RFA No.636-08-0003 - USAID/ Sierra Leone
Issuance Date: January 17, 2008
Deadline for Receipt of Questions: February 12, 2008
Closing Date for Submission of Applications: March 31, 2008
Closing Time for Submission of Applications: 4:00 pm (16:00) Conakry, Guinea time
Subject: USAID/Sierra Leone Request for Applications (RFA) Number 636-08-0003
“Transforming Sierra Leone: Linking Democratic Governance, Economic Growth and Natural Resource Management, While Empowering Women And Youth And Building Institutional Capacities”
The United States Agency for International Development (USAID) is seeking applications from organizations for a Cooperative Agreement to fund a program entitled “Transforming Sierra Leone: Linking Democratic Governance, Economic Growth And Natural Resource Management, While Empowering Women And Youth And Building Institutional Capacities.” The authority for the RFA is found in the Foreign Assistance Act of 1961, as amended.
The Recipient will be responsible for ensuring achievement of the program objectives. Please refer to the Program Description for a complete statement of goals and expected results.
Pursuant to 22 CFR 226.81, it is USAID policy not to award profit under assistance instruments. However, all reasonable, allocable, and allowable expenses, both direct and indirect, which are related to the agreement program and are in accordance with applicable cost standards (22 CFR 226, OMB Circular A-122 for non-profit organization, OMB Circular A-21 for universities, the Federal Acquisition Regulation (FAR) Part 31 for-profit organizations, and the Mandatory Standard Provision “Allowable Costs (DEC 2003) for public international organizations), may be reimbursed under the Cooperative Agreement.
Subject to the availability of funds, USAID intends to provide approximately $13,244,000 in total USAID funding to be allocated over a four (4) year period. USAID reserves the right to fund any or none of the applications submitted.
For the purposes of this program, this RFA is being issued and consists of this cover letter and the following:
1. Section A - Cooperative Agreement Application Format;
2. Section B - Selection Criteria;
3. Section C - Program Description;
4. Section D - Certifications, Assurances, and Other Statements of Applicant/Grantee;
5. Section E - Annexes
For the purposes of this RFA, the term "Grant" is synonymous with "Cooperative Agreement"; "Grantee" is synonymous with "Recipient"; and "Grant Officer" is synonymous with "Agreement Officer".
The preferred method of distribution of USAID assistance solicitation information is internet at www.grants.gov. This RFA and any future amendments can be downloaded from http://www.grants.gov. Click on “Search for Grant Opportunity,” then click on “Browse by Agency” and choose U.S. Agency for International Development, then click on the Opportunity titled “Transforming Sierra Leone: Linking Democratic Governance, Economic Growth And Natural Resource Management, While Empowering Women And Youth And Building Institutional Capacities.”. If you have difficulty registering or accessing the RFA, please contact the Grants.gov Helpdesk at 1-800-518-4726 or via email at for technical assistance. Receipt of this RFA through grants.gov must be confirmed by written notification to the contact persons noted below. It is the responsibility of the recipient of the solicitation document to ensure that it has been received from Grants.gov in its entirety. USAID bears no responsibility for data errors resulting from transmission or conversion processes.
Any questions concerning this RFA should be submitted in writing to Fatoumata B. Camara, via email to with copy to Rosalind Sika at . The deadline for submission of questions on this RFA is specified on first page of this letter. If you decide to submit an application, it must be received by the closing date and time indicated at the top of this cover letter at the place designated below for receipt of applications. Facsimile (fax) submissions are not authorized.
Applicants are requested to submit their applications by e-mail attachment, followed by the hard copies. See Section A: Preparation and Submission Guidelines and Submission of Applications by Email for full submission instructions. Following is the submission address. As noted in Section A, it is recommended that applicants use courier service instead of international mail for submission of hard copies.
By Air Courier or Hand Delivery:
Fatoumata B. Camara
A&A Specialist
USAID/Guinea
c/o American Embassy
Centre Administratif de Kaloma
PO Box 603, transversale 2
Conakry, Guinea
Tel 224 30-42-08-61
To be eligible for award, the applicant must provide all required information in its application, including the requirements found in any attachments to the solicitation in Grants.gov. Applicants should retain for their records one copy of all enclosures which accompany their applications. Award will be made to the responsible applicant whose application offers the greatest value.
Issuance of this RFA does not constitute an award commitment on the part of the Government, nor does it commit the Government to pay for costs incurred in the preparation and submission of an application. In addition, final award of any resultant cooperative agreement(s) cannot be made until funds have been fully appropriated, allocated, and committed through internal USAID procedures. While it is anticipated that these procedures will be successfully completed, potential applicants are hereby notified of these requirements and conditions for award. Applications are submitted at the risk of the applicant; should circumstances prevent award of a cooperative agreement, all preparation and submission costs are at the applicant's expense.
