EATAP_II_SOL-OAA-16-000004_Amendment_1.pdf

Issuance Date: December 23, 2015

Questions Due: January 6, 2016 5:00PM Eastern Standard Time (EST)

Closing Date: February 2, 2016, 5:00PM Eastern Standard Time (EST)

Subject: Request for Proposal (RFP) for USAID’s Expenditure Analysis Technical

Assistance to Partners II (EATAP-II) No. SOL-OAA-16-000004.

To All Prospective Offerors:

The U.S. Agency for International Development, Bureau for Global Health, Office of

HIV/AIDS (USAID/GH/OHA) is seeking services for the provision of technical assistance (TA) to support the President's Emergency Plan for AIDS Relief (PEPFAR)

Expenditure Analysis (EA) Initiative's implementation process, improve expenditure data quality, and strengthen the use of expenditure analysis data for program planning and budgeting. Expenditure Analysis is the routine financial monitoring of the PEPFAR portfolio. The purpose of EA is to better understand the expenses the U.S. Government

(USG) incurs to provide a broad range of HIV/AIDS services. It improves the accountability and oversight of PEPFAR's contribution globally by tracking spending and accomplishments over time, as well as supports the strategic planning process with country government counterparts and other key stakeholders.

USAID is seeking proposals from qualified Contractors to provide the services as described in Section C of the attached RFP. This is a 100% small business set-aside, under NAICS Code: 541690.

In support of the United States President’s Emergency Plans for AIDS Relief (PEPFAR)

3.0, the Efficiency Action Agenda’s goal to increase transparency, oversight, and accountability across PEPFAR and its interagency partners, PEPFAR pioneered the use of results-linked financial indicators (expenditures) through its Expenditure Analysis

(EA) Initiative, to support financial data for decision making. Use of financial data for decision making has become a cornerstone for PEPFAR. The Implementation of the

PEPFAR EA progressed through extensive piloting and phased approaches.

Interested Offerors must submit separate technical and cost proposals that comply with the requirements of Section L of this solicitation. USAID plans to award a Cost-plus-

Fixed-Fee (CPFF) term type contract for a performance period as stated in the attached

RFP, subject to the availability of funds.

If substantive questions are received which affect the response to the solicitation, or if changes are made to the closing date and time, as well as other aspects of the RFP, this solicitation will be amended. Any amendments to this solicitation will be posted on www.fbo.gov. It is the responsibility of the prospective offerors to ensure that the solicitation and all amendments are downloaded in entirety. USAID bears no http://www.fbo.gov/ http://www.fbo.gov/ http://www.fbo.gov/ responsibility for data errors resulting from transmission or conversion processes.

Please pay careful attention to Section K - Representations, Certifications and

Acknowledgements of the accompanying Request for Proposals. Offerors are expected to comply with FAR clause 52.204-7, System for Award Management (SAM), and complete the representations and certifications electronically in the SAM database.

Sections B through J of the solicitation will become the basis for the contract. Any blanks in Sections A through J will be completed by the Contracting Officer prior to award.

Any questions regarding this RFP must be submitted in writing via e-mail to eatap@usaid.gov. Questions must be submitted to eatap@usaid.gov by the date indicated above. While USAID will make every attempt to address questions received after questions due date, we cannot guarantee an answer to those questions. Proposals must be submitted to: eatap@usaid.gov no later than the indicated closing date and time.

Issuance of this solicitation does not obligate USAID to award a contract, nor will

USAID pay any costs associated with the preparation of the proposals.

Thank you for your interest in USAID programs.

Sincerely, Sallie McElrath mailto:eatap@usaid.gov

TABLE OF CONTENTS

SECTION B - Supplies or Services/Prices

B.1 PURPOSE

B.2 CONTRACT TYPE

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

B.4. BUDGET

B.5. INDIRECT COSTS

B.6. COST REIMBURSABLE

B.7. PAYMENT OF FIXED FEE

SECTION C- Description/Specifications

STATEMENT OF WORK

SECTION D - Packaging and Marking

D.1 AIDAR 752.7009 MARKING (January 1993)

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

D.3 BRANDING STRATEGY

D.4 MARKING STRATEGY

SECTION E - Inspection and Acceptance

E.1 52.246-5 INSPECTION OF SERVICES - COST-REIMBURSEMENT. (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

E.3 RESPONSIBLE OFFICIAL

SECTION F - Deliveries or Performance

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERFORMANCE PERIOD

F.3 PLACE OF PERFORMANCE

F.4 REPORTS AND DELIVERABLES

F.5 PERFORMANCE STANDARDS

F.6 KEY PERSONNEL

F.7 ADS 302.3.5.5 REPORTING OF FOREIGN TAXES (July 2007)

F.8 PROFESSIONAL LEVEL OF EFFORT (LOE)

