A02.12 PWS - Logistics Okavango svp-crida workshop - revised 2023.06.30.docx

CONTROLLED UNCLASSIFIED INFORMATION (CUI)

(BEFORE AWARD/OR MOD)

16 May 2023

PERFORMANCE WORK STATEMENT (PWS)

LOGISTICAL SUPPORT FOR CRIDA WORKSHOP WITH OKACOM

IN GABORONE, BOTSWANA

1. BACKGROUND

Institute for Water Resources (IWR) is a United States Army Corps of Engineers (USACE) Field Operating Activity (FOA) located within the Washington, DC National Capital Region (NCR), in Alexandria, VA and with satellite centers in New Orleans, LA, Davis, CA, Golden, CO, and Pittsburgh, PA. IWR was created in 1969 to analyze and anticipate changing water resources management conditions, and to develop planning methods and analytical tools to address economic, social, institutional, and environmental needs in water resources planning and policy. IWR is currently responsible for a number water resources activities or programs, including evaluation of Civil Works (CW) strategic plans, CW policies and programs, investment and financial analysis, performance measurements and evaluations, infrastructure analysis, climate change and other water related activities. IWR provides technical assistance to Corps divisions, districts, laboratories, Federal agencies, international organizations, financial institutions and other countries, in encompassing a broad range of topic areas related to levee and dam safety, risk assessment, dredging requirements, port/waterway transport, aquatic ecosystem restoration, environmental stewardship, flood and drought risk management, emergency preparedness, watershed planning, regulatory, multipurpose water resources including hydroelectric power, water supply and reallocation, recreation, and other water and related land resources issues.

IWR seeks logistical support for USACE engagement with the trans-boundary Okavango River Basin Commission (OKACOM). USACE will launch an effort over the next three years with the OKACOM to build resilience using a Shared Vision Planning (SVP) with Climate Risk Informed Decision Analysis approach. These methods require collaboration with stakeholders of Botswana, Namibia and Angola. This effort is being funded by the U.S. Department of State as a means for diplomacy through technical and scientific exchange. Logistical support is crucial for success.

The Permanent Okavango River Basin Water Commission (OKACOM) is a river basin organization established by the three riparian states of Angola, Botswana, and Namibia to jointly manage water resources of the Cubango-Okavango River Basin. Its vision is to promote and strengthen the integrated and sustainable management, use and development of the Cubango-Okavango River Basin at national and transboundary levels according to internationally recognized best practices, so as to protect biodiversity.

The contractor is expected to support logistics in executing the launch workshop to be held in Gaborone, Botswana for training and launch of the CRIDA process, and developing a collaborative workplan over the next 2-3 years.

2. SCOPE

The contractor shall coordinate with the OKACOM Secretariat (OKASEC), U.S. Department of State Embassy Gaborone representative (STATEGAB) and USACE-IWR and USACE-NAD. The contractor should expect planning 1-2 meetings with U.S. Department of State in Botswana, USACE, and OKASEC that are expected to occur at around 09:00 am, Botswana time (UTC+2).

The workshop will be executed in Gaborone, Botswana 24-27 July 2023.

Specific duties will include the following:

i. Book airfare tickets to Gaborone, Botswana for participants from Luanda-Angola (6-8 pax), Windhoek-Namibia (6 pax), Maun-Botswana (1-2 pax), and Cape Town-South Africa (1-2 pax). Contractor will engage with OKASEC and IWR on travelers’ information. OKASEC will provide information about 12 OKACOM members from Angola and Namibia, and USACE for the remainder.

ii. Book a hotel close to the OKACOM offices in Gaborone for 17-18 participants for the dates of 23 July – 27/28 July 2023. Expected total not to exceed $11,000.

iii. Provide daily allowances for 4 days based on OKASEC rules in the amount of $71 per day to participants flying from outside Gaborone. Expected total not to exceed $5,000.

iv. Coordinate with OKACOM on conference logistics to include lunch and coffee break, and STATEGAB for banner with U.S. Department of State logo and OKACOM logo, and acquiring 40 note pads, and five flip charts.

v. Subcontract translation services for simultaneous English-Portuguese translations for 40 participants.

The contractor will provide an estimate of their labor and travel expenses necessary to support the execution of these logistics and costs.

The contractor is expected to upfront expenses incurred by items i-iv. USACE will reimburse the contractor for all these expenses with vouchers / receipts. These expenses will be coordinated with USACE and will not exceed a total budget $35,000. The contractor will work with USACE and U.S. Department of State to keep expenses within budget. Any additional expenses over the $35,000 maximum will need to be approved by USACE.

The contractor shall have knowledge and experience working with government and non-governmental organizations and universities.

Experience working to support U.S. Department of State efforts, especially with foreign institutions, such as OKACOM is preferred.

