R -- PORTUGUESE/ENGLISH SPEAKING ADMINISTRATIVE SERVICES IN CAPE VERDE, WEST AFRICA

Notice Date

October 22, 2001

Contracting Office

Department of the Interior, Minerals Management Service, Procurement Operations Branch, MS2500, 381 Elden Street, Herndon, Virginia 20170-4817

ZIP Code

20170-4817

Solicitation Number

85620

Response Due

October 29, 2001

Point of Contact

Anna DeGurse AND Jane Carlson, fax 703-787-1387 or email anna.degurse@mms.gov AND jane.carlson@mms.gov

E-Mail Address

Contract Specialists (anna.degurse@mms.gov jane.carlson@mms.gov)

Description

This requirement is being issued by GovWorks under the franchise authority of the Department of the Interior (DOI) on behalf of the African Development Foundation (ADF). GovWorks/DOI intends to issue a Purchase Order in accordance with FAR 13.5, Test Program for Certain Commercial Items. This requirement is set aside for small businesses only. All offerors must be able to qualify under the North American Industry Classification System (NAICS) code 561110 (Office Administrative Services) $5.0 Million. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The announcement constitutes the only solicitation; proposals are being requested and a written solicitation will NOT be issued. The following provisions and clauses apply to the acquisition: 1) 52.212-1, Instruction to Offerors-Commercial (Oct 2000); 2) 52.212-2, Evaluation-Commercial Items (JAN 1999); 3) 52.212-3, Offeror representations and Certifications-Commercial Items (MAY 2001); 4) 52.212-4, Contract Terms and Conditions-Commercial Items (MAY 201); and 5) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (MAY 2001). OVERVIEW: The African Development Foundation (ADF) is seeking a highly qualified individual to serve as a Contractor under a three and a half (3.5) month purchase order. Statement of Work: The Contractor will provide assistance to the Director of the Office of Program and Field Operations, Region I (OPFO I), and the Country Program Officer (CPO) for Cape Verde to manage the field office and project portfolio in that country. The tasks detailed within will be performed under the direction and guidance of the Director/OPFO I. The Contractor will establish and maintain contact with high-level officials and representatives of the host country, United States Government, other donor countries, international organizations, and the local and foreign private sector for the purpose of promoting and facilitating the ADF program in Cape Verde. The contractor shall assist organizations and individuals in Cape Verde to obtain information about the Foundation and its funding requirements and technical information about grassroots development efforts by making available to them, on request, ADF newsletters, brochures, and other documents. The contractor shall maintain written records of all activities and provide ADF headquarters with written reports as required; pay all indebtedness incurred in carrying out duties under this Contract in a timely manner, providing the Foundation with documentation of expenditures as required; and provide assistance to TAPs, ATAPs, and auditors by introducing them to grantees, keeping in close contact with them, and sharing information regarding projects as appropriate. The Contractor will carry out the following activities as indicated in 1., 2., and 3. below: 1. In consultation with and subject to the general guidance of ADF headquarters, identify, retain the services of, and supervise a Project Officer (PO) in carrying out the following activities: Project/Group Appraisal: Screen applications for ADF assistance to determine eligibility for funding under the country strategic plan and ADF selection criteria, make site visits as required to inform recommendations on funding, and examine each application received against an ADF-approved screening checklist and submit results in writing to Foundation headquarters. Project Development: Practice and promote participatory methodology, assist applicants in the development of their project proposals, either through the use of outside technical assistance providers (TAPS) or directly, and assess the technical and financial viability of proposals based on staff analyses and/or the reports of TAPS. In accordance with the Foundation's guidelines for project development and presentation, draft and submit project papers for review at ADF headquarters. Project Implementation and Monitoring: Using a monitoring plan developed in collaboration with grantees, visit projects regularly during their implementation period to measure and document progress toward project goals and objectives, identify and keep ADF headquarters apprised of problems or issues hindering achievement of these objectives, and work with the grantees to devise and implement methods to resolve problems. Assist project grantees in resolving administrative and logistical problems with banks and vendors, and assist them, where necessary, in their efforts to