SECTION G - Contract Administration Data

G.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

G.2 CONTRACTING OFFICER

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.5 PAYING OFFICE

G.6 ACCOUNTING AND APPROPRIATION DATA

G.7 CONTRACTOR’S PAYMENT ADDRESS

G.8 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

SECTION H - Special Contract Requirements

H.1 ORGANIZATIONAL CONFLICTS OF INTEREST: PRECLUSION FROM FURNISHING

CERTAIN SERVICES AND RESTRICTION ON USE OF INFORMATION (Evaluation Services)

H.2 Organizational Conflicts of Interest: RESTRICTION ON USE OF INFORMATION

H.3 ORGANIZATIONAL CONFLICTS OF INTEREST DISCOVERED AFTER AWARD (JUN 1993) .39

H.4 AIDAR 722.170 EMPLOYMENT OF THIRD COUNTRY NATIONALS (TCN’S) AND

COOPERATING COUNTRY NATIONALS (CCN'S)

H.5 AIDAR 752.228-3 WORKER’S COMPENSATION INSURANCE (Defense Base Act)

H.6 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JUL 2007)

H.7 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997)

H.8 AIDAR 752.7007 PERSONNEL COMPENSATION (JUL 2007)

H.9 AIDAR 752.7027 PERSONNEL (DEC 1990)

H.10 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.11 INSURANCE AND SERVICES

H.12 AUTHORIZED GEOGRAPHIC CODE

H.13 LOGISTIC SUPPORT

H.14 EXECUTIVE ORDER ON TERRORISM FINANCING (FEB 2002)

H.15 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JAN

2002)

H.16 CONSENT TO SUBCONTRACT

H.17 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

H.18 ADS 302.3.5.9 NONDISCRIMINATION (June 2012)

H.19 ADS 302.3.5.13 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL

(July 2007)

H.20 NONEXPENDABLE PROPERTY PURCHASES, INFORMATION TECHNOLOGY RESOURCES

AND GOVERNMENT PROPERTY

H.21 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS

AMENDED

H.22 CONDOMS (ACQUISITION) (SEPTEMBER 2014)

H.23 Prohibition on the Promotion or Advocacy of the Legalization or Practice of Prostitution or Sex

Trafficking (September 2014)

H.24 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY .... 52_Toc438639004

H.25 CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) (FEBRUARY 2012)

H.26 ENVIRONMENTAL COMPLIANCE

SECTION I - Contract Clauses

SECTION J - List of Documents, Exhibits and Other Attachments

SECTION K - Representations, Certifications, and Other Statements of Bidders

SECTION L - Instructions,Conditions, and Notices to Bidders

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE. (FEB 1998)

L.2 52.216-1 TYPE OF CONTRACT. (APR 1984)

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

L.4 52.252-5 AUTHORIZED DEVIATIONS IN PROVISIONS. (APR 1984)

L.5 TECHNICAL PROPOSAL INSTRUCTIONS

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL

SECTION M - Evaluation Factors for Award

M.1 GENERAL INFORMATION

M.2 TECHNICAL PROPOSAL EVALUATION CRITERIA

M.3 FAR 52.217-5 EVALUATION OF OPTIONS. (JUL 1990)

ATTACHMENTS

SECTION A - Solicitation/Contract Form

SECTION B - Supplies or Services/Prices

B.1 PURPOSE

The purpose of this contract is to provide technical assistance (TA) to PEPFAR implementing partners (IPs), USG and USAID field teams to complete the Expenditure

Analysis (EA) reporting requirements mandated by the Office of the Global AIDS

Coordinator (S/GAC) and ensure high data quality; develop necessary budgeting and planning tools for USG teams to apply EA data for country/regional operational plan

(COP/ROP) budgeting and programming; and support capacity-building activities to strengthen use of EA data for program planning and budgeting.

B.2 CONTRACT TYPE

This is a Cost plus Fixed Fee (CPFF)/Level of Effort (LOE) type contract. For the consideration set forth in the contract, the Contractor shall provide a level of effort of

12,240 professional level of effort hours per year to perform the work described in

Section C and comply with all contract requirements.

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 $TBD. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any, is $TBD.

(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 $TBD. The

Contractor shall not exceed the aforesaid obligated amount.

B.4. BUDGET

The following budget table captures the final negotiated cost elements for the performance of the work required hereunder:

To be added at award

B.5. INDIRECT COSTS

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 for the prime contractor and its major subcontractors (“major subcontractors” are those subcontractors expected to perform at least 20% or more of the technical effort):

To be filled in at award

Description Rate Base Type Period

G&A 1/ 1/ 1/

Fringe 2/ 2/ 2/

3/ 3/ 3/

The Contractor is allowed to recover applicable indirect costs (i.e., overhead, G&A, etc.)

on other direct costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA).

