Presentation on theme: "USAID/Nepal KISAN 2 Request for Proposal (RFP) No. SOL"— Presentation transcript:
1 USAID/Nepal KISAN 2 Request for Proposal (RFP) No. SOL-367-15-000002 The content of this slide presentation is provided to prospective offerors as a courtesy. Information contained in the RFP and amendments thereto take precedence over information contained in this presentation.Thank youShirley L. Baldwin, Contracting OfficerOffice of Acquisition and AssistanceUSAID/NepalAmendment No.1 to the RFP No. SOL will take precedence in case of inconsistencies in this power point presentation versus the RFP.
2 Feed the Future (FTF) KISAN 2 Pre-Proposal Conference NH starts the presentationNovember 14, 2014Royal Party Venue and CaféKathmandu, Nepal
3 Presentation Outline Time Program 13:00-13:30 Registration, Networking and Tea/Coffee13:30-13:35Welcome and opening remarks13:35-13:40FTF Overview13:40-13:45Preparation of Technical Proposal13:45-13:55KISAN 2 RFP information13:55-14:00M&E requirement14:00-14:05Branding & Marking Strategy and Outreach & Communications Plan14:05-14:15GESI consideration14:15-14:25Environmental compliance14:25-14:35GIS requirement14:35-14:40Award Information14:40-14:50Preparation of Cost Proposal and Payment Schedule14:50-15:00Submission requirement15:00-15:15Brief on Proposal Writing Training15:15-15:35Tea Break/Networking15:35-16:35Question and Answer Session16:35-16:40Closing
4 1. Feed the Future Overview NH:Warm Welcome from the Feed the Future team.We are really excited about this contract this funding opportunity is intended for local organizations. USAID has a long history of working on food security and agriculture interventions in Nepal.4
5 KISAN Feed the Future Overview, cont. Feed the Future/Nepal Strategy Value chainsFocus: High value vegetablesCropping systems: Rice, maize, lentils, livestockFTF Major Goal:Reduce hunger and poverty and improve nutrition in Nepal, especially among women and children under fiveAreasAgriculture productivity and income generationNutrition and hygieneEntrepreneurial literacyBusinessLiteracyIPM ILCSISAKISANHighlights100% inclusive leadership, whole-of-gov’t approachScale and sustainability through change agents and local capacity buildingBased on USAID proven interventionsFTF is a 5 year project with an overall goal of reducing hunger and poverty and improving nutrition. We believe we can reach up to one million beneficiaries. We plan to focus on high value vegetables within a rice/maize/lentil/livestock farming system.Our interventions focus on combining agriculture with nutrition and hygiene interventions while integrating vulnerable groups such as women, ethnic minorities, and disadvantaged castes..We want to take a whole of government approach in which we involve and leverage the resources of various agencies.Also, in line with USAID Forward, we want to work on capacity building and ensuring a sustainable private sector in Nepal.The ambitious goals of this project are based on replicating and scaling up USAID’s proven successes.HMRP1
6 Feed the Future Overview, cont. Geographic Focus: 20 districts in the Terai and lower hills in the Far West, Mid-West, and WestFTF Nepal is working in the Terai and lower hills in the Far-Western, Mid-Western, and Western Regions. These districts provide the greatest potential for impact on reducing poverty, enhancing market access, and improving nutrition. USAID will build on the results of several agriculture and economic growth programs and will scale up successful approaches such as irrigation systems, market collection centers, etc.
7 Feed the Future Overview, cont. FTF Major Program: Knowledge-Based Integrated Sustainable Agriculture and Nutrition (KISAN)KISAN Agriculture InterventionsIncrease productivity of high-value vegetables with complementary impact on rotational crops: rice, maize, and pulsesIncrease access and use of quality inputs, especially irrigation and seedEnhance market access and connections between farmers and traders5 year project that started in February 2013Implemented by Winrock International with local Nepali NGOsFTF Nutrition and Hygiene InterventionsInterventions on nutrition and hygiene behavior, improve diet quality will be implemented by USAID’s SUAHARA projectFTF Nepal’s major project is KISAN, which is targeting 165,000 households (1 million people).Support commercially-driven agricultural transformation; increase the number of crop cycles per year while increasing productivity in high value vegetables and cropping systems (rice, maize, lentils and livestock). Target households with nutrition/hygiene education and services that promote evidence-based/age-appropriate feeding practices, diversified, high-quality diets, micronutrient supplementation and other services.
