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USAID/Nepal KISAN 2 Request for Proposal (RFP) No. SOL

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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 you Shirley L. Baldwin, Contracting Officer Office of Acquisition and Assistance USAID/Nepal Amendment 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 presentation November 14, 2014 Royal Party Venue and Café Kathmandu, Nepal

3 Presentation Outline Time Program 13:00-13:30
Registration, Networking and Tea/Coffee 13:30-13:35 Welcome and opening remarks 13:35-13:40 FTF Overview 13:40-13:45 Preparation of Technical Proposal 13:45-13:55 KISAN 2 RFP information 13:55-14:00 M&E requirement 14:00-14:05 Branding & Marking Strategy and Outreach & Communications Plan 14:05-14:15 GESI consideration 14:15-14:25 Environmental compliance 14:25-14:35 GIS requirement 14:35-14:40 Award Information 14:40-14:50 Preparation of Cost Proposal and Payment Schedule 14:50-15:00 Submission requirement 15:00-15:15 Brief on Proposal Writing Training 15:15-15:35 Tea Break/Networking 15:35-16:35 Question and Answer Session 16:35-16:40 Closing

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 chains Focus: High value vegetables Cropping systems: Rice, maize, lentils, livestock FTF Major Goal: Reduce hunger and poverty and improve nutrition in Nepal, especially among women and children under five Areas Agriculture productivity and income generation Nutrition and hygiene Entrepreneurial literacy Business Literacy IPM IL CSISA KISAN Highlights 100% inclusive leadership, whole-of-gov’t approach Scale and sustainability through change agents and local capacity building Based on USAID proven interventions FTF 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. HMRP 1

6 Feed the Future Overview, cont.
Geographic Focus: 20 districts in the Terai and lower hills in the Far West, Mid-West, and West FTF 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 Interventions Increase productivity of high-value vegetables with complementary impact on rotational crops: rice, maize, and pulses Increase access and use of quality inputs, especially irrigation and seed Enhance market access and connections between farmers and traders 5 year project that started in February 2013 Implemented by Winrock International with local Nepali NGOs FTF Nutrition and Hygiene Interventions Interventions on nutrition and hygiene behavior, improve diet quality will be implemented by USAID’s SUAHARA project FTF 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.

8 2. Preparation of Technical Proposal

9 Instructions for Preparation of Technical Proposal (Section L.10)
For base year one to three and for option years four to five L Cover Page L Table of Contents L.10.3 – Executive Summary (max one page) L.10.4 – Section A: Technical Approach L.10.5 – Section B: Management Plan L.10.6 – Section C: Past Performance L.10.7 – Section E: Geographic Focus L.10.8 – Section F: M&E L.10.9 – Section G: Outreach &Communication Plan/B&M Plan L – Section H: GESI statement

10 3. FTF KISAN-2 RFP Information

11 KISAN 2 RFP (Section C.4) Main Objective:
RFP Information KISAN 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, Salyan West - Gulmi, Palpa Target 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 inputs Improved capacity of agriculture extension workers, service providers, farmers, and agribusiness entrepreneurs Improved and sustainable agriculture production and post-harvest technologies and practices adopted at the farm level Improved Market Efficiency Increased capacity of GON and local organizations

13 Other Deliverables Program Plans
RFP Information Other Deliverables Program Plans Monitoring 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 reference Proposal related deliverables: Anita will explain this when she presents slides on Section L. First Year Draft Annual Work-plan Monitoring and Evaluation Plan Outline Management Plan Outreach and Communication Plan and Branding Implementation and Marking Plan Past Experience and Current Capabilities Gender and Social Inclusion Summary Statement

14 Periodic Reports Quarterly Performance Report (Section C.4.5.8)
RFP Information Periodic Reports Quarterly Performance Report (Section C.4.5.8) Annual Performance Report (Section C.4.5.8) Monthly Report (Section C.4.5.8) Final Report (Section C.4.5.8) Financial Report (C.4.5.9) Security Report (C )

