USAID Climate Change Adaptation Activity 72038321R00004.pdf

Request for Proposal (RFP) Number 72038321R00004

Project Title USAID Climate Change Adaptation activity

Issuance Date January 12, 2021

Question Submission Deadline January 19, 2021 (0900am Sri Lanka time)

Closing Date for Submission of Proposals* March 23, 2021 (0900am Sri Lanka time)

*Late submissions will not be accepted.

Subject: Request for Proposal (RFP) No. 72038321R00004 USAID Climate Change Adaptation Activity

To All Prospective Offerors, The United Sates Government (USG), represented by the United States Agency for International Development (USAID) Mission to Sri Lanka and Maldives in Colombo (USAID/Sri Lanka), is soliciting proposals from qualified organizations interested in providing the services described in the attached solicitation. The principal geographic code for this contract is 937 and the North American Industry Classification System (NAICS) code is 541990.

USAID/Sri Lanka anticipates one (1) Cost Plus Fixed Fee completion-type contract, covering a performance period of five (5) years from the date of award. The procurement will be conducted through full and open competition procedures, pursuant to Part 15 of the Federal Acquisition Regulation (FAR) (48 CRF Chapter 1).

Any type of organizations (large or small commercial [for profit] firms and nonprofit organizations) are eligible to compete.

The overall estimated cost of this procurement is approximately $19 million dollars, ($11 million for Maldives and $8 million for Sri Lanka) subject to the availability of funds. The government is in no way obligated to make any award within the maximum estimated cost identified. Offerors should not strive to meet the maximum amount; rather, Offerors should propose costs that are appropriate, realistic, and reasonable, and in accordance with the proposal approach for achieving results. Technical proposals together with cost proposals will be evaluated as part of a best value determination.

Please refer to Section L of the RFP for information regarding proposal requirements. Offerors should take into account the expected delivery time required by the proposal transmission, and they are responsible for ensuring proposals are received at USAID by the due date and time stipulated above. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated.

Section L sets forth all instructions for the preparation and submission of required proposal contents. Offerors will develop a proposal in response to the RFP requirements, and propose results to be achieved. Section M states the technical evaluation criteria by which proposals will be evaluated.

This solicitation in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. USAID reserves the right to award the contract subject to availability of funds.

This RFP can be viewed and downloaded from https://beta.sam.gov. USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, please be aware that amendments to solicitations are occasionally issued and will be posted on the same website from which you downloaded the solicitation. USAID advises to regularly check the above website for amendments.

Offerors are encouraged to read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting a proposal. Questions or communications regarding this RFP should be directed by e-mail to Marcus A. Johnson, Jr., Contracting Officer and Mr. Hirantha Heenatigala, Acquisition and Assistance Specialist at srilankaprocurement@usaid.gov as specified. The subject line for all communications should read “USAID Climate Change Adaptation Activity.”

Sincerely, Marcus A. Johnson, Jr.

Supervisory Contracting Officer USAID/Sri Lanka & Maldives

RFP No: 72038321R00004 USAID Climate Change Adaptation Activity

TABLE OF CONTENTS PAGE

PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 OBLIGATED AMOUNT

B.4 BUDGET SCHEDULE

B.5 INDIRECT COSTS

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND FINAL

REIMBURSEMENT FOR INDIRECT COSTS

B.7 COSTS REIMBURSABLE

B.8 PAYMENT OF FIXED FEE

B.9 CANCELLATION CEILINGS

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK STATEMENT

SECTION D – BRANDING AND MARKING

D.1 USAID BRANDING POLICY

D.2 AIDAR 752.7009 MARKING (JAN 1993)

D.3 BRANDING STRATEGY

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

E3. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 AUTHORIZED WORK WEEK

F.6 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

F7. REPORTS

F.8 KEY PERSONNEL

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER’S AUTHORITY

G.2 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.5 ACCOUNTING AND APPROPRIATION DATA

G.6 INVOICES

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 AUTHORIZED GEOGRAPHIC CODE

H.3 GOVERNMENT FURNISHED FACILITIES

H.4 ENVIRONMENTAL COMPLIANCE

H.5 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEPTEMBER 2013)

H.6 ADS 302.3.5.19 USAID-FINANCED THIRD-PARTY WEB SITES (NOV 2017)

H.7 AIDAR 722.170 EMPLOYMENT OF THIRD COUNTRY NATIONALS (TCN’S) AND

COOPERATING COUNTRY NATIONALS (CCN’S)

H.8 EXCHANGE VISITORS AND TRAINING

H.9 COMPLIANCE WITH ANTI-COMPETITION RULES

H.10 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

H.11 DATA COLLECTION

H.12 TITLE TO AND CARE OF PROPERTY (APR 1984)

