1131PL22RIQ0001 - Attach D.2.1 IQC Events Manual.pdf

IQC Events Manual

Attachment: D.2.1

Table of Contents

PART I – OVERVIEW

SECTION - A - HOW TO USE THE IQC EVENTS MANUAL

A.1 Suggestions for Effective Use of the IQC Events Manual

A.2 USTDA Task Orders

A.3 Glossary of Terms Used in the IQC Events Manual

SECTION - B – INTRODUCTION

B.1 The U.S. Trade and Development Agency

B.2 Organizational Structure of USTDA

B.3 USTDA Programs

SECTION C: USTDA EVENTS

C.1 The Purpose of the IQC Events Manual

C.2 Factors Relevant to the Budget for a USTDA Event

C. 3 Sponsorship

C.4 Participation Requirements

C.5 Reverse Trade Missions

C.6 Conferences, Workshops and Training

C.7 Reimbursable Expense

PART II – RTM PRACTICES AND PROCEDURES

SECTION A: SELECTING THE DELEGATION

A.1 Responsibilities of Participants in the RTM Program

A.2 Initial Planning - The First Steps

A.3 Delegation Selection

A.4 Screening of RTM Delegates

A.5 Composition of the Delegation

A.6 USTDA Overseas Offices and Representation

SECTION B: ITINERARY DEVELOPMENT

B.1 Acknowledgement of USTDA’s role in the RTM

B.2 Centralized Planning

B.3 Delegation Input into the Itinerary

B.4 RTM Itinerary Format

SECTION C: COMPONENTS OF THE RTM ITINERARY

C.1 Meetings

C.2 Role of Relevant Washington Embassy(ies) and Consulates

C.3 General Scheduling Issues

C.4 Business Briefings

C.5 USTDA Staff Participation

SECTION D – COMMUNICATIONS AND CORRESPONDENCE

D.1 Information Flow, Briefing and Communications

D.2 Maximizing Delegation and USTDA Exposure

D.3 Marketing Strategy and Handling

D.4 Social Media

D.5 Itinerary for Public Affairs

D.6 Correspondence with the U.S. Embassy/Consulate

D.7 Correspondence with the Washington Embassy/Consulate of the Host Country(ies)

D.8 Correspondence with the RTM Delegation

D.9 Correspondence with U.S. Participants

D.10 Briefing Materials

D.11 Follow up Surveys for Delegates and U.S. Participants

D.12 Thank You Letters

D.13 Recap: Documents that will bear the USTDA Logo

SECTION E: INTERPRETATION/TRANSLATION

E.1 USTDA Policy on Interpretation/Translation

SECTION F: TRAVEL ARRANGEMENTS

F.1 Visa Requirements

F.2 Air Travel

F.3 Ground Transportation

F.4 Lodging

F.5 In-Country Expenditures

F.6 Insurance Coverage

SECTION G: GENERAL INFORMATION

G. 1 Introductions

G.2 Photographs

G.3 Official Airport Greetings and Farewells

G.4 Official USTDA Delegation Protocol Gifts

SECTION H: REPORTING

H.1 Presentation and Style

H.2 Final Report

H.3 Participants’ Lists

H.4 Content of the Final Report

H.5 Template

H.6 Electronic Transmittal of the Final Report

PART III – GENERAL REFERENCE SECTION

SECTION - A – THE USTDA VOUCHER PAYMENT PROCESS

A.1 Auditing of USTDA Contracts

A .2 Payments by USTDA to Contractors

A.3 Contractor Payment Guidelines

A.4 ACH Wire Transfer of USTDA Funds

SECTION B: USTDA FORMS FOR CONTRACTOR USE

PART I – OVERVIEW

The U.S. Trade and Development Agency (USTDA or ‘the Agency’) helps companies create U.S. jobs through the export of U.S. goods and services for priority development projects in emerging economies. USTDA links U.S. businesses to export opportunities by funding project preparation and partnership building activities that develop sustainable infrastructure and foster economic growth in partner countries. Toward this end, the Agency funds various forms of technical assistance, feasibility studies, pilot projects, training, reverse trade missions, conferences and business workshops.

USTDA’s strategic use of foreign assistance funds supports sound economic policy and decision-making in host countries, creating an enabling environment for trade, investment and sustainable economic development. Operating at the nexus of foreign policy and commerce, USTDA is uniquely positioned to work with U.S. firms and partner countries to support job creation in the United States. The Agency’s mission represents a win-win scenario: helping U.S. businesses increase exports, thereby creating new U.S. jobs, while supporting infrastructure development goals in partner countries. In carrying out its mission, USTDA focuses on sectors where U.S. companies have leading technologies and services to offer, including the agribusiness, energy, healthcare, information and communications technology (ICT), and transportation sectors.