15 Coordination Responsibilities (Sections C.4.2)
RFP Information Coordination Responsibilities (Sections C.4.2) Strong coordination with GON - MOAD and Departments at central level - Regional offices at regional level - District offices at district level Coordination with FTF projects: - KISAN - FTF M&E contractor - Peace Corps Volunteers - FFP - SUAHARA - IPM - CSISA Amy will present this slide There 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 Framework Plans for documenting results of any activity that can be used for publicizing success (including video and photos) Detailed definition of each indicator Source, method, and frequency of data collection Description of how the performance data will be analyzed Disaggregation of beneficiaries by sex, age, caste, ethnicity At 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 indicator 17

18 Section F: M&E Plan Must be developed together with COR within 60 days of award Subject to approval by COR USAID 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 governance IR 1.2: Accountability of selected institutions strengthened IR 1.3: Civic participation and advocacy INCREASED IR 1.1: Peaceful political environment sustained Key Cross-Cutting Issues: REDUCING EXTREME POVERTY; Gender Equality and Social Inclusion; Youth; Resilience/Disaster Risk Reduction; Science, Technology, Innovation, and Partnerships IR 1.4: PUBLIC POLICY AND performance IMPROVED  DO 2: Inclusive AND SUSTAINABLE ECONOMIC GROWTH to reduce extreme poverty IR 2.1: Agriculture-based income increased IR 2.2: Small enterprise opportunities expanded DO 3: INCREASED HUMAN CAPITAL IR 3.1: A BETTER skilled, literate population IR 3.2: A HealthIER and well-nourished population IR 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 programs Number of children under five reached by USG-supported nutrition programs * Number of USG social assistance beneficiaries participating in productive safety nets Inclusive Agricultural Growth Number of jobs attributed to FTF implementation Number of hectares under improved technologies or management practices as a result of USG assistance Number of farmers and others who have applied new technologies or management practices as a result of USG assistance Number of individuals who have received USG supported short-term agricultural sector productivity or food security training Value of Agricultural and Rural Loans

21 5. Branding and Marking Strategy and Outreach and Communications Plan
Fungma Fudong and Stuti Basnyet Agency 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-ups Video Products (animated logo) USAID (not partner) ads in newspapers, on TV and radio Commodities and equipment, e.g. hospital beds, computers and other equipment provided through USAID assistance programs USAID receives FULL or exclusive branding and marking on all activities or products Application: 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 only Exclusive 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 awareness Create 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 dignitaries All 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 keep residents informed of what we are doing in their country. • For the American people: We have a responsibility to explain 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 our funding levels. No, Really. Why Do We Brand? Clear Evidence of Value According 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 tsunami Do not recreate USAID logo! • Do not recreate the identity • Do not alter the identity’s proportions or design elements • USAID must always be in English; the tagline may be translated IMPORTANT: 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 or exception Must 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 completion Specifics 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 Identity Sample ‘Illustrative’ Marking Plan: How? Where? What? When

28 Basic USAID Logo Rules The 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 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 Manual ADS 320 ADS 320 is authorized by Section 641 of the Foreign Assistance Act of 1961, as amended – Also authorized by 22 CFR

30 GESI consideration 6. GESI CONSIDERATION

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 above Demonstrate deeper understanding of women’s multidimensional constraints and limitations (multidimensional inequities) in participation and leadership in proposed program activities Together with men, ensure women as program beneficiaries, group activity leaders throughout the program Proposal 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 role Do 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 above All 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 above Use Nepal country specific literature on Gender assessments and policies. Demonstrate proficiency in use of gender analysis and measurement tools USAID’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 above Use Nepal country specific literature on Gender assessments and policies. Demonstrate proficiency in use of gender analysis and measurement tools Actions 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 empowerment Some 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 Definitions Gender 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 Gap Gender Gap refers to a difference in status of males and females Measured 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; and Marginalizing 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, meat Irrigation – waterborne diseases, soil salinization of soils, alteration in aquatic ecology Water supply & sanitation – groundwater acquifer depletion, waterborne disease transmission, contamination of groundwater Health services programs – medical and biohazardous wasters, disposal of used/spent needles Rural Infrastructure – deforestation, erosion from lack of drainage Natural 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 IEE The 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, and the 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 Outcomes Negative Determination: No adverse effect on the environment Negative 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 siltation Positive 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 defined 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.