H.13 USAID’s PERFORMANCE MANAGEMENT INFORMATION SYSTEM

H.14 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY

H.15 AIDAR 752.231-71 SALARY SUPPLEMENTS FOR HOST GOVERNMENT (HG) EMPLOYEES (MAR

2015) 36

H.16 CONSENT TO SUBCONTRACT

H.17 LIMITATION ON ACQUISITION OF INFORMATION TECHNOLOGY (DEVIATION NOs. M/OAA- DEV-FAR-18-2c and M/OAA-DEV-AIDAR-18-2c) (APRIL 2018)

H.18 DEFENSE BASE ACT (DBA) INSURANCE

H.19 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.20 ADS 302.3.5.21 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCT 2014) 41

H.21 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997)

H.22 AIDAR 752.7007 PERSONNEL COMPENSATION (JUL 2007)

H.23 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.24 AIDAR 752.7031 LEAVE AND HOLIDAYS (OCT 1989)

H.25 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JUL 2007)

H.26 AIDAR 752.222-70 USAID DISABILITY POLICY (DEC 2004)

H.27 EXECUTIVE ORDERS ON TERRORISM FINANCING

H.28 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES

H.29 LANGUAGE REQUIREMENTS

H.30 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION REQUIREMENTS

(APR 2014) 46

H.31 SPECIAL REQUIREMENTS ADS 225

H.32 ELECTRONIC PAYMENT SYSTEM (AUG 2014)

H.33 RESTRICTIONS AGAINST DISCLOSURE (MAY 2016)

H.34 ELECTRONIC AND INFORMATION TECHNOLOGY ACCESSIBILITY (MAY 2016)

H.35 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION TECHNOLOGY RESOURCES

H.36 CONTRACTOR’S STAFF SUPPORT AND ADMINISTRATIVE AND LOGISTICAL

ARRANGEMENTS

H.37 SECTION 508 OF THE REHAB. ACT OF 1978 AND FAC 97-27 “ELECTRONIC IT

ACCOUNTABILITY”

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.2 52.203-13 CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT (JUN 2020)

I.3 AIDAR 752.7013 CONTRACTOR-MISSION RELATIONSHIPS

I.4 52.243-7 NOTIFICATION OF CHANGES (APR 1984)

I.5 AIDAR 752.222-71 NONDISCRIMINATION (JUNE 2012)

I.6 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (July 2007)

I.7 FAR 52.204-1 APPROVAL OF CONTRACT (DEC 1989)

I.8 FAR 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. (AUG 2020)

I.9 52.222-35 EQUAL OPPORTUNITY FOR VETERANS (JUN 2020)

I.10 EQUAL OPPORTUNITY FOR WORKERS WITH DISABILITIES (JUN 2020)

I.11 FAR 52.229-8 TAXES – FOREIGN COST-REIMBURSEMENT CONTRACTS (MAR 1990)

I.12 AIDAR 752.209-71 ORGANIZATIONAL CONFLICTS OF INTEREST DISCOVERED AFTER

AWARD (JUN 1993)

I.13 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

I.14 AIDAR 752.245-70 GOVERNMENT PROPERTY - USAID REPORTING REQUIREMENTS. (OCT

2017) 66

I.15 AIDAR 752.7025 APPROVALS (APR 1984)

I.16 AIDAR 752.7101 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE 2008)

I.17 AIDAR 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUG 2013)

I.18 AIDAR 752.7036 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION

(JUL 2014) 69

I.19 AIDAR 752.7037 CHILD SAFEGUARDING STANDARDS (AUG 2016)

I.20 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J – LIST OF EXHIBITS, ATTACHMENTS AND LINKS

J.1 STATEMENT OF OBJECTIVES (SOO)

J.2 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) TEMPLATE

J.3 LOCAL COMPENSATION PLAN (LCP) MALDIVES

J.4 SECTION 889 RULE GUIDANCE

J.5 BIOGRAPHICAL DATA SHEETS

J.6 USEFUL LINKS:

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.2 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (MAR 2020)

K.3 FAR 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS AND

VIDEO SURVEILLANCE SERVICES OR EQUIPMENT (OCT 2020)

K.4 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-REPRESENTATION

(OCT 2020) 78

K.5 52.209-7 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.6 52.209-12 CERTIFICATION REGARDING TAX MATTERS (OCT 2020)

K.7 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS CERTIFICATION

(JUL 2020) 80

K.8 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (JUN 2020)

K.9 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR 2005)

K.10 FAR 52.209-11 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX

LIABILITY OR A FELONY CRIMINAL CONVICTION (FEB 2016)

K.11 FAR 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS-

CERTIFICATION (JUN 2018)

K.12 FAR 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999)

K.13 52.222-25 AFFIRMATIVE ACTION COMPLIANCE (APR 1984)