In the event of an inconsistency between the documents comprising this RFA, it shall be resolved by the following descending order of precedence:
(a) Section B - Selection Criteria;
(b) Section A – Cooperative Agreement Application Format;
(c) Section C - The Program Description;
(d) This Cover Letter.
Sincerely,
/s/
Rosalind Sika
Agreement Officer
REQUEST FOR APPLICATIONS
RFA No. 636-08-0003
USAID/SIERRA LEONE
Transforming Sierra Leone: Linking Democratic Governance, Economic Growth and Natural Resource Management, While Empowering Women and Building Institutional Capacities
17 January 2008
Page 4
RFA number to be inserted here
TABLE OF CONTENTS PAGE
COVER LETTER 1
TABLE OF CONTENTS 4
SECTION A – COOPERATIVE AGREEMENT APPLICATION FORMAT 6
1. PREPARATION AND SUBMISSION GUIDELINES 6
2. TECHNICAL APPLICATION FORMAT 8
3. COST/BUSINESS APPLICATION FORMAT 10
4. COOPERATIVE AGREEMENT AWARD 12
5. AUTHORITY TO OBLIGATE THE GOVERNMENT 13
SECTION B - SELECTION CRITERIA 14
SECTION C - PROGRAM DESCRIPTION 16
PART A – BACKGROUND 16
A.1 ABBREVIATIONS AND ACRONYMS 16
A.2 INTRODUCTION AND OVERVIEW 17
A.3 BACKGROUND 18
PART B – USAID PROGRAM OVERVIEW 21
B.1 USAID/SIERRA LEONE STRATEGY……………………………………………...... 21
B.2 USAID/SIERRA LEONE PROGRAM……………………………………………………24
PART C – TECHNICAL APPROACH AND PROGRAM INTERVENTIONS 28
C.1. PURPOSE AND RATIONALE 28
C.2 GEOGRAPHIC FOCUS AND SCOPE 28
C.3 COMPLEMENTARITY AND COLLABORATION 30
C.4 MAJOR PROGRAM CONSIDERATIONS………………………………………….….…30
C.5 TECHNICAL APPROACH………………………………………………………………...32
PART D – PERFORMANCE MANAGEMENT PLAN, INDICATORS AND DATA COLLECTION…………………………………………………………………………………….43
PART E – REPORTING AND EVALUATION 43
E.1 FINANCIAL REPORTING 43
E.2 PROGRAM REPORTING 44
E.3 NOTIFICATION 45
E.4 RESEARCH, STUDIES AND SURVEY DOCUMENTS 45
E.5 ANNUAL IMPLEMENTATION PLAN 45
E.6 PERFORMANCE MANAGEMENT PLAN 46
E.7 REPORT SUBMISSION ADDRESSES 46
E.8 MID TERM AND FINAL EVALUATIONS 46
PART F – CONDITIONS 47
F.1 SUBSTANTIAL INVOLVEMENT 47
F.2 DESIGNATION OF KEY POSITIONS AND PERSONNEL 47
F.3 PERIOD OF PERFORMANCE 48
F.4 PROPOSED FUNDING SOURCES AND FUNDING LEVELS………………………... 48
SECTION D- CERTIFICATIONS, ASSURANCES, AND OTHER STATEMENTS OF
THE RECIPIENT 49
PART I - CERTIFICATIONS AND ASSURANCES 49
PART II - FORMS 49
SURVEY ENSURING EQUAL OPPORTUNITY FOR APPLICANTS…………………………….50
SECTION E - ANNEXES 52
ANNEX 1 – LIST OF REFERENCE DOCUMENTS AVAILABLE 53
ANNEX 2 – PAST PERFORMANCE QUESTIONNAIRE 54
ANNEX 3 – BRANDING STRATEGY AND MARKING PLAN 58
ANNEX 4 – OTHER PROVISIONS………………………………………..………………………...67
ANNEX 5 – RESPONSES TO TECHNICAL COMMENTS ON DRAFT………………………
PROGRAM DESCRIPTION ………………………………………………………...... 72
SECTION A – COOPERATIVE AGREEMENT APPLICATION FORMAT
1. PREPARATION AND SUBMISSION GUIDELINES
All applications received by the deadline will be reviewed for responsiveness and programmatic merit in accordance with the specifications outlined in these guidelines and the application format. Section B addresses the selection criteria for evaluation of submitted applications.
