAID Automated Directives System (ADS), the USAID Acquisition Regulations (AIDAR), Office of

Acquisitions and Assistance Contract Information Bulletins (CIB), Office of Acquisition and Assistance

Administrative Memoranda (OPAM), Office of Acquisition and Assistance Procurement Executive Bulletins

(PEB), and Acquisition and Assistance Policy Directives (AAPD).

C.3.2.1 PSC Recruitment

The contractor shall maintain the capacity to effectively manage multiple complex recruitments simultaneously in accordance with USAID policy. PSC recruitment will include the activities outlined below.

C.3.2.2 Develop a recruitment strategy

The recruitment strategy shall identify the variety of information sources from which candidates may be sought.

The strategy describes the recruitment process and advertising/distribution channels to be used during the period of performance. The advertising/distribution channels may include but shall not be limited to the posting of notices through such venues as educational institutions, professional associations, newspapers, magazines, professional journals and/or newsletters, internet employment sites, and job fairs.

C.3.2.3 Present a recruitment plan for each open position

Upon receipt of a competitive PSC requirement, the contractor shall develop a plan for the recruitment. The plan shall describe the recruitment process for that position, including associated reimbursable costs. The plan shall identify advertising and distribution channels to be used. The plan shall be approved by the DCHA technical office prior to commencement of the recruitment activity.

C.3.2.4 Provide assistance in the development of solicitations and approval memos

As new positions are identified, DCHA will provide a statement of work (SOW) to the contractor. The contractor shall review the SOW and develop a solicitation for the position that meets the requirements for posting on the government-wide point of entry and the contractor maintained recruitment website. The contractor may provide market value analysis input for a particular PSC position so the Government can make the final determination in accordance with USAID policy (i.e. AAPD 04-13). The contractor shall assist DCHA staff with development of quality ranking factors (QRFs) that will help select the strongest candidate for the position. The contractor shall maintain electronic copies of PSC SOWs and provide them to DCHA staff as needed to assist in the development of solicitations for new requirements. The contractor shall draft template memoranda to be used by DCHA staff in requesting Agency approval for PSC recruitments.

C.3.2.5 Post/Advertise Positions

For all non-emergency requirements, the contractor shall post the solicitation on the government-wide point of entry, advertise the requirement on the contractor’s recruiting website, and distribute the solicitation via an email distribution list that the contractor shall develop and maintain. If authorized by the USAID CTO, the contractor shall also advertise the position via other distribution channels as specified in the recruitment plan developed for the position.

C.3.2.6 Receive, acknowledge, compile and distribute applications

The contractor shall receive applications from interested candidates and provide written acknowledgment of receipt within five (5) days; review resumes and clarify data with candidates; screen applications for minimum qualifications (if requested by the USAID COR); compile the applications and distribute them to a selection committee composed of DCHA staff; and brief the selection committee on selection committee procedures.

C.3.2.7 Arrange interviews

The contractor shall arrange interviews with those candidates selected by the selection committee. Candidates will be interviewed by the selection committee. The contractor shall facilitate the interviews and attend as a nonvoting member.

C.3.2.8 Conduct Reference Checks

For each candidate recommended for interview, the contractor shall conduct at least three reference checks, verify education, and provide the selection committee with a summary of references’ responses.

C.3.2.9 Provide Information to Candidates about the Nature of PSC Positions

The contractor shall provide the candidates with a basic understanding of terms and conditions of personal services contracts. This shall be accomplished by posting the information on the contractor’s recruiting website

(referenced below), and responding to candidate inquiries regarding the nature of PSCs, how they function in the

United States Government (USG) structure, and a basic overview of allowable PSC benefits.

C.3.2.10 Contact all Candidates After Selection has been made

The contractor shall contact all unsuccessful candidates and inform them in writing of the status of their candidacy within five days of the successful candidate’s acceptance of the position. The contractor shall facilitate a debriefing to unsuccessful applicants if requested by the candidate.

C.3.2.11 Develop and maintain a recruiting website

The recruiting website shall include a summary of the technical office’s mission and structure, PSC requirements and application instructions, and other features as defined by the technical office. The contractor shall maintain a

Government recruiting website or may be asked to provide a website

C.3.2.12 Develop and maintain an applicant/personnel databases

The contractor shall develop and maintain a database of candidates and interested individuals’ applications and letters of interest. The contractor shall assume full responsibility for updating and maintaining the database.