K.14 52.227-15 REPRESENTATION OF LIMITED RIGHTS DATA AND RESTRICTED COMPUTER

SOFTWARE (DEC 2007)

K.15 INSURANCE - IMMUNITY FROM TORT LIABILITY

K.16 AUTHORIZED NEGOTIATORS

K.17 KEY INDIVIDUAL CERTIFICATION NARCOTICS OFFENSES AND DRUG TRAFFICKING FORM

K.18 CERTIFICATION REGARDING LOBBYING

K.19 SIGNATURE

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

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

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

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

L.4 752.252-1 AIDAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (MAR 2015) 91

L.5 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES AND EQUIPMENT

L.6 GENERAL INSTRUCTIONS TO OFFERORS

L.7 SUBMISSION INSTRUCTIONS

L.8 INSTRUCTIONS FOR PREPARATION OF THE TECHNICAL PROPOSAL

L.9 INSTRUCTIONS FOR PREPARATION OF THE COST PROPOSAL

L.10 REQUIRED BRANDING AND MARKING

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL EVALUATION INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA FOR PROPOSALS

M.3 COST PROPOSAL EVALUATION

M.4 SOURCE SELECTION

M.5 CONTRACTING WITH SMALL BUSINESS CONCERNS

PART I - THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide technical assistance and other services as described in detail in Section C for the implementation of USAID/Sri Lanka and Maldives’ program entitled “USAID Climate Change Adaptation Activity”.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion type cost reimbursement contract. For the consideration set forth below, the Contractor shall provide deliverables or outputs described in Section C and Section F and comply with all contract requirements.

B.3 OBLIGATED AMOUNT

USAID estimates the total cost-plus-fixed-fee of this contract not to exceed $19 million ($11 million for Maldives and $8 million for Sri Lanka).

(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. Cost must be limited to reasonable, allocable, and allowable costs determined in accordance with Federal Acquisition Regulation (FAR) 52.216-7.

(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.

(c) Funds obligated hereunder are anticipated to be sufficient through TBD. Funding for this contract will be on an incremental basis, subject to the availability of funds.

B.4 BUDGET SCHEDULE

The budget for this contract is as follows:

COST CATEGORY AMOUNT

Direct Cost TBD Indirect Cost TBD Grants TBD Total Estimated Cost TBD Fixed-Fee TBD Total Estimated Cost-Plus-Fixed-Fee TBD

The inclusion of any costs in the above budget does not obviate the requirement for prior approval by the contracting officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR § 52.216-07, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the contracting officer of any item of cost, unless specifically stated elsewhere in this contract. Also, these amounts may not be adjusted without a written modification signed by the contracting officer. The contractor will not bill any amounts against this contract in excess of the amounts specified for each line item.

The contractor agrees to furnish data that the contracting officer may request on costs expended or accrued under this contract in support of the budget information provided herein.

Payment of any award fee earned by the Contractor must not be subject to the withholding provisions of the clause of this contract entitled "Allowable Cost and Payment" (FAR 52.216-7).

B.5 INDIRECT COSTS

(a) For the Prime Contractor:

Pending establishment of revised provisional or final indirect cost rates, USAID will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the contractor’s current executed Negotiated Indirect Cost Rate Agreement:

Description Rate Base Type Period

Fringe TBD% 1/ 1/ 1/ Overhead TBD% 2/ 2/ 2/

1/Base of Application:

Type of Rate:

Period:

2/Base of Application:

Period:

(b) For Major Subcontractor(s):

Pending establishment of revised provisional or final indirect cost rates, USAID will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the contractor’s current executed Negotiated Indirect Cost Rate Agreement:

Period:

2/Base of Application:

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND FINAL

REIMBURSEMENT FOR INDIRECT COSTS

a) The Contractor must make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

b) Reimbursement for indirect costs must be at the lower of the negotiated final (or predetermined) rates or the following ceiling rates:

2/Base of Application:

c) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

d) This advance understanding must not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs require the prior written approval of the Contracting Officer.

B.7 COSTS REIMBURSABLE

The costs allowable shall be limited to reasonable, allocable, and allowable 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.

In addition, the requirements and conditions concerning estimated cost and funding apply as detailed in:

FAR § 52.232-20, “Limitation of Cost,” and FAR 52.232.22 Limitation of Funds (applies while the contract is funded in an amount less than the ceiling price).

B.8 PAYMENT OF FIXED FEE

Fixed Fee Payment: Payment of fixed fee will be made upon receipt of a proper invoice and shall directly correspond to the percentage of allowable costs being paid. Specifically, in accordance with FAR 52.216-8, Fixed Fee, the Contracting Officer (CO) will withhold 15% of the total fee or $100,000.00, whichever is less, until the required award conditions under the referenced clause have been met.