45 Pesticide procedures Applies to projects involved in procurement or use of pesticides IEE should include Pesticide Evaluation Report and Safer Use Action Plan (PERSUAP) that considers: USEPA registration status Basis of selection Consideration of IPM Method of application Toxicological hazards Effectiveness Compatibility with target & non-target ecosystems Climatic conditions, flora, fauna, geography, hydrology, soil Alternative pesticides or non-chemical control methods Host country regulatory capacity, training, monitoring

46 Planning proposals Screen activities for Categorical Exclusions, Negative Determinations/ with conditions (NDC) or positive determination. Identify mitigation measures for each of the NDCs Plan 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) Mitigation Specific 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) Monitoring How will the project verify that the mitigation action is being implemented and is both effective and sufficient? Timing and Responsible Parties Who is responsible for mitigation, monitoring, reporting? Timing/frequency of these actions

48 Resources Websites: 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 Edition People: 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 579 Geospatial 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 1 Geographically registered project data PM 2 PM 3 PM 4 PM 5 PM 6

54 USAID Development Data – ADS 579
Data, and the information derived from data, are assets for USAID, its partners, the academic and scientific communities, and the public at large. The value of data used in strategic planning, design, implementation, monitoring, and evaluation of USAID’s programs is enhanced when those data are made available throughout the Agency and to all other interested stakeholders, in accordance with proper protection and redaction allowable 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 use Complete: Highest level of granularity practicable (e.g. latitude / longitude, individual survey responses) Timely: Made available when data is of greatest use and updated regularly Managed Post-Release: Point of contact assigned to continue updates and respond to queries

56 It is the Requirement Effective 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 Statistics Crop productivity Agro-climatic zonation Soils and land systems Climate data Agriculture land use Markets Economic corridors etc.

58 USAID Nepal Support Basic geospatial data Standards System planning
Geo-database design …based on consultations

59 9. Award Information Binita

60 Introduction: Issuance Date of the Request for Proposal (RFP)
October 22,2014 Closing Date of the Submission of the RFP December 19, Hours Nepal Time Deadline for the Submission of the Questions November 17, Hours Nepal Time Contract Type Cost Plus Fixed Fee, Completion Type Estimated Period of Performance Three Years with Two Additional Options Years Total 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.

DELIVERABLES- INDICATORS Unit Base Years 1 to 3 Option Years 4 to 5 Total Fixed Fee for Base Years 1 to 3 Fixed Fee for Option Years 4 to 5 Total Fixed Fee (3 Base Years and Option Years 4 to 5) Outcome 1 Number of tons of high-quality seeds produced MT 700 300 1000 Percent increase in quantity of seeds (in tons) contracted for sale % 30% 20% 50 Farmer's gross margin per unit of land  TBD Value of Agricultural and Rural Loans Note: 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 Proposal Cost Proposal must at a minimum include and be organized in: Part 1 - Standard Form (SF) 33 Part 2 - Proposed Costs/Prices (Base Period and Options Years) Use the layout of the budget format in Attachment 4 Provide a detailed narrative of the cost elements associated with each line item Nepali 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 category Monitoring 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 Proposal Part 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 requested Part 5 - Joint Venture Information Part 6 - Evidence of Responsibility Have 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 commitments Have a satisfactory performance record  67

68 Have a satisfactory record of integrity and business ethics;
Cost plus Fixed Fee Proposal Have 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 them Be 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 Proposal L.11.2 General Assumptions and Other Instructions The Cost Proposal does not have a page limit Use 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 assumptions A clear and thorough explanation for each budgeted item, reflecting unit cost and quantity. If indirect cost is being proposed: Submit additional information 69