Applications of all candidates qualified for standardized and newly established positions shall be added to the database. Information from the database shall be provided to DCHA upon request. The database must permit identification of eligible candidates by technical expertise, country experience, language fluency, and qualifications for existing positions. The contractor shall provide current reports on qualified candidates and availability as requested by the technical office.

C.3.2.13 Prepare PSC Award Documentation and Provide Administrative

Support

PSC procurements will be reviewed, awarded, and obligated by an assigned USAID Contracting Officer. The contractor shall prepare contracts and contract modifications with all required documentation for consideration by the USAID Contracting Officer. Preparation of, award, and administration activities are summarized below.

C.3.2.14 Prepare PSC Award Documentation

Upon selection of a candidate for a PSC position, the contractor shall:

Verify salary with the candidate’s previous employer.

Communicate salary with the candidate within the designated salary range of the position.

Send an offer letter to the candidate, and notify the technical office of acceptance or rejection of the offer.

Once salary negotiations are concluded, send candidate the pre-employment packet of required forms.

Receive completed forms from the candidate, review them for completeness, and submit them to the appropriate office.

For each candidate selected for overseas service, the contractor shall explain the requirement of a Department of State medical clearance and provide instructions to meet the requirements, including obtaining a medical examination in accordance with USAID and Department of State regulations and submission of the forms to the Department of State.

Notify the candidate upon receipt of a security clearance.

Establish a start date in coordination with technical office staff.

Prepare and document the contract in accordance with current USAID regulations, policies and practices, and convey the file to the USAID Contracting Officer for consideration.

Assist in the distribution of copies of the fully executed contract within 5 days of completion.

Coordinate enrollment of the candidate in the USAID security briefing.

Provide an administrative orientation to new PSCs, covering PSC roles, responsibilities, and benefits.

Orientations will include a discussion of allowable benefits, FICA payments, reimbursable nature of costs, salary, responsibility of the PSC for obtaining life and health insurance, tracking budget, time and attendance, and other related issues as defined in the task order. Orientations will also explain the functions of the different entities that are involved in PSC contracting and those that provide services to PSCs, including the contract negotiator, the Office of Acquisition and Assistance, the security clearance point of contract, and other points of contact.

Brief PSC supervisors on their responsibilities regarding PSCs, including evaluations and work plans.

Maintain an online repository, as specified by the technical office, which contains updated information and forms needed by DCHA PSCs.

C.3.2.15 Provide Administration Support

The contractor shall perform the following administrative functions outlines below:

Maintain a contract file for each PSC.

Act as the principal point of contact for PSCs for questions regarding PSC benefits and other administrative issues.

Prepare all contract modifications for review by the CO, including modifications for incremental funding, extensions, budget revisions, and others that may be required.

Track specific information relevant to each contract and provide that information to the technical office staff as needed and through periodic reports.

Based on the collected information, the contractor shall notify technical office staff of contract actions that are needed. Information to be tracked will include, but will not be limited to:

o Availability of funds and required funding actions o Security clearances and dates of required security clearance actions o Medical clearances o Contract periods and dates of required contract actions o Status of Agency approvals for contract actions o Dates of required performance evaluations

C.3.2.16 Other Recruitment and Staff Support

The contractor shall provide ad hoc recruitment support for non-PSC related actions, including recruitment and administration of DCHA personnel to effectively maintain DCHA workforce based on the ability to and surge and contract capacities based on the crisis on hand. This ensures DCHA’s workforce can readily respond to ongoing humanitarian and transition activities.

C.3.3 TASK 3 – Field Program Support

The contractor shall provide support to DCHA overseas field teams, including the issuance of small grants in the field and the purchase of goods and services in the field as directed by the Task Order Contracting Officer’s

Representative (COR). The contractor may also support field teams by locating and contracting for housing, office space, food services, vehicles, and other support as directed by the COR. Field program support will be used for humanitarian responses where quick action is needed – in response to disasters, or to critical windows of opportunity for political transition, conflict prevention, or democracy interventions.