Two exceptions to paying fixed fee in this manner apply:

(1) If the Contracting Officer determines that this method results in paying a disproportionately higher ratio of fixed fee than the percentage of work the contractor has completed, then the Contracting Officer may suspend further payment of any fixed fee until the contractor has made sufficient progress to justify further payment, up to the agreed percentage.

(2) In accordance with clauses, entitled "Allowable Cost and Payment" (FAR 52.216-7) and "Fixed

Fee" (FAR 52.216-8), the terms and conditions of these clauses apply after total payments of fixed fee reach eighty five percent (85%) of the total fixed fee or $100,000, whichever is less until the required awards conditions under the reference clauses have been met.

B.9 CANCELLATION CEILINGS

This is a CPFF completion type contract where the contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment.” The contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2. Therefore, the cancellation ceiling established pursuant to FAR 17.106-1(c)(1) for each program year is $0.00.

END OF SECTION B

SECTION C – DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT

[USAID will insert the contractor’s Performance Work Statement (PWS) at award; see SECTION J, ATTACHMENT J.1 – STATEMENT OF OBJECTIVES (SOO) that informs the development of Section C.]

[The Performance Work Statement, in summary, must address the following items:

● Logically sequenced output and outcome level actions with the associated and quantifiable results of those actions and how they meet the objectives in the SOO

● The flexibility of the technical approach to adapt to changes in the operational context.

● Discussion of activities to ensure compliance with branding and marking requirements; and the strategies and approaches the activity will adopt in coordinating and collaborating with other USAID activities/projects, relevant host country governments and other line agencies, local governments, private sector, and other relevant stakeholders implementing projects in the same areas of intervention and geographic locations.]

END OF SECTION C

SECTION D – BRANDING AND MARKING

D.1 USAID BRANDING POLICY

The contractor must comply with the requirements of the USAID “Graphic Standards Manual” available at http://www/usaid.gov/branding, and ADS 320, or any successor branding policy.

D.2 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is a federal statutory and regulatory requirement that all USAID programs, projects, activities, public communications, and commodities that USAID partially or fully funds under a USAID acquisition award or sub award, be marked appropriately with the USAID Identity. Shipping containers are also to be marked with the last five digits of the USAID financing document number.

(b) The USAID Identity is the official marking for the Agency, and is found on the USAID Web site at http://www.usaid.gov/branding.

(c) Please note that in contrast to “exceptions” to marking requirements waivers based on circumstances in the host country must be approved by Mission Directors or other USAID Principal Officers, see 2

CFR 700.16.

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

D.3 BRANDING STRATEGY

The Contractor must comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” which can be found at https://www.usaid.gov/ads/policy/300/320; and USAID “Graphic Standards Manual” available at: www.usaid.gov/branding, or any successor branding policy. Per ADS 320.3.2.1, the Branding Strategy for this contract is as follows:

Activity Name: USAID Climate Change and adaptation activity.

How the USAID logo will be positioned on materials and communications: All USAID logos on materials and communications produced under this contract will be positioned in accordance with the standardized USAID regulations on branding. In cases when the activity is jointly sponsored with other US Government (USG) and non-USG entities, the names and/or logos of these entities will be mentioned in the branding, with an equal level of prominence to the USAID logo.

Desired level of visibility: All branding must comply with the standardized USAID regulations on branding. All branding for USAID, its partners, and other USG and non-USG entities engaged in a specific activity implemented under this contract, must have equal representation on all public or internal documentation, publications, advertising, presentations, brochures, etc.

Other organizations to be acknowledged: When activities occur in coordination with other USG or non- USG partners, acknowledgement of the contribution and efforts of these organizations will be included in any relevant public or internal documentation, publications, advertising, presentations, brochures, etc.

D.4 BRANDING IMPLEMENTATION PLAN (BIP) AND MARKING PLAN (MP)

A Branding Implementation Plan and Marking Plan is developed by prospective contractors to describe how the program will be promoted to beneficiaries and host-country citizens. It outlines the events (press conferences, site visits, etc.) and materials (success stories, Public Service Announcements [PSAs], etc.) the contractor will organize and produce to assist USAID in delivering the message that the assistance is from the American people. USAID policy requires that BIP must specifically address the following:

a) How to incorporate the message, “This assistance is from the American people,” in communications and materials directed to beneficiaries, or provide an explanation if this message is not appropriate or possible.

b) How to publicize the program, project, or activity in the host-country and a description of the communications tools to be used. Such tools may include the following: Press releases, Press conferences, Media interviews, Site visits, Success stories, Beneficiary testimonials, Professional photography, Public Service Announcements (PSAs), Videos, and Webcasts, e-invitations, or other emails sent to group lists, such as participants for a training session blast emails or other Internet activities, etc.

c) The key milestones or opportunities anticipated to generate awareness that the program, project, or activity is from the American people, or an explanation if this is not appropriate or possible. Such milestones may be linked to specific points in time, such as the beginning or end of a program, or to an opportunity to showcase publications or other materials, research findings, or program success.