9 Instructions for Preparation of Technical Proposal (Section L.10) For base year one to three and for option years four to fiveL Cover PageL Table of ContentsL.10.3 – Executive Summary (max one page)L.10.4 – Section A: Technical ApproachL.10.5 – Section B: Management PlanL.10.6 – Section C: Past PerformanceL.10.7 – Section E: Geographic FocusL.10.8 – Section F: M&EL.10.9 – Section G: Outreach &Communication Plan/B&M PlanL – Section H: GESI statement
11 KISAN 2 RFP (Section C.4) Main Objective: RFP InformationKISAN 2 RFP (Section C.4)Main Objective:increase agricultural productivity and incomes and improve the private sector’s role in agriculture extension services to smallholder farmers.Program Summary:Districts: Far-west - Achham, Baitadi, Dadeldhura, Doti,Mid west - Dailekh, Pyuthan, Jajarkot, Rolpa, Rukum, SalyanWest - Gulmi, PalpaTarget of 50,000 beneficiaries
12 RFP Information, cont.KISAN 2 RFP (Section C.4)Addresses following FTF Outcomes (from 1 to 5):Farmers receive improved and increased agricultural inputsImproved capacity of agriculture extension workers, service providers, farmers, and agribusiness entrepreneursImproved and sustainable agriculture production and post-harvest technologies and practices adopted at the farm levelImproved Market EfficiencyIncreased capacity of GON and local organizations
13 Other Deliverables Program Plans RFP InformationOther DeliverablesProgram PlansMonitoring and Evaluation Plan (Section C.4.5.7)Management Plan (Section C.4.5.5)Annual Work Plan (Section C.4.5.6)Outreach and Communications Plan (Section C.4.15)Life of Project Implementation Plan (C.4.5.4)Branding Implementation and Marking Plan (Section D)Show Section F as a referenceProposal related deliverables: Anita will explain this when she presents slides on Section L.First Year Draft Annual Work-planMonitoring and Evaluation Plan OutlineManagement PlanOutreach and Communication Plan and Branding Implementation and Marking PlanPast Experience and Current CapabilitiesGender and Social Inclusion Summary Statement
15 Coordination Responsibilities (Sections C.4.2) RFP InformationCoordination Responsibilities (Sections C.4.2)Strong coordination with GON- MOAD and Departments at central level- Regional offices at regional level- District offices at district levelCoordination with FTF projects:- KISAN- FTF M&E contractor- Peace Corps Volunteers- FFP- SUAHARA- IPM- CSISAAmy will present this slideThere are a few things we would like to mention about this program. First, a high level of coordination and collaboration with other organizations is key to success. Therefore, the contractor will be responsible for coordination with several entities, especially KISAN. The contractor must work closely with KISAN on selecting a subset of KISAN beneficiaries for the literacy interventions and where appropriate, co-locate its offices with KISAN. Organizations should start thinking about these partnerships now and address coordination with other organizations in their proposals.
17 Section C.4.5.7 Monitoring and Evaluation (M&E) Plan Results FrameworkPlans for documenting results of any activity that can be used for publicizing success (including video and photos)Detailed definition of each indicatorSource, method, and frequency of data collectionDescription of how the performance data will be analyzedDisaggregation of beneficiaries by sex, age, caste, ethnicityAt minimum, by 6 categories: Dalit, Muslim, Brahmin/Chhetri, Newar, Janajati, and Other.By 5-year age groups: 15-19, 20-24, 25-29, etc.Tentative targets for each indicator17
18 Section F: M&E PlanMust be developed together with COR within 60 days of awardSubject to approval by CORUSAID will organize independent evaluations of this activity, and a third party will conduct regular monitoring. Plan to work closely with them.Must include indicators or proxy indicators to track levels of social inclusion.Data collected must be compiled, compared to targets, reported on directly to the project’s COR, and entered into the Feed the Future online Monitoring System (FTFMS).Plan to allocate 2-4% of total estimated cost of award (across all objectives) towards M&E.18
19 CDCS Goal: A more democratic, prosperous, AND RESILIENT Nepal CDCS Development Hypothesis: Effective and inclusive governance, combined with investments in human capital and economic growth, will result in a more democratic, prosperous, and resilient Nepal.DO 1: MORE Inclusive and Effective governanceIR 1.2: Accountability of selected institutions strengthenedIR 1.3: Civic participation and advocacy INCREASEDIR 1.1: Peaceful political environment sustainedKey Cross-Cutting Issues: REDUCING EXTREME POVERTY; Gender Equality and Social Inclusion; Youth; Resilience/Disaster Risk Reduction; Science, Technology, Innovation, and PartnershipsIR 1.4: PUBLIC POLICY AND performance IMPROVED DO 2: Inclusive AND SUSTAINABLE ECONOMIC GROWTH to reduce extreme povertyIR 2.1: Agriculture-based income increasedIR 2.2: Small enterprise opportunities expandedDO 3: INCREASED HUMAN CAPITALIR 3.1: A BETTER skilled, literate populationIR 3.2: A HealthIER and well-nourished populationIR 2.3: Resilience of targeted natural resources and related livelihoods improved
20 Improved Nutritional Status Inclusive Agricultural Growth Number of people trained in child health and nutrition through USG-supported programsNumber of children under five reached by USG-supported nutrition programs *Number of USG social assistance beneficiaries participating in productive safety netsInclusive Agricultural GrowthNumber of jobs attributed to FTF implementationNumber of hectares under improved technologies or management practices as a result of USG assistanceNumber of farmers and others who have applied new technologies or management practices as a result of USG assistanceNumber of individuals who have received USG supported short-term agricultural sector productivity or food security trainingValue of Agricultural and Rural Loans
21 5. Branding and Marking Strategy and Outreach and Communications Plan Fungma Fudong and Stuti BasnyetAgency requirement
22 What is Branding? … EVERYTHING It’s how we refer to a program, project, what we do, what we stand for, and what we promote! It is USAID identity, fonts, colors, and design, as well as what we say about ourselves and how we say it. It's how we as an Agency describe that USAID support is from "the American people" and "provided by USAID”.Branding refers to how a program or project is named and positioned, who it is from. It identifies the sponsor of the work.Definition: “name, term, sign, symbol or design, or a combination of these items that identify goods or services and differentiates them from those of a competitor.”A good, strong brand gives a sense that the organization is the “only and best” solution to the problem they are seeking to solve.… EVERYTHING
23 What is Marking?Marking is the logo placement – how we apply the USAID and partner graphic identities and logos to materials to visibly acknowledge contributors.It identifies organizations supporting the work.