communicate with the Foundation's Washington headquarters by providing or facilitating access to e- mail, telephone, or fax services as appropriate. Prepare and submit to ADF headquarters project monitoring reports and quarterly project implementation status reports in accordance with guidelines provided by the Foundation. In collaboration with the Evaluation Officer, conduct site visits for program close-out purposes within 90 days of project completion to assess the attainment of the project goals and objectives, lessons learned, project impact and grantees' strategies/plans to sustain the ADF funded activity, and prepare a final site visit (program close-out) report that outlines these findings. Liaison Activities: Schedule and coordinate in-country visits by ADF headquarters staff and other visitors, and maintain contact with other PVOs and NGOs working with grassroots organizations, and U.S. and host country officials. 2. In consultation with and subject to the general guidance of ADF headquarters, identify, retain the services of, and supervise an Evaluation Officer/Training Coordinator (EO) in carrying out the following functions: Project Development: At the request of ADF headquarters and the Contractor, assist in providing orientation and training to the Contractor staff and technical assistance providers (TAPs) in participatory methodology. Assist applicants and grantees to form participatory monitoring and evaluation (PM&E) committees, develop PM&E plans in accordance with guidelines provided by the Foundation, and incorporate these plans in a final project paper. With assistance from Contractor staff and TAPs as required, gather baseline data relevant to each new project's objectives, performance indicators, and overall evaluation plan. In collaboration with TAPs and Contractor staff, assist applicants in developing skills inventory, training needs assessments, and training plans to be incorporated in the final project paper. Project Start-up: Provide grantees' PM&E Committees with the training and support they need to evaluate their own progress, identify and define sources of data needed to respond to evaluation and monitoring questions, identify and resolve issues which are impeding the achievement of objectives, and determine any additional training which they might need. Provide training and assistance to grantees to allow them to establish and maintain information systems to ensure that each project has measurable qualitative and quantitative performance indicators. Project Implementation: Assist project grantees in the implementation of their training plans. Conduct site visits to: (1) monitor grantee data collection and assessment; (2) assist grantees to evaluate the progress they are making toward achievement of project goals and objectives and any problems which may be hindering such progress; and (3) assist them in developing strategies to overcome any such problems. Prepare reports for the Contractor documenting outstanding issues, strategies developed, and assist Contractor staff in planning for additional project interventions that may be required. Prepare an annual evaluation report on each project in accordance with guidelines provided by the Foundation. Program Management: Collaborate with the Contractor staff in the development of Country Strategic Plans, strategic objectives, performance indicators, targets, and data sources for the ADF in-country program. Assist the Contractor to develop and implement a uniform data collection system to measure the results of the country program. Collaborate with the Contractor staff in the preparation of an annual grant review and country performance results report following ADF guidelines. Initiate and maintain contact with PVOs, NGOs, and other donors working with grassroots groups in-country, as well as relevant host government ministries, to compare best practices, share lessons learned, and coordinate assistance for implementing participatory evaluation and training programs. 3. In consultation with ADF, identify, retain the services of, and supervise a Financial Officer (FO) who shall carry out financial management duties related to Contractor operations under this Agreement, and provide financial management support and oversight to the ADF program and project activities in-country. The FO's responsibilities will include, but will not necessarily be limited to: Contractor Office Administration and Financial Management: Assist the Contractor in the formulation and management of the annual operating budget for the Contractor office. Maintain Contractor financial records and prepare or oversee the preparation of all financial documents required under this agreement in accordance with ADF policies and procedures. Ensure that appropriate procurement practices are followed. Oversee the management of ADF funded equipment and supplies in accordance with terms of this Agreement and ADF policies and procedures. Ensure the provision of salaries, benefits, and