Indirect costs shall not be allowed for organizations that do not have a NICRA.

B.6. 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.

B.7. PAYMENT OF FIXED FEE

Pursuant to FAR 16.306 (d), payment of fixed fee shall be based on the delivery of level of effort subject to inspection and acceptance by USAID as specified in Section E, and otherwise in compliance with the terms of the contract. Pursuant to FAR 52.216-8, Fixed

Fee, after payment of 85 percent of the fixed fee, further payment of the fee will be withheld until a reserve is set aside not to exceed 15% of the total fixed fee or

$100,000.00, whichever is less.

[END OF SECTION B]

SECTION C- Description/Specifications

STATEMENT OF WORK

Background

Among the five key action agendas of United States President’s Emergency Plan for

AIDS Relief (PEPFAR) 3.0, the Efficiency Action Agenda’s goal is to increase transparency, oversight, and accountability across PEPFAR and its interagency partners to ensure every taxpayer dollar is optimally invested and tracked.

In 2014, PEPFAR increased data access in an unprecedented way, making data accessible and actionable for impact. Increasing transparency, oversight, and mutual accountability will remain a

PEPFAR priority as it works to achieve an AIDS-free generation.

To reach the Joint United Nations Programme on HIV/AIDS’ (UNAIDS) ambitious 90-

90-90 global goals: 90 percent of people with HIV diagnosed, 90 percent of them on

ART and 90 percent of them virally suppressed by 2020 – PEPFAR is committed to shifting the way of doing business by pivoting to a data-driven approach that strategically targets geographic areas and populations where it can achieve the most impact for its investments and get the world closer to HIV epidemic control.

Use of financial data for decision making has become a cornerstone for PEPFAR in its realignment to achieve greater targets within a budget constrained environment. PEPFAR has pioneered the use of results-linked financial indicators (expenditures) through the institutionalization of its Expenditure Analysis (EA) Initiative to support the routine generation of financial data for decision making. The resulting data is also shared with partner governments and other stakeholders to improve country-specific program planning and budgeting.

Expenditure analysis is one component of routine financial monitoring of the PEPFAR portfolio. The purpose of EA is to better understand the expenses the US Government

(USG) incurs to provide a broad range of HIV/AIDS services. It improves the accountability and oversight of PEPFAR’s contribution globally by tracking spending and accomplishments over time, as well as supporting the strategic planning process with country government counterparts and other key stakeholders. For more information and background on EA, please see Attachments 1 and 2: PEPFAR EA Overview Slide Set and the 2015 EA Guidance, respectively.

Implementation of the PEPFAR EA Initiative has gone through extensive piloting and phased institutionalized approach. From 2009 to 2012, EA was piloted in eight countries http://www.pepfar.gov/about/agendas/efficiency/index.htm http://www.pepfar.gov/about/agendas/efficiency/index.htm

(Mozambique, Guyana, Democratic Republic of Congo, Nigeria, Uganda, Zambia, Republic of South Africa, and Vietnam). Over the course of three years, the scope of EA grew from capturing expenditure data for only a handful of HIV/AIDS clinical services in a given country to entire PEPFAR country portfolios. In FY 2012, the first phase of institutionalization was implemented in nine countries representing approximately 75 percent of the PEPFAR global portfolio. An additional ten countries were added for the second phase of institutionalization in FY 2013, bringing the total to 19 countries representing approximately 95 percent of the PEPFAR global portfolio. The last phase of institutionalization, in FY 2014, added the remaining PEPFAR countries with budgets less than $5 million bringing the total number of countries participating in EA to 36 accounting for 100 percent of the PEPFAR global portfolio. A map showing this phasing process can be found in Attachment 1: PEPFAR EA Overview Slide Set.

The past three phases of institutionalized roll-out of launching EA in PEPFAR countries globally has shown the importance of having readily available technical assistance (TA) for PEPFAR implementing partners to successfully and accurately complete the annual reporting requirements. Workshops, one-on-one TA meetings, and virtual TA sessions are examples of the different types of technical assistance avenues that have proven to be extremely useful in standardizing implementing partner response criteria, generating allocation estimates for expenditures shared across the programs, and categorizing expenditures in a manner consistent with EA guidance across all implementing partners globally.

Purpose

The purpose of this project is to provide TA to PEPFAR implementing partners (IPs), USG and USAID field teams to complete the EA reporting requirements mandated by the

Office of the Global AIDS Coordinator (S/GAC) and ensure high data quality; develop necessary budgeting and planning tools for USG teams to apply EA data for country/regional operational plan (COP/ROP) budgeting and programming; and support capacity-building activities to strengthen use of EA data for program planning and budgeting.