24 So, What is Branded? Project Signs Publications and Materials : studies, brochures, USAID-funded surveys, etc.Event Banners and Roll-upsVideo Products (animated logo)USAID (not partner) ads in newspapers, on TV and radioCommodities and equipment, e.g. hospital beds, computers and other equipment provided through USAID assistance programsUSAID receives FULL or exclusive branding and marking on all activities or productsApplication: Must use USAID Identity as provided, follow guidance laid-out in the USAID Graphic Standards Manual, no contractor logos or other competing identities. (ADS )* Contractors and sub-contractor logos are not permitted, i.e. exclusive branding and marking with the USAID logo onlyExclusive branding means that the program is positioned as USAID’s, as showcased by the program name Exclusive marking means contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID standard graphic identity and, where applicable, the host-country government of ministry symbol or another USG logo. (see and )The PO may approve exceptions to this policy, but only in extraordinary circumstances and after the Senior Advisor for Brand Management (LPA) clears the exception. Marking is not required on contractor vehicles, offices, and office supplies or other commodities used solely for administration of the USAID-funded program.Visibility items bring USAID branding to communities, schools, and offices – effectively increasing awarenessCreate practical AND well-made items branded with USAID logo to be distributed in public events, VIP/CODEL visits, etc.Ideas- polos, caps, sports outfits and equipment, bags, etc.Create practical, beautiful and well-made items branded with the USAID logo to be distributed in public events, USAID-supported school and sports happenings, meetings and as gifts to local dignitariesAll USAID Programs, partially or fully funded, are required to be marked appropriately as ‘American Aid’. under this Act shall be identified appropriately overseas as ‘American Aid’.Beneficiaries of U.S. aid receive billions of dollars of foreign assistance every year, often with little to no awareness that the assistance is provided by the American people. American aid is clearly one of the "good-news stories" overseas and yet too little attention has been paid to making that story visible.Foreign Assistance Act of 1961: Requires assistance to be communicated as American aid• For the host country: We have a responsibility to keepresidents informed of what we are doing in their country.• For the American people: We have a responsibility toexplain what we are doing with their tax dollars—how U.S.foreign assistance works, who benefits, what impact it has.• For the U.S. Congress: USAID must justify its spending,and the impact it has, to the people who decide ourfunding levels.No, Really. Why Do We Brand?Clear Evidence of ValueAccording to a State Department study, in 2004, favorable opinions of the U.S. were at record lows in many Muslim countries. But, in early 2005, favorability of the U.S. nearly doubled in Indonesia (from 37 to 66 percent) thanks to the massive delivery of -- for the first time "well branded" -- U.S. foreign assistance.Clear evidence of the value of the increased visibility of foreign aid came in the aftermath of the 2004/2005 U.S. tsunami relief effort, the first time USAID's new "brand identity" was used publicly.Indonesia: favorable opinions of the U.S. nearly doubled (from 37 to 66%) due to the “well-branded” assistance in response to the tsunamiDo not recreate USAID logo!• Do not recreate the identity• Do not alter the identity’s proportions ordesign elements• USAID must always be in English; thetagline may be translatedIMPORTANT: Branding does not mean only the use of the logo, but how we describe in public events and communications products that the assistance is from “the American people” “provided by USAID”
25 What is NOT Branded?Implementers’ ADMINISTRATIVE communications, materials and equipment examples:• Implementer business cards (but they can include “USAID Contractor”)• Employment ads, office space, office equipment used for award administration• Office supplies, e.g. implementer letterhead, when used for administrative purposes• Other materials related to award administration (such as hiring/firing staff or renting space and/or equipment)• Communications products that have received a branding and marking waiver orexceptionMust not use the USAID identity on any communications that are strictly administrative, rather than programmatic, in nature.E.g.: correspondence with the cooperating government concerning compliance with local laws, such as the administration of tax, customs, or other provisions.
26 Branding Implementation Plan outlines how the USAID-funded program will be promoted to the public. The Plan includes:• How to incorporate the message “This Assistance Is from the American People”• How to publicize the program, e.g. through press releases, radio interviews, videos, interviews, speeches, public functions, etc.• Key milestones to be highlighted and publicized: launching the program, announce research findings, publish reports, project completionSpecifics such as:Program or project name,How the program or project will be ‘positioned’,Desired level of visibility for the program or project,Audiences and Messages,Promotional/Planned activities, materials, acknowledgements, etc.Logo Rules:Contractors own organizational logos should NOT be included on program materials unless approved in advance by USAID.For USAID funded communications published by a contractor, the USAID Identity must be placed in the upper left corner in a white field.Contractors must NOT use the USAID brand mark on their business cards. They may, at their option, use the phrase “USAID Contractor” or “USAID Grantee” as appropriate on their business cards to identify their working relationship with the agency.For program site signs, the name of the contractor, other parties to be acknowledged, additional logos and the date can be included at the bottom
27 Marking Plan identifies the specific public communications, commodities, and program materials and other items that visibly bear or will be marked with the USAID IdentitySample ‘Illustrative’ Marking Plan:How? Where?What? When
28 Basic USAID Logo RulesThe brandmark must always include the tagline. Do not re-create the USAID Identity under any circumstances.The color background of the USAID Identity can only be white, light gray or light blue. On publication covers, the background of the USAID Identity must always be white.The Graphic Standard Manual (found on the usaid.gov website) gives specific technical guidelines around the color, clear space, minimum print size and usage for the logo as well as font guidelines.The USAID Identity and sub-brand should be in color whenever possible. The black-only option can be used whenever print technology or budget does not allow for the full-color or two-color version. No other color combination is permitted.Program sites should be marked with Agency standard signs.USAID reserves the right to review materials that might bear the USAID Identity before production to ensure it complies with the marking plan and branding regulations.WEBSITES: Projects are not allowed to build a stand-alone, project specific websites.