These include, but are not limited to, the following: Launching the program, Announcing research findings, Publishing reports or studies, Spotlighting trends, Highlighting success stories, Featuring beneficiaries as spokespeople, Showcasing before-and-after photographs, Marketing agricultural products or locally-produced crafts or goods, Securing endorsements from ministry or local organizations, Promoting final or interim reports, and Communicating program impact/overall results (ADS302).

[USAID will insert the contractor’s Branding Implementation Plan and Marking Plan as an attachment to the contract at award.]

END OF SECTION D

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html for electronic access to the full text of a clause.

NUMBER TITLE DATE

FAR (48 CFR Chapter 1)

52.204-14 SERVICE CONTRACT REPORTING

REQUIREMENTS OCT 2016

52.246-5 INSPECTION OF SERVICES—

COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

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

USAID/Sri Lanka and Maldives Mission 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) has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E3. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The progress, success, and impact of the contractor’s performance under this contract will be monitored and evaluated as a part of the overall activity results. The QASP is a management process with the intent of encouraging maximum performance, efficiency, and cost effectiveness by the contractor and can be modified at any time by the Government.

The QASP will be used as a Government monitoring process to enforce the inspection and acceptance clauses of the contract. The QASP may require modification and/or updates after selection for award to reflect the contractor’s known strengths and weaknesses. The QASP is a “living” monitoring process that should be discussed, reviewed, and updated regularly but no less than on an annual basis. It is based on the premise that the contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract.

The Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate. It is the Contractor’s responsibility to follow up with the COR to ensure the QASP monitoring process is implemented and updated. The QASP is incorporated as a component of the Activity.

END OF SECTION E

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

The estimated period of performance for this contract is five (5) years from the date of award, subject to availability of funds.

F.3 PLACE OF PERFORMANCE

Performance of this contract will be in the countries of Maldives and Sri Lanka.

F.4 PERFORMANCE STANDARDS

USAID will evaluate the Contractor’s performance in accordance with FAR 42.15, corresponding USAID procedures, the performance standards and the SOW set forth under Section C. Reviews will be conducted jointly by the COR and the Contracting Officer and will form the basis of the Contractor’s permanent performance record under this contract.

F.5 AUTHORIZED WORK WEEK

The standard work week is from Monday through Friday for Sri Lanka and Sunday through Thursday for Maldives. No overtime or premium pay is authorized under the resulting contract. In both countries the contractor is authorized up to a five-day workweek for long-term staff and up to a six-day workweek for short term technical assistance on a case by case basis with prior written approval of the designated Contracting Officer’s Representative (COR).

F.6 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The contractor shall prepare and submit progress reports as specified in the contract schedule. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representative when evaluating the contractor’s performance.

(b) During any delay in furnishing a progress report required under this contract, the Contracting Officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or five percent of the amount of this contract, whichever is less, until such time as the contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government’s ability to monitor the contractor’s progress.

F7. REPORTS

In addition to the requirements set forth for submission of reports by AIDAR 752.242-70, Periodic Progress Report (OCT 2007), the Contractor shall submit the following reports and outputs to the Contracting Officer’s Representative (COR). Each of the reports shall be submitted electronically using Microsoft Word, Excel, or PowerPoint software, or another format as approved in writing by the COR.

All reports shall be written in plain, grammatically correct English. All reports are subject to approval by the

COR.

Written reports will be in the form of regular reports (as described below) as well as ad hoc requests for performance progress and written reports for which content and length will be determined jointly by the COR and the Contractor. The Contractor must consult the COR on the latest Mission-specific templates available for the reports below.

No. Deliverable Reference Due Date a Start-up and Preliminary Work Plan

F.7.a 10 days after award b Annual Work Plans F.7.b Within the first 60 days of award and subsequently by September 1 of each fiscal year.

c Activity Monitoring, Evaluation, and Learning Plan (should include plans to collect Geographic Information System Reporting Data and Monitoring, Evaluation and Learning Data)

F.7.c 90 days after award d Grants Manual F.7.d 120 days after award e Quarterly Performance Reports (should include Geographic Information System Reporting Data for that quarter and performance against the Monitoring, Evaluation and Learning Data)

F.7.e 15 days after end of fiscal year quarter f Annual Reports F.7.f 30 days after end of fiscal year g Weekly Updates F.7.g Weekly basis h Technical Products and Special Reports

F.7.h Short Term Consultant Reports are due no later than 30 days after the end of consultancy work i Close-out and sustainability Plan

F.7.i 180 days before contract completion date j Final Report F.7.j 90 days after contract completion date k Quarterly Financial Report