Reverse trade missions (RTMs), conferences, workshops, business briefings, trainings and other events all play an important role in USTDA’s mission. Through RTMs, USTDA brings foreign project sponsors, officials and other decision-makers to the United States to observe the design, manufacture and operation of U.S.

products and services that can advance their developmental goals. Additionally, USTDA hosts or supports conferences and workshops, which tend to be sector or region-specific events designed to showcase U.S. goods, services and technology to foreign buyers.

The USTDA IQC Events Manual is a tool to standardize the planning and execution of every IQC activity. Although this Manual focuses on RTMs specifically, the practices and procedures described herein shall be used for other USTDA-sponsored events including conferences, workshops, business briefings, trainings and outreach activities, as required by the Agency. Guidelines for specialized events will be included in the individual Task Order.

SECTION - A - HOW TO USE THE IQC EVENTS MANUAL

Contents and Organization of the IQC Events Manual

The body of the IQC Events Manual (Manual) is organized into three sections and six annexes.

Part I, Sections A-C USTDA and the Program Part II, Sections A-H USTDA Procedures and Practices Part III, Sections A-B Reference Section (Financial Procedures, Forms)

Annex I RTM Checklists Annex II RTM Outline Annex III Guide to Interpretation/Translation Annex IV Final Reimbursement Invoice Template and Guidance Annex V Template for Final Report (Confidential Version) Annex VI Template for Final Report (Public Version)

Insurance contact information and current prevailing insurance rates are specified in Part II, Section F.6 of this Manual. Users of this Manual are required to check with USTDA periodically to ensure that the information provided is still current.

A.1 Suggestions for Effective Use of the IQC Events Manual

Read the Manual thoroughly, understand the requirements contained in the Manual, and use it as a reference as appropriate.

Use the RTM Checklist (Annex I) as a day-to-day guide.

Use forms in Part III, Section B, for official USTDA requests.

A.2 USTDA Task Orders

To simplify the Manual, the words “Contractor” and “Task Order” have been used throughout this Manual as all-encompassing terms for the agreement between the party responsible for completing the deliverables and carrying out the duties under an RTM, conference, workshop, training or other event and USTDA.

Payment to a Contractor may be on a “fixed price” and/or “reimbursement” basis.

Under a “fixed price” agreement, a Contractor will be paid the amount set for the fixed price, regardless of the costs actually incurred. Under a “reimbursement” agreement, a Contractor will be reimbursed for actual costs incurred, based upon a budget agreed upon prior to signing the agreement/Task Order. Each Task Order under the IQC may contain a combination of “fixed price” and “reimbursable” payment requirements.

A.3 Glossary of Terms Used in the IQC Events Manual

ACOR Alternative Contracting Officer’s Representative (ACOR, typically a designated country manager). Delegated authority is limited to what is outlined in the ACOR Designation Letter. An ACOR assists in the technical monitoring or administration of a contract. An ACOR has no authority to execute contract modifications or to direct or encourage the contractor to perform work that should be the subject of a contract modification.

Additionally, no Government personnel other than the Contracting Officer shall act in a manner as to cause the contractor to believe that they have authority to bind the Government.

Conferences and Workshops

Conferences and workshops connect U.S. firms with foreign project sponsors. These sector, country or region-specific events are designed to showcase U.S.

goods, services and technology to foreign buyers. U.S.

firms also have the opportunity to meet one-on-one with foreign project sponsors. These events provide U.S. companies with an understanding of U.S.

government programs and the role they can play in supporting increased exports, from advocacy support to export financing options.

Contractor Company, which by contractual agreement, provides logistical and substantive work for USTDA in arranging an event such as a Reverse Trade Mission, Conference, Workshop, Training, etc.

Country Manager The USTDA official who serves as the Contracting Officer’s Representative or Alternative Contractor Officer’s Representative, under the supervision of a Regional Director, and, as Contracting Officer’s Representative, oversees the USTDA event

CO Contracting Officer. Only the Contracting Officer has the authority to enter into, administer, or terminate contracts and make related determinations and findings.

COR Contracting Officer’s Representative (COR, typically a designated country manager). Delegated authority is limited to what is outlined in the COR Designation Letter. A COR assists in the technical monitoring or administration of a contract. A COR has no authority to execute contract modifications or to direct or encourage the contractor to perform work that should be the subject of a contract modification. Additionally, no Government personnel other than the Contracting Officer shall act in a manner as to cause the contractor to believe that they have authority to bind the Government.

Country of Delegation The country or countries from which a foreign delegation to a USTDA event originate. Country of Delegation, Host Country and Partner Country are used in this Manual interchangeably.

DBA Insurance Defense Base Act Insurance - Workers’ compensation insurance is required of all Contractors conducting business overseas on behalf of the U.S. Government

Delegate (s) Foreign individual(s) participating in a Reverse Trade

Mission or other USTDA events

Economic Officer The Economic Officer employed by the U.S. State

Department at a U.S. Embassy/Consulate

Event Manager USTDA official responsible for managing and coordinating events in a particular region of the world.