70 Cost plus Fixed Fee Proposal
ATTACHMENT 4 (Budget Format - Summary) S. No. Cost Categories Base Years Total Cost For Base Years Option Years Total Cost for Option Years Total Cost Year 1 Year 2 Year 3 1 Salaries and Wages - Full Time 2 Fringe Benefits 3 Travel, Transportation And Per Diem 4 Other Direct Costs 5 Consultants 6 Indirect Costs Total Estimated Cost 7 Fixed Fees Total Estimated Cost Plus Fixed Fee Rajeeb Shakya 70

71 Total Cost For Base Years Total Cost for Option Years
Cost plus Fixed Fee Proposal (Budget Format – Detailed) S. No. Cost Categories Type of Unit Base Year 1 Base Year 2 Base Year 3 Total Cost For Base Years Option Year 1 Option Year 2 Total Cost for Option Years Grand Total Rate Units Costs 1 Salaries and Wages - Full Time Team Leader Month Contracts Manager Finance Manager Total - Salaries and Wages 2 Fringe Benefit Provident Fund Gratuity Total - Fringe Benefits 3 Travel, Transportation and Per Diem Airfare: Local Staff per trip Local Short-term Specialist Per diem: per day Miscellaneous: Field Staff Movement (Bus fare) Others - Specify Total - Travel, Transportation & Per Diem 71

72 11. Submission Requirements

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 copies Cost Proposal: 1 original and 2 copies The 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 margin Be printed on standard 8 ½” X 11” paper (216mm by 297 mm paper) Be written in English Include 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 Page 2. Table of Contents 3. Organizational Structure, Position Descriptions (in table/graphic form) 4. Key Personnel Resumes 5.Table Summarizing Qualifications of Proposed Personnel 6. Branding Implementation Plan

76 7. Past Performance Report Short-Forms, Summary Table; and Organizational Chart(s)
8. Quality of Performance Awards 9. 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 Approach Section B: Management/Staffing Pattern, Organizational Structure, and Mobilization Timeline Section C: Past Performance Section D: Geographic Focus

78 Section E: Monitoring and Evaluation Plan
Section F: Outreach and Communication Plan and Branding Implementation and Marking Plan Section G: Gender and Social Inclusion (GESI) Statement Section 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 Proposal Note: No cost or price information is permitted to be included in the LOE form.

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 completed Include original signature PART 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).

98 12. Proposal Writing Training

99 Knowledge-based Sustainable Agriculture and Nutrition (KISAN) Project
Nursery training in Dadeldhura

100 Working Districts Geographic Focus Far-West : 6 districts
Mid-West :10 districts West : 4 districts Total: 20 districts KISAN to Cover 136,000 HHs

101 KISAN Working Districts
Working and Handover Districts KISAN Working Districts Mid-west Far-west West Banke Achham Arghakhanchi Bardiya Baitadi Gulmi Dailekh Dadeldhura Kapilbastu Jajarkot Doti Palpa Surkhet Kailali Dang Kanchanpur Pyuthan Rolpa Rukum Salyan Total Districts: 20 Handover Districts Mid-west Far-west West Dailekh Achham Gulmi Jajarkot Baitadi Palpa Pyuthan Dadeldhura Rolpa Doti Rukum Salyan Total Districts: 12

102 Outline of Proposal Writing Training
How to review a solicitation How do develop a compliance outline Overview of Management section, Capabilities and program design How to develop a budget How to submit a proposal How to design the program for results How to develop a Project Monitoring and Evaluation Plan (PMEP) The training will also cover the basic Organization Capacity Assessment Tools (OCAT) needs Tentative date: Fourth week of November 2014 Venue: Kathmandu (Exact location TBD)

103 Summary Offerors 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 Prevatt Recap 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.

(20 Minutes)

105 Questions and Answers

106 Thank you for your participation!
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