F.7.k 15 days after the end of each quarter l Accruals F.7.l 15 days before the end of each quarter m Foreign Taxes Reports F.7.m Annually, on April 15

a) START-UP AND PRELIMINARY WORK PLAN

In consultation with the COR, the Contractor will develop a start-up plan that will serve as the basic blueprint for the first three months of the contract. The start-up plan will be submitted to the COR for written approval within 10 days of award and will outline the key tasks required to make the project fully operational. These include but are not limited to:

(1) Plan to establish physical offices in Maldives and Sri Lanka;

(2) Plan to mobilize key personnel;

(2) Staffing Plan;

(3) Plan for consulting with stakeholders and donors;

Note: The Contractor’s Chief of Party is required to arrive in-country no later than 14 days following the contract award date.

b) ANNUAL WORK PLANS

The annual work plan is the key document for contract performance against which Contractor performance shall be monitored and evaluated by both the COR and the Contractor. During contract performance, the annual work plan will be updated, as required, subject to COR approval. Contracting officer’s approval of annual work plan updates shall be required if the proposed changes impact on the use of available contract funds. It is anticipated that USAID Mission staff and relevant host country officials will review the annual work plan updates in order to provide comments thereon and to recommend changes. Such comments and changes, however, if accepted by the Contractor, shall not constitute a change from the terms of the contract.

Annual work plans shall describe the activities and interventions required to meet the contract outputs, including:

(1) Proposed activities for the given year;

(2) Corresponding time frame for implementation of annual activities;

(3) Detailed budget for implementation;

(4) Information on how activities will be implemented in a collaborative and coordinated manner with implementing partners and other Government of Maldives and Sri Lanka entities;

(5) Review of previous year’s accomplishments, problems, and progress towards achieving contract outputs; and

(6) Proposed annual accomplishments and progress towards achieving outputs.

The annual work plans are intended to be working documents for the use of the Contractor and USAID;

much of the information may be presented in tabular format and there is no expectation of widespread public dissemination. The first-year work plan is due no later than 60 days following the contract award. If the time period for the first-year work plan does not align with the US Government fiscal year (October 1- September 30), then the COR shall determine the time period to be covered by the first-year work plan.

Annual work plans for subsequent years shall be submitted no later than 30 days before the end of the US Government fiscal year.

c) ACTIVITY MONITORING, EVALUATION, AND LEARNING PLAN (AMELP) AND DATA

USAID/Sri Lanka and Maldives views overall program performance management as an iterative, collaborative approach in which assessment, planning, and design are continuous processes requiring ongoing rolling analysis and real-time monitoring and evaluation to assure flexibility and responsiveness of the program. The Contractor is responsible for specific results under the process but must also work with USAID/Sri Lanka & Maldives to ensure that contract results contribute to higher-level program objectives within the USAID/Sri Lanka & Maldives strategic framework. The Contractor must support this continuous process through regular reviews and an integrated monitoring and evaluation system.

The contractor’s program performance management will be documented in its Activity Monitoring Evaluation, and Learning Plan (AMELP) which will include, at a minimum, the following:

● Logic Model that is aligned with the approved U.S. Mission Maldives Integrated Country Strategy

(ICS) with a clear indication of the project’s contribution to relevant Development Objectives Grant Agreement and use of relevant ICS indicators;

● Theory of change with critical assumptions;

● Performance indicators at various levels (from output to outcome and impact) including baseline values and targets to show progress over time;

● Performance indicator tracking table that includes baseline, targets, baseline time frame, data sources, etc.

● Performance Indicator Reference Sheets for each indicator that include detailed description of performance indicators to be tracked, source, method and schedule of data collection, known data limitations, and planned actions to address the limitations;

● Evaluations, special studies, assessments and surveys that will be conducted as part of monitoring and evaluation of the project;

● A learning plan that identifies opportunities to generate new knowledge and evidence around identified and unplanned questions, to share findings with identified multi-level stakeholders to foster collaborative learning and partnership, and to course correct and respond to unintended effects and changing/emerging realities and priorities;

● Monitoring, Evaluation and Learning task schedule that includes routine tasks such as data collection, evaluations, assessments and reporting of results including roles and responsibilities;

AMELP Considerations

Targets/Indicators:

The Contractor will develop explicit targets, including base line, quarterly update, annual, and end-of-project reporting on progress. Indicators that involve people will be disaggregated by sex (male, female) as well as any other disaggregation criteria that might be relevant for the Mission (for example, ethnicity, indigenous group affiliation, or geographic location). Indicators should be at both the output and outcome level, include relevant USAID standard indicators (https://www.state.gov/foreign-assistance-resource-library/#managing) and custom indicators, and meet USAID criteria for performance indicators - they must be direct, objective, practical, adequate, management useful, reflect progress toward achieving results, and be attributable to USAID. USAID performance indicators are subject to change and/or modification.