Rationale

This project will expand upon the technical assistance provided through the current

EATAP contract by coupling the provision of TA to PEPFAR IPs for completing the EA reporting requirements with greater focus on data quality assurance (DQA), as well as an emphasis on capacity development on EA data use for decision making. Activities under such a project design will increase technical knowledge on EA methodology and application of EA data for improved decision-making among USG teams and PEPFAR implementing partners.

Under a current Expenditure Analysis Technical Assistance to Partners (EATAP) contract, technical assistance was first provided to five countries (Cameroon, Cote d’Ivoire, Haiti, Rwanda, and Vietnam), and then expanded to an additional eight countries and two regions (Burma, Burundi, Cambodia, Democratic Republic of Congo, India, Indonesia, Papua New Guinea, Ukraine, Asia Regional, and Central Asia

Regional), bringing the total number of countries receiving technical assistance to 13 plus two regions. In addition, an Excel-based budgeting tool and accompanying user manual was developed to support the COP budget development process.

Expenditure Analysis is an annual reporting requirement beginning on or around late

August with pre-data collection planning and ending in late May. Data collection typically begins on October 1 st , immediately after the USG fiscal year in order for

PEPFAR IPs to have one fiscal year of financial data readily available, and ends on or around November 15 th

. The EA cycle consists of several steps, including:

1) Pre-data collection planning;

2) EA reporting implementation/launch teleconference/webinar/in-country visit;

3) Data Collection (see EA Data Collection Template in attachments);

4) Data Cleaning;

5) Data Review;

6) Data Analysis;

7) Data Dissemination;

8) Data Vetting and Finalization; and

9) Data Use.

Data quality assurance (DQA) is a critical and integral component throughout all phases of the EA cycle. Generating quality financial data is important, especially since EA is a global exercise and requires consistent interpretation of EA methods by PEPFAR IPs across all countries in order to standardize the expenditure data collected and generate meaningful results. Examples of data quality issues in the previous EA cycles include:

(a) mis-categorization of expenditures; (b) incorrect allocation of expenditures; (c) incorrect reporting of expenditures between site and above site-level; (d) allocation of expenditures on shared resources, etc.

Prior experience has highlighted the importance of having readily available TA (both in-person and virtual) during the data collection, cleaning, and review period for USG teams and PEPFAR IPs to successfully respond and complete the annual reporting requirement

– with the majority of questions focused on understanding and interpreting the EA guidance manual. Moving forward, however, it is expected that technical support will be needed throughout the EA cycle as countries are increasingly being expected to utilize

EA data for decision-making. USG teams may require additional support during the data vetting, finalization, and use period as they strive to better understand their EA data and potential application for program planning and budgeting.

While the majority of the training materials for EA have already been developed by the

USG team, the contractor may be expected to translate some of the materials in local language if needed.

Expenditure Analysis data played a pivotal role in informing the fiscal year (FY) 2015

COP/ROP and budgeting process. This has highlighted the need for improved data quality through greater technical oversight of IPs reporting for EA and assisting USG teams in reviewing IP submissions. Availability of tools that helped with organizing and analyzing EA data proved extremely helpful to the country teams when using EA data.

For an overview of historical PEPFAR expenditure data to date, please visit https://data.pepfar.net/

Statement of Expected Results

The contractor shall address all three results components critical to achieve the overall project purpose:

1) Provide technical assistance to support the successful implementation of the EA process and ensure quality expenditure data is collected;

2) Provide technical expertise to strengthen and streamline EA data use through the development of program planning and budgeting tools;

3) Support capacity-building activities to increase EA technical knowledge and strengthen use of EA data for program planning and budgeting.

Close coordination with the project Contracting Officer’s Representative (COR) and

Activity Manager will be necessary to determine the level of effort required for each results component as it may vary depending on operating unit-specific needs. In addition, it will be important to establish a continuous feedback loop that allows room for scope of work adjustment throughout the contract. The contractor is also expected to develop a Performance Management Plan (PMP), in coordination with the project COR and Activity Manager within the requisite timeline. The contractor will develop an annual work plan and provide any necessary intermediate reports as listed in the expected deliverables. For specific deadlines and details on these and other results, see Sections on

Expected Deliverables and Reporting Requirements.