Program Evaluation Manager USTDA official(s) charged with evaluating the results of USTDA activities

FAR Federal Acquisition Regulation - The federal regulations which govern federal government procurements

Feasibility Study An evaluative study or early investment analysis funded by USTDA

Final Report The final report on the event produced by the

Contractor for USTDA

FSN Foreign Service National or locally employed staff (also known as LES) at a U.S. Embassy/Consulate

GPI USTDA’s Global Procurement Initiative

GPO Government Printing Office

Interpretation The conversion of the spoken language of a person into the spoken language of another person

IQC USTDA’s Indefinite Delivery Indefinite Quantity

Contract for Conferences, Workshops, Reverse Trade Missions, Training and Other Events

Itinerary The overall logistical program of a Reverse Trade

Mission or other USTDA event.

Other Events USTDA undertakes other events necessary to connect U.S. firms with overseas export opportunities, including potentially roundtable meetings for U.S. industry and foreign project sponsors, conducting advance work for high level visitors from USTDA countries, and providing support to high level events being organized by other U.S.

Government entities.

Performance Work Statement

Description of work to be performed under the Task Order to successfully complete a Reverse Trade Mission or other USTDA event undertaken by a Contractor

POC Point of Contact

Regional Director USTDA official who manages USTDA activities in a specified area of the world and who supervises USTDA Country Managers

RFP Request for Proposals

RFQ Request for Quotations

RTM Reverse Trade Missions bring foreign project sponsors, officials and others to the United States to observe the design, manufacture, demonstration and operation of U.S. products and services that can potentially help them achieve their developmental goals. The ultimate goal of the Reverse Trade Mission is to deliver development assistance and enable the eventual procurement of goods and services from the United States.

Schedule When used in the noun form throughout this Manual the term refers to the list or schedule of deliverables within the Task Order.

Sector Industry that is targeted for a Reverse Trade

Mission, Conference, Workshop, Training or Other Event (for example, energy and power, telecommunications, or health care)

Task Order Individual orders issued under the IQC for services and/or supplies within the Performance Work Statement, issued within the period of performance, and within the maximum value of the contract. Please note that a single task order may include multiple Reverse Trade Missions, Conferences, Workshops, Training or Other Events.

Task Order Rate Chart Projected costs for services and/or supplies to fulfill a

Task Order.

Training In support of U.S. businesses, USTDA provides training for foreign decision makers to support the sale of U.S. equipment and services overseas.

Training can take place in either the United States or host country and it typically focuses on technology or regulatory requirements, or capacity building in order to give project sponsors a better understanding of U.S.

capabilities and expertise related to a procurement opportunity.

Translation The conversion of a written document from one language to another language

USTDA United States Trade and Development Agency (also referred to in this Manual as “the Agency”)

U.S. Flag Air Carrier Airline holding a certificate of public convenience and necessity issued by the U.S. Secretary of Transportation under 49 USC 41102. See also 49 USC 40118 (The Fly America Act).

U.S. Participant A U.S. individual, corporation or organization participating in the itinerary of an RTM or other USTDA event.

USCS United States Commercial Service - An organizational entity in the U.S. Department of Commerce

USG United States Government

USTDA Eligible Country Any developing or middle-income country that is eligible to receive USTDA assistance

USTR Office of the United States Trade Representative

Washington Embassy The permanent diplomatic mission of a country to the

United States

SECTION - B – INTRODUCTION

B.1 The U.S. Trade and Development Agency

Activities of USTDA cover a wide range of programs designed to support job creation in the United States and infrastructure development in partner countries. These include: (1) technical assistance and training; (2) feasibility studies and pilot projects;

(3) conferences and workshops; (4) RTMs for delegates, and (5) other USTDA events.

Specifically, trainings, conferences, workshops and RTMs provide opportunities for Contractors to assist USTDA in the coordination of both the substantive and the logistical components of these very important Agency events.

USTDA’s experienced and dedicated staff is the cornerstone of its success, but the Agency cannot fulfill its mission alone. At every level, USTDA relies on U.S.

businesses to provide the Agency with technical expertise.

USTDA events cover a wide range of economic sectors that represent significant U.S. export potential or policy impact, including:

• Agribusiness

• Energy

• Healthcare

• Information and Communications Technology

• Transportation

USTDA also works in other sectors where specific projects advance the Agency’s mission including water and the environment. In addition, through its Global Procurement Initiative: Understanding Best Value (GPI), USTDA assists public officials in emerging economies to better understand the total cost of ownership of goods and services for infrastructure projects. The GPI helps public procurement officials establish practices and policies that integrate life-cycle cost analysis and best-value determination in a fair, transparent manner.