C.3.3.1 Pre-Deployment

The contractor shall conduct preparatory work and establish systems for issuance of grants, and local procurement of goods and services.

C.3.3.2 Deployment

The contractor’s initial team will deploy to the designated country location within 72 hours of award of the task order or authorization from the COR.

C.3.3.3 Grant Making and Procurement of Goods and Services in the Field

Upon arrival in country, the contractor shall support USAID efforts with small grants and procurement capability.

The contractor shall issue small grants (from $500 to $100,000) to international or local organizations that are capable of carrying out DCHA program objectives. Grants will be developed in close cooperation with the

USAID COR. The USAID COR will provide overall programmatic focus, direction, and approval of all activities to include grants developed at regional offices. Contractor responsibilities may include: selection of grantee partners, design of the grant, and monitoring and evaluation of the grantee deliverables; however, the program direction, focus, type of grantees and final grant approval will remain with USAID. The contractor will review all grant proposals before final approval by USAID to assure they are consistent with USAID policies and procedures and grant format.

The contractor shall procure goods and services to carry out DCHA program objectives. This may include the local procurement of commodities or local contracting for program related services not in excess of $100,000 per purchase. Procurements will be conducted at the request of the USAID Task Order COR in response to needs identified by the DCHA field team. All procurements will be reviewed and approved by USAID.

C.3.3.4 Provision of Facilities, Accommodations, and other Field Team

Support

The contractor shall provide the DCHA field team with facilities, goods, and services required to sustain operations and accommodations. The contractor shall provide housing, food services, office facilities, equipment and supplies, vehicles, and other items as directed by USAID.

C.3.3.5 Closeout

The contractor shall implement the COR approved close out plan (administration, information, finance, procurement, management) within the required timeframe. The plan should be cost effective and include, but not be limited to equipment, records, vehicle and procurement disposition; and office/residential termination.

C.3.3.6 Procurement of short-term services and equipment

The contractor shall purchase products, issue supplies and equipment and services to support DCHA line offices’ programs and field-based operations. This may include procurement of products and services in response to unique humanitarian assistance and transition needs, contracting for short-term technical services, crisis/ stabilization response and handling the procurement, storage, inventory, and distribution of items required by

DCHA field teams. The timely procurement of products, field supplies and equipment and services is critical to disaster relief, crisis stabilization and other humanitarian and transition responses.

DCHA requires the purchase of a variety of goods, such as supplies for DCHA field teams, and services, related to the provision of international disaster relief and other humanitarian and transition assistance. Supplies issued to

DCHA field teams may include USAID-branded clothing, remote location kits, personal protective equipment

(PPE) and other equipment. Most of the purchases in this area will be of an emergency nature. In addition to procuring field supplies and equipment, the contractor may also be asked to serve as a single point of contact for issuing and tracking supplies and equipment procured through other mechanisms to staff deploying to the field. To perform this “Quartermaster” function, the contractor must be familiar with the full range of supplies and equipment available to field staff through a variety of mechanisms. The goal is for staff deploying to the field to contact a single unit in order to obtain all of their supplies and equipment.

C.3.4 TASK 4 – Administrative Support to DCHA/ Washington

Administrative support may be required under this contract for DCHA offices’ operations to include program support personnel. Administrative support may include the activities outlined below.

C.3.4.1 Travel Coordination

Coordinate all aspects of travel arrangements, adhering to Bureau and Agency procedures, and provide guidance and support to program funded staff travel arrangements. This shall include but is not limited to the following:

prepare Travel Authorizations (TA) and Travel vouchers in accordance with USAID guidelines and procedures;

process TAs through the USAID travel system (e.g. E2 system). The contractor shall also maintain an online repository that contains current procedures, information, and forms for DCHA staff travel, and provide support by obtaining passports, visas and country clearances for DCHA travelers. Staff providing support for travel arrangements will work in contractor-supplied space. The contractor shall maintain currency with all USAID travel guidelines and policy changes and proactively inform program staff of the potential impacts of changes.