Data Quality Assessment (DQA):

An initial DQA will be conducted within the first six months of the project’s AMEL Plan approval to ensure that the performance indicators meet USAID’s data quality standards on Validity, Precision, Reliability, Integrity, and Timeliness. Periodic DQAs will be conducted to ensure data collection and quality remains accurate.

Gender:

In order to ensure USAID assistance makes the optimal contribution to gender equality, the AMEL Plan must include gender-sensitive indicators and sex disaggregated data. Quantitative and qualitative data must address gender impacts included in the overall analysis of the project and anticipated results. The AMEL Plan will also include other gender metrics, both the standard Foreign Assistance (F) indicators and custom indicators. USAID has an explicit commitment to gender equality in all of its development activities, as established by the USAID Gender Equality and Female Empowerment Policy linkhttps://www.usaid.gov/GenderEqualityandWomensEmpowermentPolicy.

Illustrative Activity Indicators:

USAID proposes the illustrative performance indicators below, based on its anticipation of the tasks to be performed by the Contractor. The Contractor shall propose its own standard or custom indicators to track anticipated activity outputs and outcomes.

Illustrative Indicators Type

Number of people trained in climate change adaptation supported by USG assistance Standard

Number of people supported by the USG to adapt to the effects of climate change Standard

Number of institutions with improved capacity to assess or address climate change risks supported by USG assistance (EG.11-2)

Standard

Amount of investment mobilized (in USD) for climate change adaptation as supported by USG assistance (EG.11-4)

Standard

Number of people using climate information or implementing risk-reducing actions to improve resilience to climate change as supported by USG assistance (EG.11-6)

Standard

Number of laws, policies, regulations, or standards addressing climate change adaptation formally proposed, adopted, or implemented as supported by USG assistance

Standard

Reporting of Project/Award Results:

The Contractor will report on approved activity indicators in the quarterly, annual, and final reports, which must focus on reporting progress against the approved AMELP. The recipient will report on the performance indicators in coordination with USAID’s reporting schedules and feed into USAID/Sri Lanka & Maldives Mission PMP. The reports will describe progress in the context of the AMELP and the previous semi-annual work plan milestones. Within the reports, the offeror will provide: 1) quantitative and qualitative analysis of progress against objectives and results; 2) discussion of lessons learned, good practices, and success stories; 3) challenges which impact implementation; 4) updates on any steps being taken with regard to past success or shortfalls; 5) cooperation with other implementing partners; and 6) a summary table of performance indicators and results to date. The report structure and narrative should focus on communicating implementation results, advances, and learning along the activity’s theory of change. Following receipt of each report, a review meeting with the COR and other relevant Mission staff will be held to discuss results, challenges, and the way forward.

In addition, as requested the Contractor must: (1) provide higher-level (DO and IR) results information to the USAID Clearinghouse; (2) facilitate the collection of impact (quantitative and qualitative) information;

(3) provide data and information to other USAID centralized reporting and tracking systems; and (4) collect disaggregated data on project indicators for gender, ethnic group, region, and other categories to be identified by USAID/ Sri Lanka & Maldives. All performance data must be reported ensuring data quality standards (see ADS Chapter 578: Information Quality Guidelines) on a USG contract year basis, in addition to any other reporting deadlines outlined in the contract Performance Work Statement (PWS).

Geographic Information System (GIS) Reporting

The Contractor must provide the COR and Mission GIS Specialist with Activity Location Data semi-annually on April 15 and October 15. For this purpose, the Contractor must fill in the appropriate Excel Spreadsheet “Activity Location Data GIS Report Template.” This template will be provided by the USAID/Sri Lanka and Maldives Program Office.

The Contractor must submit annually data for several key Performance Indicators that measure the most significant outputs/deliverables of the activity by region, municipality, town or village. This data must be submitted no later than November 15 each year and must reflect the results for the previous fiscal year, i.e.

the actual value of the indicator for the previous fiscal year disaggregated by geographic location. The Contractor must work closely with the COR to review the activity-level MEL plan to identify jointly key Performance Indicators that reflect and convey the most important results achieved or to be achieved.

USAID is interested in Performance Indicators in the MEL that can be meaningfully disaggregated by geographic location. The number of these indicators will depend upon the complexity of the activity and could range in number approximately from 1 to 10. For this purpose, the Contractor must fill in the appropriate Excel Spreadsheet “Performance Indicators GIS Report Template.” This template will be provided by the USAID/Sri Lanka and Maldives Program Office.