3. GENERAL REQUIREMENTS

The following sub-sections provide details of various general requirements for this effort.

3.1. Non-Personal Services

The contractor shall provide strictly non-personal services and contractor employees are not subject to direct supervision and control by the Government. The contractor shall advise and support the Government but shall not make final decisions or certifications on behalf of the Government nor perform any inherently governmental functions. The contractor and its employees shall not represent the Government nor appear to represent the Government in performance of these contract services. Contractor personnel shall clearly identify themselves as contractor employees in all interactions during contract performance.

3.2. Place of Performance

Work will be performed at the contractors’ site and at Gaborone, Botswana as needed.

3.3. Period of Performance

The period of performance for this task order is 12 months.

3.4. Materials

All materials, minus expendable supplies, purchased by the contractor with funds from this task order and used under this task order, become, and remain the property of the Government.

3.5. Travel

The contractor shall provide services necessary to plan and schedule travel and travel shall be reimbursed in accordance with Federal Acquisition Regulation (FAR) 31.205-46. The contractor shall be reimbursed for actual allowable costs and not to exceed the amount allowed in the Joint Travel Regulations (JTR). No fee is allowable on travel costs.

3.6. Funding of each Task

The contractor must be able to fund each task as it requested. Reimbursement of contractor labor and logistics support is provided upon completion of each task. This means that the contractor must show capability to have the access to funds necessary to support activities in each task. The US Government will not provide a loan before delivering a task. The contractor will only be reimbursed for financing of logistics and labor after the task is completed.

4. PERFORMANCE REQUIREMENTS (TASK AREAS)

Task 1 – In coordination with USACE, OKASEC and STATEGAB, provide cost estimate for logistical support, and secure any time sensitive bookings for workshop execution related to items 2-(i) to 2-(v).

Task 2 - Complete logistical support for execution of a four-day workshop related to items 2-(i) to 2-(v). Successful execution of this task requires completion of the duties described in the scope. Payment for labor, travel and reimbursement is following completion of workshops and delivery of concise summary reports.

5. DELIVERABLES AND DELIVERY SCHEDULE

The table below identifies a set of deliverables that are required under this task order.

2. Invoices for time-sensitive bookings for any initial reimbursements.

No later than beginning of first workshop.

4. Final invoices for workshop logistics

5. Any invoices of honorariums, gasoline, taxis, DSA, etc. provided to participants NLT 4 weeks upon completion of workshop.

6. PERFORMANCE REQUIREMENTS SUMMARY (PRS)

Any additional cost in logistics due to contractor negligence could be borne by the contractor.

7. SECURITY

The work will be UNCLASSIFIED, and network or facility access is not required. The contractor(s) will not require a Common Access Card (CAC).

8. APPLICABLE DOCUMENTS

Attached is a copy of the workshop concept note.

9. CONTRACTING OFFICER REPRESENTATIVE AND/OR TECHNICAL POINT OF CONTACT (TPOC)

A contracting officer representative (COR) and/or technical point of contact (TPOC) will be appointed on each task order. The COR and TPOC have no authority to direct the contractor in any way to alter the contractual obligation. The contracting officer is the only individual authorized to make changes to the contract.

10. EVALUATION CRITERIA

APPENDIX 1 outlines evaluation criteria for contract award.

11. INVOICING

The contractor is authorized to invoice as frequently as monthly; for work performed. The contractor shall append the final invoice with an “F” to indicate final.

Invoices should be sent to the following email addresses. Which ensures that a copy goes to the USACE finance office and a copy to the IWR budget officer:

Dewai.wong@usace.army.mil CEFC-Q0Invoices@usace.army.mil DLL-CEIWRCONTRACT@usace.army.mil Guillermo.f.mendoza@usace.army.mil

APPENDIX 1:

CONTRACT EVALUATION CRITERIA FOR

PERFORMANCE WORK STATEMENT

“SHARED VISION PLANNING WORKSHOPS TO SUPPORT THE OKAVANGO RIVER COMMISSION”

1. Technical Understanding and Approach (20%): The contractor must illustrate how well do they understand the requirement and how would they execute it. It will be important to understand how the contractor will engage POCs in Botswana. USACE will provide introductions to points of contact (POCs) for each National Okavango River Committee and the MRC Secretariat, but the contractor needs to show how they will continue to engage with POCs and local venders (if necessary).

2. Staff Approach (20%): The contractor must demonstrate how they will staff the requirements for a cost-effective execution of tasks.

3. Past Performance (20%): The contractor must demonstrate that they have completed similar work in the past. Full credit for this criterion will be provided for contractors that have engaged in an international setting.

4. Financial Robustness (40%): The contractor must demonstrate how it will finance logistical requirements before reimbursement. In other words, the contractor must show it has the financial ability to execute tasks before reimbursement.