allowances to Contractor staff in accordance with ADF policies and procedures and the requirements of local labor laws. Advise ADF Washington directly and immediately should questions arise regarding the proper use or management of Foundation funds or equipment. Program/Project Responsibilities: Review and take appropriate action with respect to project grantees' financial reports and disbursement requests to ensure that they are properly and accurately prepared in accordance with the financial terms and conditions of their grant agreements and the policies and procedures of the Foundation, prior to forwarding them to ADF headquarters in Washington. Visit project sites to monitor and assess financial management practices, and provide on-site training to address minor deficiencies or make recommendations concerning appropriate interventions to correct more serious problems. Assist the Contractor in contracting with Accounting Technical Assistance Providers (ATAPs), provide them with training on ADF policies and procedures, and assess the quality of the services they provide. As directed by the Contractor assist in formulating budgets, conducting financial analyses, and meeting other financial requirements related to project development. Reporting: Activity reports will be submitted to the Regional Director at the end of each month, indicating activities performed during the week, any significant management issues, plans for the following week, and any other news/issues of note from the field. Qualifications: 1) Financial record-keeping and analysis experience; 2) Excel/Access proficiency; 3) Detail-oriented individual; 4) Meets deadlines and works well under pressure; 5) Team player; 6) Budget formulation/management; 7) Grants management; 8) Basic financial/accounting analysis; 9) Portuguese and English language fluency; 10) Willing and able to travel frequently throughout the Cape Verde archipelago to visit project sites; 11) Knowledge and familiarity with conducting business and dealing with individuals and institutions at all levels of Cape Verdean society; and 12) Knowledge and familiarity with the African Development Foundation's philosophy, funding criteria, project development, monitoring, and performance assessment processes and issues. Period of Performance: The period of this contract shall be from the date of contract award through February 28, 2002. Place of performance: Sporting Clube de Praia Building, Avenue OUA-Achada Street. Antonio, Praia, Cape Verde. Cost: The firm fixed price of this contract is not to exceed Cape Verdean Escudos 4,250,458 (approximately US$ 35,420). EVALUATION CRITERIA: Each offeror's proposal will be evaluated according to the factors shown below. Factor A is more important than Factors B. Sub-factors listed under each factor are of equal importance to each other. A. Past Performance; (to be ascertained by reference checks): 1) The offeror's successful prior experience working for a federal agency. 2) The offeror's history of successful completion of similar projects and history of providing high-quality products and services; 3) The offeror's history of delivering the product on schedule; 4) The offeror's ability and responsiveness to solving problems without assistance. B. Personnel Qualifications. 1) Financial record keeping and analysis experience; 2) Excel/Access proficiency; 3) Detail-oriented individual; 4) Meets deadlines and works well under pressure; 5) Team player; 6) Budget formulation/management; 7) Grants management; 8) Basic financial/accounting analysis; 9) Portuguese/English language capability; 10) Willingness/ability to travel frequently throughout Cape Verde; 11) Knowledge/familiarity with Cape Verdean customs and politics; and 12) Knowledge and familiarity with the African Development Foundation's philosophy, funding criteria, project development, monitoring, and performance assessment processes and issues. Contract Award Contract award shall be made to the responsible offeror whose offer(s), in conforming to this RFP, provides an overall best value to the Government, past performance, personnel qualifications and cost considered. The Government's objective is to receive the highest quality Contractor possible, at a realistic and reasonable cost. Past performance and personnel qualification evaluation factors are more important than cost; however, between proposals that are evaluated as equal in quality, cost will become a major consideration in selection the successful offeror(s). HOW TO RESPOND: Send three (3) copies of your proposal (one with cost) to Anna DeGurse, Minerals Management Service, 381 Elden Street, MS 2510, Herndon, VA 20170 or e-mail (PDF file) one copy with cost to anna.degurse@mms.gov by no later than 5:00 PM EST, Monday, October 29, 2001. Questions must be sent to both Anna DeGurse AND Jane Carlson by fax 703-787-1387 or email anna.degurse@mms.gov, jane.carlson@mms.gov.

Record

Loren Data Corp. 20011024/RSOL011.HTM (W-294 SN5111R9)