29 ADS 320 and USAID Graphic Standard Manual Application: must use USAID Identity as provided, must follow guidance laid-out in the USAID Graphic Standards Manual.Website:USAID Branding Graphics Standard ManualADS 320ADS 320 is authorized by Section 641 of the Foreign Assistance Act of 1961, as amended – Also authorized by 22 CFR
31 Section H. Gender Considerations To the greatest extent possible, the Contractor shall seek to include both men and women in all aspects of this program including participation and leadership in (e.g. meetings, training)Some Explanations on the statement aboveDemonstrate deeper understanding of women’s multidimensional constraints and limitations (multidimensional inequities) in participation and leadership in proposed program activitiesTogether with men, ensure women as program beneficiaries, group activity leaders throughout the programProposal addresses women’s decision making capacity e.g, through creating space, platforms, processes and mechanisms which strengthen women’s ability to play a meaningful and effective roleDo not limit women participation to numbers only
32 Section H. Gender Considerations The Contractor shall collect, analyze and submit to USAID sex-disaggregated data and proposed actions that will address any identified gender-related issues.Some Explanations on the statement aboveAll people related data must have sex disaggregation.Gender inequalities / gaps are reflected more strongly across caste and ethnicity.Caste ethnicity disaggregation can be included.Disaggregation must be at output and outcome levels.Data must be collected consistently using same parameters.
33 Section H. Gender Considerations USAID policy requires that gender issues be addressed as appropriate in all USAID-funded activities. The Contractor must look for gender implications or opportunities in the program, seeking to address embedded gender issues and promote gender equity, as appropriate, in all phases of program implementation and internal management.Some Explanations on the statement aboveUse Nepal country specific literature on Gender assessments and policies.Demonstrate proficiency in use of gender analysis and measurement toolsUSAID’s References:
34 Section H. Gender Considerations The Contractor must address gender concerns in a fundamental way. Gender indicators must be defined and tracked by the Contractor. Some Explanations on the statement aboveUse Nepal country specific literature on Gender assessments and policies.Demonstrate proficiency in use of gender analysis and measurement toolsActions that address gender related issues can be measured through use of gender sensitive indicators. Gender sensitive indicators point out to what extent and in what ways proposed activities achieved results related to gender equality.Include gender sensitive indicators to measure gender gaps and female empowermentSome egs are differences in women’s and men’s participation and benefits from interventions; impacts on female empowerment; reduction in or increase of gender gaps and inequalities
35 Some DefinitionsGender is the socially defined set of roles, rights, responsibilities, entitlements, and obligations of females and males in societies. The social definitions of what it means to be female or male vary among cultures and change over time.Gender Identity is an individual’s internal, personal sense of being male or female. For transgender people, their birth assigned sex and their own internal sense of gender identity do not match.
36 Gender GapGender Gap refers to a difference in status of males and femalesMeasured by comparing sex-disaggregated indicators, including …– educational achievement– health outcomes– income or wealth indices– levels of political participation
37 Gender Integration“…involves identifying, and then addressing, gender inequalities during strategy and project design, implementation, and monitoring and evaluation. Since the roles and power relations between men and women affect how an activity is implemented, it is essential that project managers address these issues on an ongoing basis.”(Source: USAID Gender Equality and Female Empowerment Policy, 2012)
38 Gender Analysis“…………..the gender analysis should identify root causes of existing gender inequalities or obstacles to female empowerment in that context so that USAID can proactively address them in the project design and seek out opportunities to promote women’s leadership and participation. The gender analysis should also identify potential adverse impacts and/or risks of gender-based exclusion that could result from planned activities, including:Displacing women from access to resources or assets;Increasing the unpaid work or caregiver burden of females relative to males;Conditions that restrict the participation of women or men in project activities and benefits based on pregnancy, maternity/paternity leave, or marital status;Increasing the risk of gender-based violence, including sexual exploitation or human trafficking, sexually transmitted diseases, and HIV/AIDS; andMarginalizing or excluding women in political and governance processes. Because males and females are not homogenous groups, gender analysis should also to the extent possible disaggregate by income, region, caste, race, ethnicity, disability, and other relevant social characteristics and explicitly recognize the specific needs of young girls and boys, adolescent girls and boys, adult women and men, and older women and men.” (Source: USAID Gender Equality and Female Empowerment Policy, 2012)
40 Environmental Compliance Environmental consequences of all USAID-financed activities must be considered and appropriate environmental safeguards are adopted
41 Typical USAID activities and potential adverse environmental impacts Agriculture – pesticide residues in food, milk, meatIrrigation – waterborne diseases, soil salinization of soils, alteration in aquatic ecologyWater supply & sanitation – groundwater acquifer depletion, waterborne disease transmission, contamination of groundwaterHealth services programs – medical and biohazardous wasters, disposal of used/spent needlesRural Infrastructure – deforestation, erosion from lack of drainageNatural Resource Management – disruption of ecosystem balance thru commercial production or harvesting of fauna or flora
42 Screening of activities Exemptions: International disaster assistance and emergency activities are exempted from the environmental regulations. No environmental documentation required.Categorical Exclusions: Activities like training, workshops, studies, seminars pose very low risk or have no effect on the environments – They require only brief documentation.IEEs or EAs: For all other activities an Initial Environmental Examination (IEE) or Environmental Assessment (EA) needs to be prepared.
43 IEEThe IEE is the first review of reasonably foreseeable effects of a proposed action on the environment. It is based on an analysis of:the activity description (e.g., description of components, tasks, locations),the activity’s likely effect on the natural or physical environment, andthe requirements of Reg. 216.IEEs also identify the mitigation and monitoring actions as needed.With limited exceptions for international disaster assistance, other emergencies, and circumstances involving exceptional foreign policy sensitivities, USAID’s Environmental procedures apply to all existing USAID-financed activities, substantive amendments or extensions of these, and all new projects and activities supported with USAID funds or managed by USAID, however they are implemented.
