SOLICITATION NOTICE
R -- Interim Representative (IR) for Botswana
- Notice Date
- 5/23/2002
- Notice Type
- Solicitation Notice
- Contracting Office
- Minerals Management Service, 381 Elden Street, MS 2510, Herndon, VA
- ZIP Code
- 00000
- Solicitation Number
- 0402RP86576
- Response Due
- 6/3/2002
- Archive Date
- 6/30/2002
- Point of Contact
- Sharon Teger, Procurement Operations Branch, 703-787-1387 fax
- Small Business Set-Aside
- N/A
- 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 requirement using Commercial Item Procedures (FAR 12.6) for ADF. All offerors must be able to qualify under the North American Industry Classification System (NAICS) code 541618 (Other Management Consulting Services) size standard $5.0M. 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. 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 (APR 2002); 4) 52.212-4, Contract Terms and Conditions-Commercial Items (FEB 2002); and 5) 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items (DEC 2001). OVRVIEW: The African Development Foundation (ADF) is seeking a highly qualified individual to serve as a representative responsible for the oversight of ADF funded programs in Botswana from June 10, 2002 to December 31, 2002. Statement of Work: The ADF Interim Representative (IR) for Botswana will be responsible for promoting ADF funding in priority program areas that could have significant impact on the grassroots groups and communities and ensures grant and cooperative agreement recipients conformance with ADF policies and procedures. The ADF/IR represents ADF's programs to government officials, non-government organizations and the business community to promote ADF's participatory development process and to disseminate "lessons learned'. The ADF/IR is the principal contact point for the Partner, Grantees, applicants, development practitioners and host country government. The ADF/IR monitors the implementation of cooperative and grant agreements and reviews, clears, and reports on all deliverables submitted by the recipients of ADF assistance. Specific tasks include Program Management and Administration; develops a work plan to be implemented from June 10 to December 31, 2002; verified that the Cooperative Agreement Partner (Partner) has developed a monitoring plan for each project and submit the plan for approval by ADF/W; ensures Partner develops an operational plan and budget for FY 2003; provides comments on Partner's plan and budget and submits to ADF/W for concurrence; reviews Partner's monthly activity and financial reports and monitors deviations from the implementation plan; reviews and certifies Partner and Grantee disbursement requests and submits same for approval and payment; Reviews Grantee budget amendments and budget shift requests and submits for approval; Prepares End of the Fiscal Year annual performance reports for programs in accordance with ADF guidelines; Prepares and submits semi-annual program reports to the Government of Botswana (GOB) in accordance with ADF/GOB program guidelines; and performs other tasks, to promote effective and efficient ADF operations. Outreach and Portfolio Development; assesses the existing portfolio and identifies expansion opportunities consistent with the Country Strategy Plan and ADF program priorities; assists the Partner with the development of a five-year strategic plan that responds to objectives set forth in the Partner cooperative agreement; Conducts outreach to identify groups that have potential for the use and benefits of ADF assistance and; disseminates ADF program and grant application procedures to potential applicants. Project Identification and Screening; reviews applications/proposals and request information from applicants, as required; categorizes and prioritizes applications/proposals; conducts preliminary screening of applications/proposals per ADF guidelines and procedures by applying project and group screening criteria; drafts notification letters to applicants for ADF assistance; conducts site visits to projects under consideration for funding to perform an assessment of applicant groups' track record, performance, leadership, management and technical capabilities, production and product efficiency and quality and market potential for products, etc; prepares a report for projects being recommended to ADF summarizing visit findings and how each group/project proposed meets ADF's funding criteria; ensures potential projects for ADF funding are identified; reviews the technical and financial assessments and final screening of applications/proposals and submits same to ADF/W for approval and; discusses technical assistance needs with local ADF partner and follows-up closely on the timely development of project documents. Project Development, Grant Making, and Project Start Up: Becomes familiar with the development of Project concept Papers and final documents and feasibility studies; Reviews and provides comments on proposals; reviews and ensures the applicants and Partner have responded to design or development issues raised by the ADF Project Discussion Group (PDG) and Project Review Committee (PRC): Participates and provides comments in technical meeting reviews; follows-up on the grant preparations to ensure that projects are finalized timely in the recommended formats. Facilitates the signing of grants and ensures that signed grant agreement copies are submitted to ADF/W; reviews content of new grant documents with grantees, ensuring each new grantee understands compliance, reporting and policy issues contained in the award and; ensures that Grantees attend a bookkeeping workshop no later than 60 days after the signing of their grant. Oversees Partner field monitoring of projects per plans an ensures timely submission of reports; ensures that corrective actions are taken by Grantee and Partner based on reports; travels to selected projects to verify Partner and Grantee compliance with project implementation and monitoring requirements and ascertain accountable use of project financial, human and material resources; prepares site visit reports and submits same to the ADF/W RD, highlighting unique achievements and any critical issues and respective plan for remediation; Upon receiving RD feedback, advises Partner and Grantee of actions required; Verifies corrective actions and notifies RD and RM of actions taken; Verifies that partner staff are completing at least two financial monitoring site visits to active projects per annum and are completing, filing and submitting the required ADF Manual Section 326 financial monitoring checklist for each site visit completed; Reviews Grantee performance reports for completeness, pertinence and