C.3.4.2 Communications and Records Support

Provide all aspects of administrative support, correspondence and records management. This includes, but is not limited to: sorting, logging and processing of incoming and outgoing correspondence (including telegrams and cables); establishing and maintaining files; including electronic files and simple databases that can be easily maintained and updated; drafting/sending routine cables, including country clearance cables; filing, photocopying correspondence, and distributing documents; and answering telephones. Staff providing administrative and communications and records support may work in either USAID office space or in contractor-supplied space.

C.3.4.3 Automated Directives System (ADS) Review

Assist with the quarterly review of applicable ADS Chapters and provide recommendations for modification as necessary. Review may be required on an ad hoc basis. Support shall include but is not limited assistance with drafting proposed language, tracking on-going ADS status and responding to ADS inquiries.

C.3.4.4 Knowledge Management and Reporting Support

Provide personnel and material support for DCHA Knowledge Management (KM) needs, including support for monitoring and evaluation. This includes, but is not limited to, assisting in the development of comprehensive knowledge management systems for DCHA programs and processes, in coordination with existing USAID mechanisms and policies; developing, collecting, and analyzing reporting tools; participating in collaborative efforts within DCHA and with other USAID and external organizations; producing reports and products to capture best practices and lessons learned from data; recommending modifications to programs and processes in light of evidence; and coordinating with training and education systems; developing and managing web-based knowledge management systems to support DCHA offices; providing operators and technical support for DCHA

KM and communication systems; coordinating KM efforts with DCHA workflow, programmatic, and professional development processes; coordinating DCHA KM/IT with USAID-wide efforts and policies to improve KM across the agency and with USG and non-USG partners. This shall include but is not limited to providing programmatic analytical support on critical issues identified by DCHA.

C.3.4.5 Other Administrative / Clerical Support

The contractor shall provide administrative support processing calls forward, procurement tracking, booking, shipping, budget analysis, presentations and logistics support. This support will include the following functions:

Record and track activity approvals (and pending approvals) in relevant information systems and monitor their related budgetary impacts.

Provide support in freight accounts and their amendments, and in reviewing and administratively approving vouchers;

Provide support in the coordination of all operational and commodity procurement and transport actions from review and approval of Title II calls forward to supporting logistics review functions.

Provide reports and analyses to the AOR/COR on changes in statutory requirements and mandates;

Provide support in management and tracking of the funding (e.g. the World Food Program (WFP));

Reconcile actual commodity and freight costs with estimates used in relevant information systems;

Input proposal budget and beneficiary information in accordance to legislative requirements. This may include, but not limited to capturing information by category into FFPIS by country, cooperating sponsor, category, commodity, beneficiary and metric ton levels, ITSH and 202(e);

Provides backup support, as required, on replenishing internal office supplies; coordinates, prepares and submits requisition for supplies;

Serves as timekeeper and assist with time and attendance data entry

Provide all aspects of administrative support to organize and implement of DCHA program conference and events. This will include securing a location, acquiring supplies and materials including but not limited to audiovisual support, and acquiring any third party vendor support/services and logistics.

C.3.5 TASK 5 – Information Support Services

The contractor shall provide diverse informational support services to DCHA offices. Services will include:

research and production of various information products; provision of Information Officers to serve on Disaster

Assistance Response Teams (DARTs) and other field assignments, on Washington based Response Management

Teams (RMTs) and other Washington based assignments; mapping and geo-referencing services; knowledge management, and public information management support.

C.3.5.1 Information Products

The contractor shall provide research and report writing to include the following types of primary information products.

C.3.5.2 Fact Sheets

Fact sheets are brief, usually bulleted summaries on the situation in a country. The contractor shall produce fact sheets on short notice to meet DCHA program office requirements. Fact sheets may include, but not limited to information on the area affected, number of people affected, current humanitarian situation and USG assistance.

They are used to describe fast-changing rapid-onset disasters. The documents are produced to inform the public, Congress, the media, Department of Defense, Department of State, other USG agencies, foreign governments, NGOs/PVOs, international organizations, and other USAID offices/bureaus and Missions. The contractor shall produce fact sheets on a bi-weekly, weekly or daily basis, depending on the nature of the disaster and other

DCHA program office requirements. The requirement to produce fact sheets will be determined by DCHA, depending on the type and scale of the DCHA response. The number of fact sheets required annually will depend on the number, scale, type of disasters that occur in a given year, and other DCHA program office requirements.