Tasks

Provide technical assistance to support the successful implementation of the EA process and ensure quality expenditure data is collected https://data.pepfar.net/

● Provide staff preferably in-country or regionally or a combination thereof with the appropriate skill sets

● Participate in a USG-facilitated Technical Assistance (TA) providers’ training in a central location on EA process and methodology

● Establish communication with EA Advisors and coordinate schedule for delivery of technical assistance to implementing partners during the data collection timeframe

● Establish communication protocol with USG field team EA point-of-contacts

(POCs)

● Review and finalize sub-national unit (SNU) and implementing mechanism lists with EA Advisors and USG field teams

● Participate and help coordinate the initiation of EA process in country virtually or in-person in coordination with EA Advisors

● Support the overall EA process and data quality through the provision of technical assistance at all stages of the implementation period in PEPFAR operating units, USAID and USG teams, and PEPFAR IPs

● Coordinate with the project CORs and Technical Advisor/Activity Managers to determine the level of TA required for each country

● In consultation with USG field team EA POCs, initiate and establish communication with PEPFAR implementing partners

● Support the USG field team in launching EA activity for the operating unit by conducting orientation session for implementing partners at the USG Mission or a venue as determined by the USG team (these EA launch sessions with implementing partners have an attendance of anywhere from 20-80 individuals depending on the number of implementing partners in a given operating unit)

● Provide one-on-one in person and virtual technical assistance (i.e., office visits, phone, email, web-based conferencing tool) on understanding the EA methods such as categorizing and allocating expenditures, as well as navigating the data collection template

● Monitor the already existing EA data collection system and submission activity and follow-up as necessary per the communication protocol

● Maintain communication with EA Advisors for assistance with resolve EA content and data queries raised by USG EA POCs and PEPFAR implementing partners

● Review PEPFAR implementing partners’ EA templates for accuracy and completeness prior to submission

● Provide support to USG field team EA POCs, Contract Managers and Activity

Managers, and respond to queries during the USG review and approval process

● Support the EA Advisors and USG field team EA POCs to identify additional data quality issues not highlighted during the template submission and/or DQC process

● Assist PEPFAR implementing partners in resolving data quality issues identified during the template submission and data quality check (DQC) process

● Maintain communication with EA Advisors, USG field team EA POCs, and

PEPFAR implementing partners to ensure quality expenditure data is collected in a timely manner

● Communicate with project COR, Technical Advisor/Activity Manager, and EA

Advisors on evolving questions beyond the purview of the EA guidance manual for consistency in methodology

Provide technical expertise to strengthen and streamline EA data use through the development of program planning and budgeting tools

● The contractor is expected to coordinate with the project COR and Technical

Advisor/Activity Manager to understand the needs of USG field and HQ teams and develop new tools (for internal USG use) to support EA data use as the need arises

● Update existing tools based on feedback from USG field and HQ teams, EA

Advisors, Finance & Economics Work Group as communicated by the project

COR, Technical Advisor/Activity Manager,

● Coordinate with project COR and Technical Advisor/Activity Manager to solicit feedback from USG field and HQ teams on application of current tools used within the USG

● Coordinate with project COR and Technical Advisor/Activity Manager to assess the needs of USG teams for additional program planning and budgeting tools, including tools linking expenditure data with targets and program results

● Develop new or update existing EA program planning and budgeting tools, as needed

● Coordinate with project COR and Technical Advisor/Activity Manager to develop additional tools to support data organization across different data streams, as well as pilot test tools prior to dissemination

● Develop user manual to accompany new EA tools

Support capacity building activities to increase EA technical knowledge and strengthen use of EA data for program planning and budgeting

● The contractor is expected to coordinate with the project COR, Technical/Activity

Manager, and EA Advisors to understand the capacity needs of USG field teams and PEPFAR implementing partners

● Support efforts to increase EA technical knowledge and strengthen capacity of

USG field teams to utilize EA data per the PEPFAR country/regional operational plan guidance

● Provide training sessions on EA to USG teams and PEPFAR implementing partners

● Provide technical support to USG field teams and PEPFAR implementing partners on navigating the data collection template and EA guidance manual

● Coordinate with project COR and Technical Advisor/Activity Manager on providing support to the Office of HIV/AIDS efforts to capacitate USAID

Missions (USG field teams/Technical Working Groups) with understanding and using EA data and tools for program planning and budgeting

● Coordinate with EA Advisors on providing training workshops on EA methodology, tools and data application

● Develop and/or update training materials on EA methodology and tools, as needed

● Reference materials with illustrative examples of EA data use for program planning and budgeting, as needed

Key Personnel

The following individuals/positions are designated as Key Personnel. Transfer, removal, salary increases higher than contract escalation/rate, or replacement of key personnel is subject to approval by the Contracting Officer (CO).

The Contractor shall furnish the following Key Personnel for performance of this contract:

1) Project Director / Manager: The Project Director/Manager will be typically based at the head office, serve as the overall contract lead, have complete oversight of the contract and associated processes, and serve as the primary point of contact for communication with the COR and USAID contract management team. This individual must have excellent oral and written communication skills.

The Project Director/Manager must have past experience of leading a team for delivery of technical assistance in the areas of business, public health and/or international development. Technical expertise in the areas of resource tracking, development programs and global health is preferred. The prospective candidate will be responsible for planning, design, and implementation of this contract as well as performance review of and coordination with other project team member(s). The Project Director/Manager must be involved in activity report writing and the organization of different briefing presentations.