accuracy; Consults with Partner staff on the progress grantees are reporting against specific objectives and performance indicators set forth in their project documents. Ensures Partner staff have thoroughly reviewed and provided a written response to all grantee reports received and; Analyzes and rolls up critical information on the achievement of objectives at the level of each individual project into a general report reflecting the quality of performance of the country program. Ensures and verifies that all outstanding audit issues for projects audited with the last year have been completely resolved. Verification is accomplished by field visits and/or by reviewing documents submitted by the grantees; and facilitates the performance of new Grantee field audits by ensuring grantees are introduced to auditors, and all grantees financial records are available to the auditors. Grant Close Out: Effects the programmatic and financial close outs of all projects that expire by July 1, 2002; ensures that close out reports are complete, and ensures that unused or unjustified funds are collected on a timely basis. Acts as the external liaison for Botswana during this period; promotes ADF goals and objectives, ADF development approach and cultivates collaborative relationship with key stakeholders; prepares documentation for and attends ADFGOB Steering Committee meetings to promote a collaborative ADF/GOB working relationship; projects and maintains a positive image and reputation of ADF during the performance of these duties. The IR fully collaborates with the local partner in order to achieve the stated objectives with satisfaction. Partners will provide pertinent information and documentation on the country programs to facilitate the work of the IR. At the request of the IR, joint site visits can be undertaken for project development and/or monitoring purposes. The performance of this contract will be from June 1, 2002 to December 31, 2002 with the exception of trips to ADF HQ, the work will be based on Botswana. Reporting Requirements: Prepare and submit monthly activity reports to indicate progress made in the performance of tasks. Submit site visit reports and field trip reports. Serves as lead officer responsible for verifying and drafting report on the results of the annual country assessment of program performance. All reports are to be submitted for review and comments to the RD. Payment Conditions: The foundation will pay the contractor a daily fee. Work on Saturdays while on travel status will be paid if authorized ahead of time. Payment will be made bi-weekly upon presentation of an activity report and timesheet justifyingthe use of contractor's time. Local travel (and any international travel if required by ADF/W) will reimbursed to the contractor. On a weekly basis or upon the completion of each trip, contractor is required to submit a voucher to the RD. International travel arrangements will be made and paid for by ADF. Level of effort: Five days per week. If an ADF staff person is in country, six days per week may be required. Number of days is estimated at 164. Government estimate for the contract is U.S. $40,000 to $55,000. Cost proposal should specify labor costs. Major Deliverable Written Products: A work plan will be submitted for the contract period. Monthly activity reports will be submitted to the RD, indicating activities performed during the period, any significant issues requiring management attention, plans for the following period, and any other issues of note. Copies of site visit reports with recommended actions for any travel completed would be attached to the monthly reports. Any Project Concept Papers for final Project Papers developed by the Partner will be checked for completeness only prior to forwarding the document to ADF/W for review by committee. A draft "Annual Assessment of Program Performance" report will be submitted according to ADF reporting requirements, and not later than December 1, 2002. Evaluation Criteria: Proposals will be evaluated according to these factors: Prior work experience and previous annual salary history - 15 points. Prior experience working for an international development agency or organization at a senior project and/or program management level - 15 points; History of completion of similar tasks and of providing high-quality products and services - 15 points: History of delivering the products and services on schedule under time constraints - 15 points; Prior knowledge of and work experience with the development programs and priorities in the southern Africa region and/or the country of Botswana - 10 points; Experience in working effectively with high-level government officials and donors - 15 points; Ability to solve problems with minimal management oversight - 15 points; Required Qualifications; University degree, preferably a graduate degree in economics, business administration, public administration or equivalent - 10 points; At least seven (7) years experience, with a minimum of four years in leadership position managing grassroots social and economic development programs in Africa - 20 points; Familiarity with USG rules, regulations and standard operating procedures; prior work experience with USG funding entity - 20 points; Knowledge and familiarity with grassroots project selection, design, monitoring, and performance assessment processes and issues - 20 points; Prior experience and knowledge of the ADF/Botswana program. - 20 points; willingness to travel frequently within Botswana and elsewhere and visit remote locations under extreme climate conditions and limited health care facilities - 10 points; Cost will become a major consideration in selection between proposals evaluated as equal in quality. The cost proposal to only include labor costs. The proposal is to include an option of one month additional work priced out on a daily basis. HOW TO RESPOND: Offerors shall submit their proposal in original and four (4) copies to Sharon Teger, Minerals Management Service, Procurement Operations Branch, 381 Elden Street, MS 2510, Herndon, VA 20170 OR an original to the above address and one (1) electronic copy to sharon.teger@mms.gov by no later than 5:00 PM EST, Monday June 03, 2002. Time of receipt of submissions will be determined by the time received in the Procurement Operations Branch, Herndon, VA. Questions must be faxed to 703-787-1387 or e-mailed to sharon.teger@mms.gov . All correspondence must include the solicitation number, your full name, your company name, phone and fax numbers. Phone calls are strongly discouraged.
- Record
- SN00082471-W 20020525/020523213307 (fbodaily.com)
- Source
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