If created or acquired under this award, the Contractor must provide annually on October 15 to the COR and mission GIS Specialist any of the following types of Geographic Data:

● Thematic data such as social and economic statistics at municipality level, poverty data, demographic and health indicators, land use, land cover, hydrology, and transportation infrastructure; USAID prefers to receive this data in GIS standard formats, however standard database formats are also allowed (e.g.

poverty data can be submitted as an Microsoft Excel spreadsheet.);

● Activity specific geographic data such as the analytical output of a geographic analysis that is conducted while implementing the activity and is useful to USAID’s development planning and project design purposes; or

● Any other geographic data, such as cartographic products (e.g. maps, geographic data visualizations), aerial and satellite imagery created or acquired under this award. Cartographic products submitted to USAID must be in industry standard Esri Map Document .mxd format and in high resolution .jpg or .pdf formats. All data contained in the .mxd must be submitted according to the Geographic Data standards outlined in the next paragraph.

Geographic Data submitted to USAID under this paragraph must be in industry standard formats such as Shapefile (.shp) or in a File Geodatabase and include metadata. Metadata is a summary document providing content, quality, type, creation, and spatial information about a data set. It represents who, what, when, where, why and how of the resource. Metadata can be stored in any format such as a text file, Extensible Markup Language (XML), or database record. Metadata records include core library catalog elements such as Title, Abstract, and Publication Data; geographic elements such as Geographic Extent and Projection Information; and database elements such as Attribute Label Definitions and Attribute Domain Values. Geographic Data must be projected to the Geographic Coordinate System World Geodetic System 1984 (GCS WGS 1984). All data must use the World Geodetic System 1984 (WGS 1984) datum.

Submission of Monitoring Data to Development Data Library (DDL)

In accordance with ADS 579.3.2, the Contractor must submit any dataset created or collected with USAID funding to the DDL, using an online platform. The frequency of data submission will be determined by the Contractor but will normally occur on an annual basis. Types of data submitted to the DDL must include, but are not limited to, the data collected as part of performance monitoring, survey data, research, etc.

d) GRANTS MANUAL

The Contractor shall submit a grants manual no later than 120 days following contract award. The grants manual shall include, at a minimum, a definition of types of grants to be awarded, grant eligibility requirements, an overview of program outreach, guidelines for solicitations, grant evaluation and selection criteria, and a description of grant implementation processes. The Contractor shall outline specific approaches for grants solicitation, evaluation and selection for each Component under the Program. The Grants Manual must be approved by the Contracting Officer prior to the award of any sub-grants.

e) QUARTERLY PERFORMANCE REPORTS

The Contractor, in close consultation with USAID, shall prepare and submit Quarterly Progress Reports that include information of the contract and a summary of progress of the activities in relation to the requirements of the contract, indicating any problems encountered, and proposing remedial actions as appropriate, including how Collaborating, Learning and Adapting (CLA) was applied. The report should articulate progress toward goals and indicator targets, highlighting key achievements and problem areas that require senior management intervention. The contractor will meet with USAID prior to the submission of the QPR to verbally discuss key points below. At the COR’s discretion, the contractor may be required to present the report to senior Mission Management.

The quarterly reports shall reflect key elements of the Performance Work Statement and Quality Assurance Plan, and address at least the following points:

● Executive Summary

● Status of the Performance Work Statement

● A status of overall Activity progress per performance indicators as defined in the AMELP

● Recommendations the contractor make regarding the QASP

● Key Accomplishments

● Contributions of the Activity to the Guiding Principles and Special Considerations on implementation approaches

● Offerors are required to establish baseline quantitative reference data in order to measure progress at the end of the contract.

● Challenges Encountered (including financial and administrative concerns) and a plan to address the challenges

● Future directions and upcoming interventions

● Qualitative descriptions of success stories and achievements, including photos, to illustrate impacts of the Activity must be included when possible. Updated AMELP data will be included with the submission of the quarterly progress reports. Achievements of the quarter (and cumulative to date) against the expected results

● An update of actions taken to comply with GIS and data reporting requirements

● Electronic copies of all reports, success stories, and other relevant documents prepared during the quarter (to be submitted as Attachments).

● Each quarterly report must be a stand-alone document and shall summarize all activity since the beginning of the activity. Quarterly reports shall be submitted to the USAID COR on the same day as the quarterly financial report.

f) ANNUAL REPORTS

The fourth quarterly report must include an annual report, which includes an annual summary of no more than 30 pages. This annual report must be submitted combined with the fourth quarterly report. The combined fourth quarter/annual report will report the quarterly indicator results and annual indicator results separately. USAID will work with the Contractor during start-up to provide specific guidance on what should be included in the annual summary report. At the COR’s discretion, the contractor may be required to present the report to senior Mission Management. The Annual Reports must include the following, at a minimum:

● Executive Summary (2-3 pages)

● Progress since the last report (tasks and interventions completed, benchmarks achieved, and performance indicator reference sheets in the formats provided by COR must form part of the report.

● Status of overall Activity progress per performance indicators as defined in the…