An individual of the caliber of a Project Director / Manager will be responsible for engaging in supporting capacity building activities to strengthen EA data use for program planning and budgeting.

2) Tool Developer: The Tool Developer will serve as the lead for developing and refining EA-related tools covered under this contract. The prospective candidate must possess excellent skills in tool development and data collection interface with requisite skills in development platform e.g. MS Excel. The candidate must have excellent oral and written communication skills. The Tool Developer must have past experience of tool development, developing data collection interface, writing user’s manual, delivering technical assistance in the areas of business, public health and/or international development. Technical expertise in the areas of resource tracking, modeling, development programs and international public health is preferred. In coordination with the COR and Activity Manager, the Tool

Developer will be responsible for effectively engaging with the PEPFAR Finance and Economics Work Group (FEWG) and the EA Implementation Management

Team to understand needs for refinement of existing tools or creation of new tools, engaging with other relevant stakeholders e.g., USG program and finance staff in-country, and be able to develop the needed functioning tools and user manuals.

Most of the tools are expected to be based on utilization of MS-Excel. There will not be any need to translate any of the tools into local languages.

See Section J for these Statement of Work Attachments:

Attachment 1: PEPFAR Expenditure Analysis Overview Slide

Set This slide set provides a brief overview and purpose of the EA

Initiative and additional background information.

Attachment 2: Expenditure Analysis Guidance This is the standard EA Guidance that is provided to PEPFAR

Implementing Partners at the start of the EA Reporting cycle.

Attachment 3: Expenditure Analysis Data Collection Template

(Generic version) This is the standard EA Data Collection Template which is used by

PEPFAR Implementing Partners to report expenditure data and is ultimately uploaded to the PROMIS System for approval.

Attachment 4: Publicly Posted PEPFAR Expenditure Data

Dashboard The below website shows aggregated PEPFAR Expenditure data by Fiscal Year (FY), Operating Unit (OU), Program Area, Geography within OU, and Cost Category.

[End of Section C]

SECTION D - Packaging and Marking

D.1 AIDAR 752.7009 MARKING (January 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.

Please note: Due to the very USG interagency nature of the PEPFAR Expenditure

Analysis initiative, any products such as presentations, tools, resource aids, etc. upon following the USAID and PEPFAR co-branding policy, additionally, this contract will bear the logos of all PEPFAR USG implementing agencies.

D.2 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING

PLAN

Markings under this contract shall comply with the USAID “Graphic Standards Manual” available at www.usaid.gov/branding or any successor branding policy.

In accordance with ADS 320 “Branding and Marking” this contract incorporates

USAID’s policy directives and required procedures on branding and marking of USAID-funded programs, projects, activities, public communications, and commodities with the

USAID identity.

http://www.usaid.gov/branding

The contractor shall develop a Branding Implementation Plan (BIP) and Marking Plan

(MP) for the contract to describe how the program deliverables will be branded. The BIP shall implement the Branding Strategy for the contract.

1) In accordance with ADS 320 “Branding and Marking”, USAID policy is to require exclusive branding and marking in USAID direct acquisitions using any source of funds.

Contractors and subcontractors' corporate identities or logos must not be used on USAID-funded program materials. Marking is not required on Contractor vehicles, offices, office supplies or other commodities used solely for administration of the USAID-funded program. Marking is not permitted on any communications that are strictly administrative, rather than programmatic, in nature. USAID identity is also prohibited on

Contractor and recipient communications related to award administration, such as hiring/firing of staff or renting office space and/or equipment.

Program Name: EATAP II

Branding: The branding shall incorporate the message that “This assistance is from the American People” sponsored by USAID.

Desired Level of Visibility: USAID identity must be prominently displayed in/on:

commodities or equipment; infrastructure projects; printed, audio, visual or electronic public communications; studies, reports, publications, websites, and promotional and informational products; and events.

Organizations to Be Acknowledged: The branding may acknowledge other organizations deemed as partners of an event or deliverable.

● Due to the very USG interagency nature of the PEPFAR Expenditure

Analysis initiative, any products such as presentations, tools, resource aids, etc. must follow the USAID and PEPFAR co-branding policy and additionally must bear the logos of all PEPFAR USG implementing agencies.

The MP must enumerate all of the public communications, commodities, infrastructure projects, program materials, events, deliverables, and other items that must be marked with the USAID identity or brand.

(3) The Marking Plan may include requests for exceptions to marking requirements or programmatic reasons, to be approved by the Contracting Officer. Waivers, as defined by

ADS 320, may be necessary for compelling political, safety or security concerns or if the marking must have an adverse effect in the host country. Contract deliverables to be marked with the USAID identity must follow design guidance for color, type, and layout in the Graphic Standards Manual, available at www.usaid.gov/branding, or any successor branding policy.