C.3.5.3 Updates and Situational Reporting

Updates and situational reports contain comprehensive information which include but not limited to long term, complex emergencies and other DCHA program office objectives. The contractor shall produce updates and situation reporting to meet DCHA program office requirements. Updates and situational reporting may be used, but not limited to describe long-term, complex emergencies and to immediately inform and update stakeholders on the impact of sudden on-set disasters and DCHA’s response. They are produced to inform the public, Congress, the media, the Department of Defense, Department of State, other USG agencies, foreign governments, NGOs/PVOs, international organizations and other USAID offices/bureaus and Missions. This may include, but not limited to information on the numbers of people affected, general situation, political/military situations, relief efforts, sector needs, and assistance provided by the U.S. Government. Situation reports will be written according to a format specified by the technical office, and will be no more than 10 pages in length. The contractor shall produce updates and situational reports when necessary, as determined by the technical office, and distribute them and maintain an updated mailing list.

C.3.5.4 Annual Reports and Case Reports

The contractor shall research, write, and oversee the publishing and dissemination of the DCHA program offices

Annual Report, including the development of text and graphics, layout, and editing. Annual Reports may describe, but not limited to a compilation of case reports that are written on all declared disasters during a specific fiscal year and other DCHA program reporting initiatives in accordance with congressional reporting requirements (e.g. FPA). Case reports may include, but not limited to a description of the disaster and of the U.S.

Government’s response. The contractor shall be responsible for preparing the case reports as well as other documentation contained in the Annual Reports. This information may include but not limited a list of commonly used acronyms, a message from DCHA’s program office Directors, several articles of interest, summary of USG foreign disaster assistance by country for the specific fiscal year, and a detailed break-down of food assistance by country for the specific fiscal year.

C.3.5.5 General Information Requests

The contractor shall respond to general information requests as needed. Requests range in length, format, and topic depending on the subject and audience, and usually have time-sensitive deadlines. Examples of general information requests include providing a description of all USG assistance to a specific country during a specific time frame as well as disseminating situation reports.

General information requests come from the President, the National Security Council, the Department of State, the public, the media, congress, other USAID offices, bureaus, missions, the Administrator, the Secretary of State, other U.S. Government agencies, foreign governments, and students.

The contractor shall assist in the writing and preparation of talking points, briefing materials, policy/strategy papers or other such documentation. The format for these documents will conform to Agency and office standards. These documents are used by the DCHA office directors, the Office of Legislative and Public Affairs

(LPA), Assistant Administrators, Assistant Secretaries of State, the USAID Administrator and the Secretary of

State.

C.3.5.6 Historical Record

The contractor may maintain a historical record of DCHA offices in support of the offices’ institutional memory.

Historical record activities involve working with the evaluation and planning functions and other and other teams within DCHA offices, and periodically providing cumulative reports, discussion pieces, promotional products, studies and other documents, as directed by the technical office.

C.3.5.7 Special Studies/Reports/Briefing Books

Upon request, the contractor shall conduct special studies to answer questions that may impact response efforts, and write various reports and briefing books for all levels of government. This may require the use of short term consultants who are recognized as subject matter experts in the pertinent field of study. Deliverables may include but are not limited to the following:

Information products on humanitarian policy and operations, transition initiatives, or any other DCHA area of practice. Information products may include recommendations and provided in the form of white papers and reports.

This end product may involve recommendation findings to be facilitated in a workshop situation. These services may be required on a short term basis and ad hoc basis as needed.

C.3.5.8 Conference Proceedings and Meeting Notes

The contractor shall be responsible for serving as the reporter at, and preparing and publishing proceedings for

DCHA sponsored and other relevant conferences and meetings. The contractor shall provide a note taker at regularly scheduled meetings as directed by the technical office.

C.3.5.9 Information Officers for Disaster Assistance Response Teams

(DARTs), Other Field Assignments, and Response Management Team (RMTs)

The contractor shall provide personnel to serve as Information Officers to deploy when a DART or other field team is activated, and to serve on Washington based RMTs as needed. Personnel deployed on DARTs must be provided and depart within 24 hours of notification of COR. Personnel serving on RMTs must report to duty within two hours of notification of COR. Information Officers must have the ability and willingness to travel on short notice. For the list of positions, duties and minimum qualifications of Information Officers please see

Section B.7.2.