44 IEE OutcomesNegative Determination: No adverse effect on the environmentNegative Determination with Conditions (NDC): If some specified mitigation and monitoring measures are taken there will not be any significant adverse impacts, e.g., a condition might be that water quality be monitored or that measures be taken to prevent erosion and siltationPositive Determination: Means that activity may have significant adverse effects on the environment. This means that an Environmental Assessment (EA) must be completed and approved.Deferral: for activities not yet sufficiently definedWith limited exceptions for international disaster assistance, other emergencies, and circumstances involving exceptional foreign policy sensitivities, USAID’s Environmental procedures apply to all existing USAID-financed activities, substantive amendments or extensions of these, and all new projects and activities supported with USAID funds or managed by USAID, however they are implemented.
45 Pesticide proceduresApplies to projects involved in procurement or use of pesticidesIEE should include Pesticide Evaluation Report and Safer Use Action Plan (PERSUAP) that considers:USEPA registration statusBasis of selectionConsideration of IPMMethod of applicationToxicological hazardsEffectivenessCompatibility with target & non-target ecosystemsClimatic conditions, flora, fauna, geography, hydrology, soilAlternative pesticides or non-chemical control methodsHost country regulatory capacity, training, monitoring
46 Planning proposalsScreen activities for Categorical Exclusions, Negative Determinations/ with conditions (NDC) or positive determination.Identify mitigation measures for each of the NDCsPlan budgets required for mitigation measures, and required expertise for compliance.Ensure technical and cost proposals address environmental management expertise, appropriate qualifications, and proposed approaches to compliance where activities require
47 Basic EMMP Template EMMP for Project XXX Person Responsible for Overseeing EMMP: Activity 1: [name of activity][briefly describe activity & summarize potential adverse environmental impacts—from IEE]IEE or EA Condition(reproduced from the IEE or EA)MitigationSpecific actions to be taken to comply with the condition.(if an IEE or EA condition is already specific to the project/ activity and implementation actions self-evident, this “translation step” can be omitted)MonitoringHow will the project verify that the mitigation action is being implemented and is both effective and sufficient?Timing and Responsible PartiesWho is responsible for mitigation, monitoring, reporting?Timing/frequency of these actions
48 ResourcesWebsites:USAID’s Automated Directive System, Chapter 204.Electronic copy of 22 CFR 216, along with many helpful guidelines, training books, sample documents.Environmental Guidelines for Small-Scale Activities in Africa 2nd EditionPeople:MEO - Shanker Khagi, Alternate MEO – Bronwyn Llewellyn
50 Project Data, GIS Data and Data Policy Program and Project Development Office
51 Overview Geo-referencing Project data USG Regulations / Open Data Policy and New ADS 579Geospatial Science Data in the Context of Agriculture and Food Security
52 Geo-referencing project data What is Geo-referencing?A processing of assigning geographic reference to data related to project either through the use of geographic coordinates, admin units/geographic codes or through the use of geo-coding procedure.Why is Geo-referencing important?USAID attaches great importance in transparency, visualization and use of data in project design, monitoring and reporting. So, only geo-referenced data can be used in this way.Performance data are geo-referenced using geographic coordinates, admin units and geographic codes
53 Geographic Approach to Project Data (Illustration) PM 1Geographically registered project dataPM 2PM 3PM 4PM 5PM 6
54 USAID Development Data – ADS 579 Data, and the information derived from data, areassets for USAID, its partners, theacademic and scientific communities, and the publicat large. The value of data used instrategic planning, design, implementation, monitoring,and evaluation of USAID’s programs is enhanced whenthose data are made available throughout the Agencyand to all other interested stakeholders, in accordancewith proper protection and redactionallowable by law.
55 Open Data:“Publicly available data that is structured in a way that enables the data to be fully discoverable and usable by end users.”Accessible: Convenient, non-proprietary, machine-readable formats(e.g. CSV, JSON, XML)Described: Fully documented; limitations and processing instructions explained(e.g. data dictionaries, code books, tutorials)Reusable: No restrictions on useComplete: Highest level of granularity practicable(e.g. latitude / longitude, individual survey responses)Timely: Made available when data is of greatest use and updated regularlyManaged Post-Release: Point of contact assigned to continue updates and respond to queries
56 It is the RequirementEffective for contracts, grants, cooperative agreements as of October 1, Bilateral modifications being issued for existing awards:The Contractor / recipient must submit to the Development Data Library (DDL), at in a machine-readable, non-proprietary format, a copy of any Dataset created or obtained in performance of this award, including Datasets produced by a subcontractor at any tier.It is also a requirement to provide geospatial data purchased, created or obtained using USG project funds to the USAID Nepal Mission.
57 Geospatial Science Data and analysis for Agriculture and KISAN 2 Context (not limited to) Agriculture StatisticsCrop productivityAgro-climatic zonationSoils and land systemsClimate dataAgriculture land useMarketsEconomic corridors etc.
58 USAID Nepal Support Basic geospatial data Standards System planning Geo-database design…based on consultations
60 Introduction: Issuance Date of the Request for Proposal (RFP) October 22,2014Closing Date of the Submission of the RFPDecember 19, Hours Nepal TimeDeadline for the Submission of the QuestionsNovember 17, Hours Nepal TimeContract TypeCost Plus Fixed Fee, Completion TypeEstimated Period of PerformanceThree Years with Two Additional Options YearsTotal Estimated Cost of the Solicitation$3.7 million to $4.9 million
61 Offeror Eligibility: The RFP is open to all Nepali organizations and business (Section L.2): - Be legally organized under the laws of Nepal - Have its principal place of business or operations in Nepal - Majority owned by individuals who are citizens or lawful permanent residents or managed by governing body the majority of whom are citizens or lawful permanent residents of Nepal Fixed Fee Schedule Against Deliverables (F.4 and Attachment 5): - Offerors are requested to propose fee for each of the deliverables in Attachment 5. For deliverables that are marked as TBD, Offerors are requested to make their best effort to propose fee for these TBD deliverables.