D.3 BRANDING STRATEGY

(a) The contractor must have a Branding Implementation Plan (BIP) submitted with the proposal along with a Marking Plan that responds to the Branding Strategy and which are all in accordance with ADS 320 and which are determined to be “acceptable” by USAID.

Contractors and subcontractors’ corporate identities or logos must not be used on

USAID-funded program materials. Marking is not required on contract vehicles, offices, office supplies or other commodities used solely for administration of the USAID-funded program. Marking is not permitted on any communications that are strictly administrative, rather than programmatic, in nature. USAID identity is also prohibited on contractor communications related to award administration, such as hiring/firing of staff or renting office space and/or equipment.

(b) The contractor’s approach to marking and branding under this contract will be governed by standard USAID marking and branding guidelines stated in ADS 320, as well as the preliminary Branding Strategy outlined below. In order to comply with

USAID’s branding guideline, the strategy outlined below may be modified.

The purpose of this Branding Strategy is to ensure that:

a) the contractor communicates that the technical assistance provided under this contract is from American people and

b) that the contractor uses media in a manner which increases the impact of the activity.

All activities under this contract must be branded in compliance with ADS 320.

D.4 MARKING STRATEGY

The Contractor shall also develop a Marking Plan (MP) for public communications, commodities, program materials, deliverables, and other items that visibly bear or will be marked with the USAID identity. The MP may include requests for exceptions to marking requirements, to be approved by the Contracting Officer. Contract deliverables to be marked with the USAID identity must follow design guidance for color, type, and layout in the USAID Graphic Standards Manual, available at www.usaid.gov/branding, or any successor branding policy.

[END OF SECTION D]

SECTION E - Inspection and Acceptance

E.1 52.246-5 INSPECTION OF SERVICES - COST-REIMBURSEMENT. (APR

1984)

(a) Definition. "Services," as used in this clause, includes services performed, workmanship, and material furnished or used in performing services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all places and times during the term of the contract. The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If any of the services performed do not conform with contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, for no additional fee. When the defects in services cannot be corrected by reperformance, the Government may -

(1) Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

(2) Reduce any fee payable under the contract to reflect the reduced value of the services performed.

(e) If the Contractor fails to promptly perform the services again or take the action necessary to ensure future performance in conformity with contract requirements, the Government may -

(1) By contract or otherwise, perform the services and reduce any fee payable by an amount that is equitable under the circumstances; or

(2) Terminate the contract for default.

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at USAID/Washington or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The

Contracting Officer’s Representative (COR) identified in Section G has been delegated authority to inspect and accept all services, reports, and deliverables as specified in the contract.

E.3 RESPONSIBLE OFFICIAL

In accordance with FAR clause 52.246-5 entitled ―Inspection of Services– Cost

Reimbursement, inspection of results or other deliverables required by the contract shall be made by the cognizant COR. Acceptance of goods/services and reports or other deliverables by the cognizant COR shall form the basis for payments to the Contractor, and will form the basis of the Contractor‘s permanent performance record with regard to this contract.

[END OF SECTION E]

SECTION F - Deliveries or Performance

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

REFERENCE

The following contract clause pertinent to this section is 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. The full text of the clause may be accessed electronically at the following address:

https://www.acquisition.gov/?q=/browse/far/52

NUMBER TITLE DATE

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

F.2 PERFORMANCE PERIOD

The Period of Performance of this Contract is as follows:

Type Period/Label Duration Estimated Dates

Base Base Period 24 Months TBD

Option Option Period 1 12 Months TBD

Option Option Period 2 12 Months TBD

F.3 PLACE OF PERFORMANCE

The performance of this contract shall be at the contractor's facility and in the specified operating units (countries/regional) as described in the Statement of Work (See Section

C).

F.4 REPORTS AND DELIVERABLES

Deliverables

1) Annual Work Plan: The contractor shall submit an annual work plan at the start of each performance year. This work plan would also include the

Performance Monitoring Plan (PMP). The work plan will document the work breakdown structure and related deliverables; show task dependencies, durations and constraints; and identify resource requirements.

2) Performance Monitoring Plan (PMP): The contractor shall develop a performance monitoring plan with the appropriate indicators to ensure that the requisite technical assistance has been provided to operating units to achieve complete EA reporting and all data is reviewed and queries resolved to ensure generation of high quality EA results for use in program planning and budgeting;

requisite tools have been developed, tested and are functional along with user’s manual; and requisite capacity building sessions have been supported. The PMP will need to include how the contractor plans to monitor, analyze, evaluate, and report progress toward achieving the project purpose and results components.