C.3.5.10 Mapping, Visualization and Geo-referencing

Provide support for mapping/geo-referencing and core data visualization and analysis, including:

Development of map products, including interactive and analytical; maps;

Procurement of commercial maps and those produced by partners;

Dissemination of maps in a variety of media and formats to customers within and outside the Agency;

Provision of technical assistance on a variety of geographic information efforts;

Provision of visualizations (for example, complex datasets and relationships, multimedia visualizations, and animations

Provision of pattern analysis and time-series data studies

Provision of related training as required.

Provision of GIS experts to serve on DARTs and RMTs as needed.

C.3.5.11 Public Information Management

The contractor shall provide services in public information management and public affairs for DCHA offices, including the following:

Defining goals and strategies for improving the quality, consistency and effectiveness for DCHA offices’ communications and outreach. Activities will include, but not be limited to:

Documenting program activities and accomplishments;

Identifying audiences for information dissemination and outreach;

Assisting DCHA public affairs officer and/or LPA with media and Congressional relations when appropriate;

Managing branding efforts for the Disaster Assistance Response Teams (DARTs) and other activities as needed;

Coordinating public information functions;

Participating in appropriate meetings.

Assessing strategic needs for new publications and products. Activities will include, but not be limited to:

Producing written materials such as fact sheets, press releases, media advisories, op-eds, etc. in consultation with and for distribution by LPA;

Planning, drafting, editing and producing other products, either directly or in coordination with other staff and consultants.

Upgrading information management and communications.. Activities will include, but not be limited to:

Providing technical advice on communications and publications produced by the Information Services Unit;

Enhancing the content of DCHA offices’ Intranet and Internet pages.

C.3.5.12 Information Dissemination

The contractor will conceptualize and plan briefings and other events for information dissemination. Advising the senior management in the respective DCHA office on issues related to communications strategy and the development and dissemination of information

Activities will include, but not be limited to:

Ensuring consistency of the DCHA Offices’ message in USAID products;

Preparing speeches;

Preparing talking points.

Assisting in the development of senior staff communications skills and strategy

Providing advice and contacts to develop and improve communication skills of Office senior staff and others communicating with Congress, the media and the general public.

Develop initial design and help facilitate a public outreach and communications strategy for DCHA

Produce for dissemination, public information about DCHA activities for both host country and domestic consumption to educate and promote a better understanding of DCHA programs

Monitor public and international donor opinion concerning DCHA programs for the purpose of gauging the effect of the information dissemination strategy and provide feedback to inform ongoing activities and future programming;

Establish and maintain contacts with representatives of DCHA partners and other USG agencies to collect information for weekly and/or bi-weekly reports;

Prepare and update a standard information package on DCHA programs, for briefings and for distribution to the public and the media;

C.3.5.13 Disaster Donation Support

The contractor shall educate the public and targeted groups regarding appropriate ways to help those effected by disaster overseas and provide assistance to USG with international disaster-related donations issues, with the overall goal of reducing the level of inappropriate commodity and service contributions in a manner consistent with USAID policy on these issues. Services include the following:

• Donor Inquiry Response and Guidance: Respond to public, corporate, and governmental inquiries related to donations and other forms of assistance for international disaster assistance;

• Public Education and Targeted Outreach: Develop and implement public education activities and materials;

targeted outreach campaigns to guide the public and specific groups on appropriate donations for international disasters;

• Information Management for Appropriate Donations: Develop and maintain a website and other public information tools with appropriate donations guidelines and other information for international disasters. The contractor shall maintain a recruiting website similar to the following link: http://www.cidi.org.

C.3.5.14 Other Information Support

• Manage and input data into DCHA offices’ databases. Provide information, upon request, drawn from these databases.

• Prepare appropriate information for posting on the DCHA offices’ internal websites, the Agency’s intranet, and the Agency’s internet website.