62 ATTACHMENT 5-FIXED FEE SCHEDULE AGAINST DELIVERABLES DELIVERABLES- INDICATORSUnitBase Years 1 to 3Option Years 4 to 5TotalFixed Fee for Base Years 1 to 3Fixed Fee for Option Years 4 to 5Total Fixed Fee (3 Base Years and Option Years 4 to 5)Outcome 1Number of tons of high-quality seeds producedMT7003001000Percent increase in quantity of seeds (in tons) contracted for sale%30%20%50Farmer's gross margin per unit of land TBDValue of Agricultural and Rural LoansNote: Offerors are requested to propose fee for each of the deliverables in Attachment 5. For deliverables that are marked as TBD, Offerors are requested to make their best effort to propose fee for these TBD deliverables.
63 10. Preparation of Cost Proposal and Payment Schedule Ram Gurung and Rajeeb Shakya
64 Cost plus Fixed Fee Proposal INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL (Section L.11.1 page 123)Cost-plus-Fixed Fee (CPFF) Completion Type Contract for a period of three years (Base Period) with options for extension to years four and five.Total Estimated Cost is within the range of $3.7M to $4.9M (broken down by 3 Base Years with 2 Option Years)Total Fixed Fee Line of the Budget amount must correlate to the total fixed amount in “ATTACHMENT 5 FIXED FEE SCHEDULE AGAINST DELIVERABLES”64
65 Cost Proposal must at a minimum include and be organized in: Cost plus Fixed Fee ProposalCost Proposal must at a minimum include and be organized in:Part 1 - Standard Form (SF) 33Part 2 - Proposed Costs/Prices (Base Period and Options Years)Use the layout of the budget format in Attachment 4Provide a detailed narrative of the cost elements associated with each line itemNepali organizations may not have an approved NICRA. Budget must either direct costs, or indirect costs. In case Indirect Cost is proposed additional documentation must include:(a) Audited Financial reports (b) Projected budget, projected cash flow, and organizational chart; (c) Organization’s policies – Can be requested by the Contracting Officer.65
66 Cost plus Fixed Fee Proposal Additional supporting budget documentation (as necessary), including travel quotations, historical cost information, profit/fee policy, etc. to substantiate all proposed costs.AID Form : Must include Contractor Employee Biographical Data Sheets supporting the proposed unburdened daily rate for each professional staff proposed.Internship: Must include a minimum of three paid internships per year (Section C ) under Other Direct Cost categoryMonitoring and Evaluation: Allocate at least 2% to 4% of the total estimated cost of the award (Section C.4.5.7)Annual salary range must apply to comparable positions filled by CCN and TCN staff hired to work under this Contract. No salary may exceed the maximum for the given category for comparable positions.66
67 Part 5 - Joint Venture Information Part 6 - Evidence of Responsibility Cost plus Fixed Fee ProposalPart 3 - Representations, Certifications, and Other Statements of Offerors (See Section K of the RFP)Part 4 - Policies and Procedures. Not required at submission but can be requestedPart 5 - Joint Venture InformationPart 6 - Evidence of ResponsibilityHave adequate financial resources to perform the contract, or the ability to obtain them (audit reports)Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental commitmentsHave a satisfactory performance record 67
68 Have a satisfactory record of integrity and business ethics; Cost plus Fixed Fee ProposalHave a satisfactory record of integrity and business ethics;Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors)Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain themBe otherwise qualified and eligible to receive an award under applicable laws and regulations 68
69 L.11.2 General Assumptions and Other Instructions Cost plus Fixed Fee ProposalL.11.2 General Assumptions and Other InstructionsThe Cost Proposal does not have a page limitUse the exchange rate of US$1=NRs.95.Other assumptions:One office in Kathmandu and staff stationed in the field based on needs;Close-out during the last three months of the program;Reference to estimated budget figures provided in Section B.4.The Cost Proposal must include:A summary that thoroughly explains the estimating methodology used to calculate the budget and any assumptionsA clear and thorough explanation for each budgeted item, reflecting unit cost and quantity.If indirect cost is being proposed: Submit additional information69
70 Cost plus Fixed Fee Proposal ATTACHMENT 4(Budget Format - Summary)S. No.Cost CategoriesBase YearsTotal Cost For Base YearsOption YearsTotal Cost for Option YearsTotal CostYear 1Year 2Year 31Salaries and Wages - Full Time2Fringe Benefits3Travel, Transportation And Per Diem4Other Direct Costs5Consultants6Indirect CostsTotal Estimated Cost7Fixed FeesTotal Estimated Cost Plus Fixed FeeRajeeb Shakya70
71 Total Cost For Base Years Total Cost for Option Years Cost plus Fixed Fee Proposal(Budget Format – Detailed)S. No.Cost CategoriesType of UnitBase Year 1Base Year 2Base Year 3Total Cost For Base YearsOption Year 1Option Year 2Total Cost for Option YearsGrand TotalRateUnitsCosts1Salaries and Wages - Full TimeTeam LeaderMonthContracts ManagerFinance ManagerTotal - Salaries and Wages2Fringe BenefitProvident FundGratuityTotal - Fringe Benefits3Travel, Transportation and Per DiemAirfare:Local Staffper tripLocal Short-term SpecialistPer diem:per dayMiscellaneous:Field Staff Movement (Bus fare)Others - SpecifyTotal - Travel, Transportation & Per Diem71
73 • December 19, 2014 – 1600hrs (Nepal Time) Deadline for Submission of Questions:• November 17, hrs (Nepal Time)Deadline for Submission of Proposals:• December 19, 2014 – 1600hrs (Nepal Time)Cost and Technical Proposals must be submitted separately in sealed envelopes (L.9.1):Technical Proposal: 1 original and 3 copiesCost Proposal: 1 original and 2 copiesThe hard copy technical and cost proposal must be accompanied by electronic versions on CD-ROM, one CD-ROM for each type of document, Technical and Cost.Note: Technical proposals must be submitted in word or PDF format as appropriate and the cost schedule in Excel format with all cells unlocked. All electronic files must be “unlocked”.• Offeror must not include in technical proposal reference to cost data.Ram