Applications are to be submitted electronically via e-mail attachments, in accordance with the instructions below “Procedures for Submission of Applications by Email,” to be followed by hard copies.
Applications shall be submitted in two separate volumes: (1) technical and (2) cost/business application. In addition to the email submission, applicants shall submit an original and four (4) copies of the technical portion of the application and an original and one (1) copy of the cost/business portion of application to the address specified in the cover letter. Faxed applications will not be considered.
The hard copies of applications and modifications thereof shall be submitted in sealed envelopes or packages addressed to the office specified in the cover letter of this RFA, with the RFA number, the name and address of the applicant, and whether the contents contain technical and/or cost applications noted on the outside of the envelopes/packages. Provided that the e-mail submissions have been successfully received by the due date, the hard copy submissions need not arrive by the due date. However, they must be received no later than two week after receipt of the email submission. It is recommended that applicants use courier service instead of international mail for submission of the hard copies. The submission address is specified in the RFP cover letter.
The application should be prepared according to the structural format set forth below in 2. TECHNICAL APPLICATION FORMAT and 3. COST/BUSINESS APPLICATION FORMAT. Applications must be submitted no later than the date and time indicated on the cover page of this RFA, to the location indicated in the cover letter accompanying this RFA. Applications which are received late or are incomplete run the risk of not being considered in the review process. Late applications will be considered for award only if the Agreement Officer determines it is in the Government’s interest.
Applicants should retain for their records one copy of the application and all enclosures which accompany their application. Erasures or other changes must be initialed by the person signing the application. To facilitate the competitive review of the applications, USAID will consider only applications conforming to the format prescribed below.
Any prospective applicant desiring an explanation or interpretation of this RFA must request it in writing by the Deadline for Receipt of Questions indicated on the cover letter of this RFA, to the email address set forth in the RFA cover letter to allow a reply to reach all prospective applicants before the submission of their applications. Oral explanations or instructions given before award of a Cooperative Agreement will not be binding. Any information given to a prospective recipient concerning this RFA will also be furnished to all other prospective recipients as an amendment to this RFA, if that information is necessary in submitting applications or if the lack of it would be prejudicial to any other prospective recipients.
Procedures for Submission of Applications by Email:
1. Before sending your documents to USAID as email attachments, convert them into Microsoft Word (for narrative text), Excel (for tables), or PDF format. Documents requiring signature may be sent as scanned documents.
2. Once sent, check your own emails to confirm that your attachments were indeed sent. If you discover an error in your transmission, re-send the material again and note in the subject line of the email that it is a "corrected" submission. Do not send the same email more than one time unless there has been a change, and if so, note that it is a corrected email. Do not wait for USAID to advise you that certain documents intended to be sent were not sent, or that certain documents contained errors in formatting, missing sections, etc. Each applicant is responsible for its submissions.
3. To avoid confusion, duplication, and congestion problems with our email system, only one authorized person from your organization should send in the email submissions.
4. If you send your application by multiple emails, indicate in the subject line of the email whether the email relates to the technical or cost proposal, and the desired sequence of multiple emails (if more than one is sent) and sequence of attachments (e.g. Organization X, Cost Proposal, Part 1 of 4, etc.). However, you are requested to consolidate, as much as possible, the various parts of your technical application into one technical application document and the various parts of your cost application into one cost application document.
5. The attachments should be formatted in Microsoft Word and/or Excel (version 2000) or PDF format, with a 3MB limit per email. Because of our system restrictions, if you send zipped files do not use a “zip” extension as part of the file name. Also, specify in the body of the email that the attachment contains zipped files. Applications and modifications thereof shall be submitted with the name and address of the applicant and the RFA number (referenced above) inscribed thereon, via email, to with copy to . Due to phone system limitations, faxed applications will not be considered. Applicants must confirm with Mrs. Camara that their e-mail submissions were successfully received by the required due date.
Applicants are expected to review, understand, and comply with all aspects of this RFA. Failure to do so will be at the applicant's risk. Each applicant shall furnish the information required by this RFA. On the hard copies of applications, the applicant shall sign the application and the certifications, and print or type its name on the Cover Page of the technical and cost applications. Erasures or other changes must be initialed by the person signing the application. Applications signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.
Applicants who include data that they do not want disclosed to the public for any purpose or used by the U.S. Government except for evaluation purposes should:
(a) Mark the title page with the following legend:
"This application includes data that shall not be disclosed outside the U.S. Government and shall not be duplicated, used, or disclosed - in whole or in part - for any purpose other than to evaluate this application. If, however, a grant is awarded to this applicant as a result of - or in connection with - the submission of this data, the U.S. Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting grant. This restriction does not limit the U.S. Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in pages___."; and