• Provide Content Management System support, Web software admin (e.g. Drupal) administration, updates and module development, as well as assistance with mobile platforms, use of SMS, and additional technology options for mobile coverage provision.

• Provide security support for web-based and mobile applications, including support for issues of privacy in complex environments.

• Provide desk reviews of data, surveys, analysis methodologies, and field sub-contract SOWs for further support.

• Provide support for organizing information and publications.

C.3.6 TASK 6 – Staff Training and Support for Capacity Building Activities

The Contractor shall develop training and development activities to meet the evolving performance needs and staff development of the DCHA offices and personnel. Training to DCHA under this IDIQ includes but is not limited to the following categories: Rapid Response, Disaster Preparedness, Transition Initiatives, Emergency

Response, DART, Field Operations, Programming/Grant Management, Personnel Management, Conflict and

Complex Environments, Conflict Assessment and Programming, Food Aid and Deployments with other

Agencies.

C.3.6.1 Staff Training

The contractor shall provide systems, staff and resources to assure the achievement of the following overall goals:

• On-going performance consulting for the core business of DCHA offices’ divisions and teams;

• Develop training and teach staff development and orientation to DCHA operating environment.

• Comprehensive staff training curriculum that remains flexible enough to respond to fast-changing field or

Agency requirements;

• Diversified course delivery mechanisms, with appropriate interactive learning activities within courses;

• Professional staff training management services with transparent and user-friendly systems;

• Availability of technical support to offices’ regional capacity-building programs.

• Integrated training and professional development opportunities across DCHA and USAID

C.3.6.2 Support for Capacity Building Activities

The contractor shall conduct training and development activities under the direction of the technical office’s training representatives. The contractor shall collaborate as necessary with other DCHA staff as well, who act as subject matter experts/resources, as training designers/providers, and as instructors.

The contractor shall perform the following:

• Provide on-going performance consulting to DCHA offices. This may result in recommendations for training, as well as non-training solutions;

• Design, revise, deliver and manage appropriate staff training courses, workshops and sessions;

• Design and produce appropriate training materials;

• Migrate selected courses to distance learning and web-based training as appropriate;

• Subject all new and existing internal and external trainings to a make/buy analysis to determine if the needs are better met through existing training providers or if developing unique training programs better serves office training needs;

• Hire training consultants and vendors to complement DCHA offices’ internal training capability when necessary and to provide current technical information;

• Provide guidance to internal subject matter experts and external training providers on training format, materials design, and evaluation;

• Prepare and publicize policies and procedures for staff training management that are clear to all;

• Maintain training management software, calendars, procedures and tools; communicate with training participants and instructors;

• Field technical consultants for evaluations, planning and training implementation;

• Provide technical assistance to field-based capacity-building programs as requested;

• Participate in periodic global training coordination meetings (bringing together multiple training contractors, grantees and cooperating organizations);

• Coordinate, as necessary, to arrange cross-training opportunities with other donors, collaborating USG partners, and NGOs;

• Participate, with DCHA offices’ training representatives, in periodic coordination meetings with other USG and Agency offices;

• Design and facilitate workshops, seminars, retreats, presentations, and meetings, and assist in the design and delivery of After-Action reviews and conferences, as requested;

• Review and facilitate the design and implementation of procedures and working aids to support core business areas;

• Provide technical and administrative support to DCHA offices’ training programs;

• Provide technical, advisory and coaching support on organization development, staff development, and training issues, as requested;

• Develop and deliver orientations and other general informational presentations for USAID and other US

Government bureaus, divisions and teams;

• Develop annual training calendar and training team work plan;

• Regularly communicate with DCHA offices’ training representatives to adjust work plan and calendar, based on disaster response requirements, evolutions in Agency policy and structure.

• Conduct training needs assessments; revise DHCA courses to meet staff performance needs.

• Develop a standard package which includes a facilitator guide and participant notebook and shall be developed in concert with potential regional office,

• Facilitate workshops and other courses including arranging space and providing materials and incidentals.

• Develop a performance oriented field manual; create and update relevant Process and Procedures Manuel, and other documents related to specific course material

• Perform other functions involving the assessment of training needs, development of standardization training packages, the modification and development of training modules, organization and implementation of training session.

END OF SAMPLE TASK ORDER