74 CHECK LIST FOR COMPONENTS TO BE INCLUDED IN THE TECHNICAL PROPOSAL (See L.10 for complete content details)Offerors must include the following components in their technical proposal:Formatting (as described in Section L.10(b))- The proposal must:Be printed with single spaced, 12 point Times New Roman font with no smaller than one inch marginBe printed on standard 8 ½” X 11” paper (216mm by 297 mm paper)Be written in EnglishInclude contents that follow the order of the evaluation criteria set forth in Section M.2
75 Adhere to 30 page limitation Adhere to 30 page limitation. Note that the following items listed below are excluded from the 30 page limitation:1. Cover Page2. Table of Contents3. Organizational Structure, Position Descriptions (in table/graphic form)4. Key Personnel Resumes5.Table Summarizing Qualifications of Proposed Personnel6. Branding Implementation Plan
76 7. Past Performance Report Short-Forms, Summary Table; and Organizational Chart(s) 8. Quality of Performance Awards9. Tables, Charts and Graphs
77 General Content - The proposal must contain the following information for base years 1 to 3 and for option Years 4 and 5:Cover Page (As described in Section L.10 (d) (1) )Table of Contents (As described in Section L.10 (d) (2) )Executive Summary (Maximum one page) ((As described in Section L.10 (d) (3) )Section A: Technical ApproachSection B: Management/Staffing Pattern, Organizational Structure, and Mobilization TimelineSection C: Past PerformanceSection D: Geographic Focus
78 Section E: Monitoring and Evaluation Plan Section F: Outreach and Communication Plan and Branding Implementation and Marking PlanSection G: Gender and Social Inclusion (GESI) StatementSection H: Level Of Effort (LOE) Chart Form
79 Content for Section A of the Technical Proposal (Technical Approach) – The Proposal must: Propose what technical approaches that Offeror would use that would lead to the achievement of the five (from outcome 1 to outcome 5) outcomes in Section C.Align all the proposed activities using the recommended targets and other appropriate targets for each illustrative and proposed indicator under all the outcomes. The indicators have been listed by outcomes in Section C. The approach must not only be ways of reaching the given number of targets, but must also be addressing the systemic changes. Systemic change here means how the proposed interventions will be continued even after project ends.
80 Direct towards the sustainability of the proposed interventions to improve agriculture practices and crop productions.Must provide an explicit plan to increase the production, supply efficiency and market linkages of high value vegetables, which is the core value chain of this project.Propose a detailed plan to enhance the production and supply of traditional cropping systems (rice, pulses and maize)Propose appropriate interventions to improve agricultural practices and technologies to increase crop production.Place emphasis on female-friendly farming systems.
81 Offerors must provide an explicit plan to increase the production, supply efficiency and market linkages of high value vegetables, which is the core value chain of this project.Offerors must also propose a detailed plan to enhance the production and supply of traditional cropping systems (rice, pulses and maize).Offerors must have a performance-based monitoring system that is capable of tracking and documenting the targets set for indicators under each outcome, the level of effort expended, and yearly outcomes and progress for the activities. Any additional indicators and expected results must be listed in the Offeror’s monitoring system.
82 Offerors must also refer to Sections C. 4. 1. 1, C. 4. 1. 4, C. 4 Offerors must also refer to Sections C.4.1.1, C.4.1.4, C.4.16, L.10.(d)(4) Section A and M.2.1 for more information regarding the Technical Approach.
83 Content for Section B for the Technical Proposal (Management/Staffing Pattern, Organizational Structure, and Mobilization Timeline) - The Proposal must:Propose a staffing pattern that will ensure maximum effectiveness in implementing the technical approach and achieving the expected program results.Explain the staffing structure, including roles, responsibilities and lines of reporting and communication of key personnel, field-based non-key personnel, sub contractors (if applicable), and home office support personnel.
84 Demonstrate how social inclusion and gender balance are incorporated into the staffing plan. Explain how the staffing pattern will fulfill the programmatic and operational requirements of the contract, including program development, awards management, technical assistance, procurement, financial oversight, anti corruption measures, and program administration.Explain how additional staff would be fielded and deployed in the event of serious political changes.
85 A draft field staffing plan, as well as a notional strategy addressing programmatic and operation requirements.Describe how the Offeror would manage increasing or decreasing staffing requirements in compliance with all relevant local laws and regulations.Offerors may submit CVs for proposed non-key personnel to demonstrate the skills and experience for filling these positions.Offerors must identify two key personnel for Team Leader/Agriculture Expert position and Senior Contracts and Finance Manager position (See Sections C , C and L.10 (d)(5) for further details).
86 Offerors must also refer to Sections C. 4. 11, C. 4. 12, L. 10 Offerors must also refer to Sections C.4.11, C.4.12, L.10.(d)5 Section B and M.2.2 for more information regarding Management/Staffing Pattern, Organizational Structure, and Mobilization Timeline.
87 Content for Section C of the Technical Proposal (Past Performance) - The Proposal must: Include past performance information for the Offeror and each proposed subcontractor /joint venture to demonstrate its capability to perform the work and as a source for determining how well the Offeror and subcontractors performed previous work.Must list up to three recent (completed within the past five years) and relevant contracts for work similar to the work in the subject proposal.Offerors must also refer to Sections L.10(d)(6) and M.2.3 for more information regarding Past Performance.