3) Weekly Status Report: The Project Director / Manager will provide weekly reports during delivery of technical assistance, and if necessary propose telephone communication with the COR and Technical Advisor / Activity Manager reviewing work plan progress and assist in resolving any conflicts and overcoming barriers to keeping to the work plan and timeline.

Weekly status report per operating unit to the respective EA Advisors with a copy to the

USAID project COR and Technical Advisor / Activity Manager highlighting the type of queries from USG teams and PEPFAR implementing partners, outcome of technical assistance requests, and status of PEPFAR implementing partner template submission rates, any issues or challenges in technical assistance delivery, etc.

Separate version of weekly status report (specific) including an extra section on the associated estimated costs per activity to the project COR and Technical Advisor /

Activity Manager.

4) Tools: Modified EA tools/Excel-based workbooks, as applicable.

Additional new EA tools/Excel-based workbooks, as applicable

5) Users Manuals: User manual(s) to accompany new EA tools

6) Annual Activity Report: Annual activity report to project COR and

Technical/Activity Manager highlighting lessons learned and recommendations for future rounds of the EA Initiative. Once all data queries have been resolved and all technical assistance requests have been fulfilled in each of the identified operating units, the contractor must incorporate the outcomes in the annual activity report and send to the COR and Technical Advisor/Activity Manager for review.

7) Final Activity Report (Project Close-Out): Final activity report (Project

Close-Out) to project COR and Technical Advisor / Activity Manager summarizing lessons learned and recommendations from all the years of performance to inform future rounds of the EA initiative. This report shall also include the financial report.

The contractor shall submit a detailed draft final activity report, no later than the estimated end date of the contract, synthesizing the work performed, the deliverables, and results of the project, accomplishments and impact in relation to the expected results and

PMP, and recommendations regarding future and unfinished work. The draft final activity report shall include, but not be limited to:

● A discussion of the short-term and long-term impact of the technical support delivered by the project to PEPFAR implementing partners;

● An overarching description of accomplishments and results achieved broken down by the objectives including a list of all institutions and organizations the project worked with/partnered with;

● A discussion of problems encountered, objectives not fully achieved and lessons learned, and suggest ways to resolve identified constraints;

● Incorporation of any additional/available evaluative data compared to project results and any explanatory background; and

● A final financial report: The draft final activity report shall also contain an index of all reports and information products produced under this contract. The

COR will provide written comments on the draft final activity report, which the

Contractor shall address by revising the draft and submitting a final report.

● The final activity report must represent a thorough and well-organized effort to objectively evaluate what worked in the project, what did not and why, lessons learned and suggestions from contractor for future rounds of the EA initiative.

● The final activity report must address all questions raised in each of the technical assistance sessions.

● Final activity report may have annexes. All tools used to deliver the technical assistance must be included as an annex.

8) Monthly Financial Report

The Contractor shall produce monthly financial reports detailing line item expenditures. .

This report will be submitted to the COR no later than the same day the voucher is submitted to USAID.

As required in F.8 below, the contractor will report the total amount of level of effort delivered and amount remaining in each of the above categories in each monthly financial report. The contractor will also report the ratio of the total LOE to the total estimated cost of this task order in the monthly financial report.

9) PEPFAR Expenditure Reporting

Recipients of PEPFAR funds must report annually on program expenditures.

Specifically, recipients must use the form PEPFAR Program Expenditures (DS-4213

OMB 1405-0208) as a part of completing the PEPFAR Annual Progress Report at the end of each USG fiscal year (September 30). Recipients are required to submit the final

PEPFAR Program Expenditures form 60 days prior to the end of the USG fiscal year.

F.5 PERFORMANCE STANDARDS

The Contractor’s overall performance will be evaluated in accordance with FAR 42.15.

Evaluation of the Contractor's overall performance in accordance with the performance requirements set forth in Section C will 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.6 KEY PERSONNEL

(1) The following two individuals are approved for the key personnel positions for the performance of this contract:

a) Project Director/Manager: to be filled in at award

b) Tool Developer: to be filled in at award

The duties and functions of these key personnel positions are described in Section C of the Statement of Work.

(2) The key personnel specified above 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 USAID 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 key personnel/position shall be made by the Contractor without prior written concurrence from the COR and written consent of the Contracting Officer.

F.7 ADS 302.3.5.5 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.

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2042_15.html

(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. For example, if a contractor performing in Lesotho using foreign assistance funds should purchase commodities in South Africa, any taxes imposed by South Africa would not be reported in the report for Lesotho (or South Africa).

(6) 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.

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

(8) 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 contracts, grants, cooperative agreements and interagency agreements.

(2) “Commodity” means any material, article, supply, goods, or equipment.

(3) “Foreign government” includes any foreign governmental entity.

(4) “Foreign taxes” means value-added taxes and custom duties assessed by a foreign government on a commodity. It does not include foreign sales taxes.

(d) Where. Submit the reports…