88 Content for Section D of the Technical Proposal (Geographic Focus) - The Proposal must: Concentrate on the 12 districts as reference to Section L.10.(d) (7).Offerors must also refer to Section C and for more information.
89 Content for Section E of the Technical Proposal (Monitoring and Evaluation (M&E) Plan) - The Proposal must:Include indicators or proxy indicators to track levels of social inclusion in the plan.Offerors must also refer to Sections C.4.5.3, C.4.5.7, List of Indicators ((Page 40), F.4, L.10 (d)(8) and L (b) (viii)) for more information regarding M&E Plan .
90 Content for Section F of the Technical Proposal (Outreach and Communication Plan and Branding Implementation and Marking Plan) - The Proposal must:Respond succinctly to the requirements for Outreach and Communication Plan content found in Section C.4.15.Prepare a Branding Implementation and Marking Plan in accordance with Section D.Offerors must also refer to Sections Section D, L.10. (d)(9) and Attachment 1 for more information regarding Branding Strategy and Marking Plan.
91 Content for Section G of the Technical Proposal (Gender and Social Inclusion (GESI) Statement) - The Proposal must:Submit an original, thoughtful and succinct narrative describing the ways in which the Offerors will incorporate GESI into the performance of this Contract.Include reference to how the Offerors will incorporate GESI into:Development of literacy training materials;Instruction of trainers;Recruitment of beneficiaries;Instruction of beneficiaries;Logistics of training delivery;Monitoring and Evaluation
92 Include narrative of GESI for communication and Outreach Plan in the Communication and Outreach Plan (C.4.15) draft.Include narrative of GESI for recruitment of staff, particularly trainers, in the Management Plan (C.4.4) draft.Content for Section H of the Technical Proposal (Gender and Social Inclusion (GESI) Statement) - The Proposal must:Complete and submit “ATTACHMENT 7 Level of Effort (LOE) Chart Form” with the Technical ProposalNote: No cost or price information is permitted to be included in the LOE form.
93 CHECKLIST FOR COMPONENTS TO BE INCLUDED IN THE COST PROPOSAL (See L CHECKLIST FOR COMPONENTS TO BE INCLUDED IN THE COST PROPOSAL (See L.11 for of the RFP for full details on the preparation of the Cost Proposal).Offerors must include the following components in the Cost Proposal for base years 1 to 3 and for option years 4 to 5:Submission Instructions (as described in Section L.11.1) – The proposal must:Clearly explain each requested budget item.Be submitted separately from the Technical Proposal.Follow the procedures for the evaluation of Cost Proposal as per Section M.1.4.The total estimated cost of the solicitation is within the range of $3.7 million to $4.9 million including the base 3 years and option years 4 and 5.
94 PART 1-Standard Form (SF) 33: Cover form with blocks completedInclude original signaturePART 2- Proposed Costs/Prices (see also required assumptions in Section L.11.2 for more details):The budget format as per Attachment 4.Detailed budget narrative.Fixed fee schedule against deliverables (Attachment 5).Support for indirect cost rate, if proposed (see Section L.11.1 (b) (iii) for more details):Copies of the Offeror’s financial reports for the previous three-year period that have been audited by a certified public accountant;
95 Organization’s projected budget, projected cash flow, and organizational chart. A copy of the organization’s policies for accounting, travel, personnel, and procurement policies are not required as part of the Offeror's submission but can be requested by the Contracting Officer during the negotiations.Budgets for internship (a minimum of three paid internship per year ((See Section L.11.1(b)(vii)).Budgets for Monitoring & Evaluation plan ( allocation at least two to four percent of the total estimated cost of the award) (See Section L.11.1(b)(viii) for more details).AID Form : Completed Contractor Employee Biographical Data Sheets for each professional staff.
96 PART 3- Representations, Certifications, and Other Statements of Offerors (See Section K of the RFP) (L.11.1(c) for more details).PART 4- The documents identified in (1) and (2) below are not required as part of the Offeror’s submission but can be requested by the Contracting Officer during negotiations (L.11.1(d) for more details).A copy of the Offeror's personnel policies in effect at the time the offer is submitted that details salary setting policies/procedures.A copy of the Offeror's travel policies in effect at the time the offer is submitted.
97 PART 5- Joint Venture Information or partnership (L. 11 PART 5- Joint Venture Information or partnership (L.11.1(e) for more details).PART 6- Evidence of Responsibility (See Section L.11.1(f) for more details).
101 KISAN Working Districts Working and Handover DistrictsKISAN Working DistrictsMid-westFar-westWestBankeAchhamArghakhanchiBardiyaBaitadiGulmiDailekhDadeldhuraKapilbastuJajarkotDotiPalpaSurkhetKailaliDangKanchanpurPyuthanRolpaRukumSalyanTotal Districts: 20Handover DistrictsMid-westFar-westWestDailekhAchhamGulmiJajarkotBaitadiPalpaPyuthanDadeldhuraRolpaDotiRukumSalyanTotal Districts: 12
102 Outline of Proposal Writing Training How to review a solicitationHow do develop a compliance outlineOverview of Management section, Capabilities and program designHow to develop a budgetHow to submit a proposalHow to design the program for resultsHow to develop a Project Monitoring and Evaluation Plan (PMEP)The training will also cover the basic Organization Capacity Assessment Tools (OCAT) needsTentative date: Fourth week of November 2014Venue: Kathmandu (Exact location TBD)
103 SummaryOfferors must follow the RFP instructions in order to have their proposals considered.Proposals must be submitted on time and with all required sections.22 page limit-no exceptions!Offerors costs to develop technical and cost proposals are not reimbursable.Amy PrevattRecap of USAID’s proposal requirements.As noted previously, Organizational Structure and Organogram, Position Descriptions, Key Personnel CVs and Branding Plans can be included in annexes.