USTDA also develops activities specifically designed to support broader U.S.

government (USG) initiatives and priorities.

B.2 Organizational Structure of USTDA

Regional Directors are responsible for USTDA programs. Within each region, Country Managers and Event Managers are assigned to oversee USTDA activities in specific countries. Unless otherwise specified in a COR Designation Letter, the Country Manager assigned to the country or region will be designated as the COR for RTMs and other USTDA events.

B.3 USTDA Programs

Although USTDA supports a number of program activities, this Manual focuses primarily on the standards, processes and procedures for conducting RTMs. These same standards, processes and procedures will apply to conferences, workshops, training and other events unless otherwise specified in the Performance Work Statement (PWS). Additional standards, processes and procedures specific to conferences, workshops and training are listed in Part I, C.6 of this Manual.

USTDA’s intent is to introduce the delegates to U.S. equipment and technology and U.S. private sector capabilities and best practices, with the ultimate goal of enabling the eventual procurement of goods and services from the United States and supporting infrastructure development goals in partner countries.

SECTION C: USTDA EVENTS

C.1 The Purpose of the IQC Events Manual

The primary objective of a Contractor under this IQC is to coordinate both the substantive and logistical portions of an RTM or other event. This Manual reflects USTDA practices and procedures on issues frequently encountered during events.

C.2 Factors Relevant to the Budget for a USTDA Event

The following factors shall be considered when preparing an RTM or other USTDA event budget:

Fixed Costs/Prices

a. Direct Labor: Skill level and hours required at all stages of an RTM or other event.

Labor rates shall be fully burdened rates (including all benefits, overhead, etc.)

and shall not exceed the rates awarded in your IQC.

b. Fixed Other Direct Costs:

Some of the other direct cost (ODC) items shall be proposed and paid as part of the agreed upon/awarded fixed price of the event. This shall include any required Industry Specialists. These items may also include:

Note that some of these items (e.g. Ground transport, interpreter equipment, meals, photographer) could be included as a reimbursable expense depending on the specific nature of a particular event.

Reimbursable ODC

Reimbursable Items: Some ODCs are reimbursed at cost. They shall be estimated by the Contractor when submitting a proposal and if allowable and allocable, may be reimbursed by USTDA based on actual costs incurred. Thus, no fee or profit shall be applied to these costs. These items may include:

• Briefing, Conference, and/or Training materials

• Ground transportation • Photographer

• Interpreter labor and equipment costs • Marketing and promotion costs

• Business Briefing / Conference meal

• Domestic and international airfare • Airline and baggage fees

• Lodging including any taxes • Visas

• Meals associated with the event • Airport taxes and fees

• Protocol gifts • Insurance (DBA and medical evacuation)

• Phone, fax and copies, associated with the event

• Per Diem as required for Contractor personnel only

• Facilities for Business Briefings including any required A/V equipment

C. 3 Sponsorship

The Contractor shall determine, in consultation with USTDA, to what extent the Contractor will actively seek sponsorship from U.S. participants interested in meeting with the delegation, as well as cost sharing from the home country or countries of the delegation.

All cost sharing or sponsorship activities or requirements are subject to USTDA’s due diligence process and prior USTDA approval. Contractors may propose sponsorship for any required reimbursable item. Any cost sharing or sponsorship guarantees shall be identified in the Fixed Price portion of the Contractor’s Task Order Rate Chart.

C.4 Participation Requirements

The Contractor is advised that participation at and/or sponsorship of an event held in the United Sates is limited to U.S. individuals, U.S. firms, or U.S. consultants, in order to fulfill USTDA’s mandate to promote United States private sector participation in development projects and provide opportunities for the use of United States exports. Unless otherwise directed by USTDA, the Contractor shall include the paragraph below in all RTM/Conference/Workshop event marketing materials.

Participation at and/or sponsorship of a USTDA event is limited to invited guests from USTDA eligible countries and U.S. Individuals, U.S. Firms or U.S.

Consultants in order to fulfill USTDA’s mandate to promote United States private sector participation in development projects and provide opportunities for the use of United States exports. Note that by registering for USTDA events, your contact, information will be provided to USTDA. In addition, please be informed that you will likely receive requests for information related to your participation in USTDA events and their outcomes via email or telephone from USTDA’s Program Monitoring and Evaluation Office (M&E Office) or contracted evaluators. The Contractor is advised that individuals or organizations that are excluded in the U.S. Government’s System for Acquisition Management (SAM), located at https://sam.gov, may not attend or sponsor USTDA events.

For overseas events, the Contractor is also advised that individuals or organizations that are excluded in SAM, located at https://sam.gov, may not attend or sponsor overseas USTDA events.

Event Registration

The Contractor shall use a secure, online electronic means to capture registration information for individuals attending the event. Several cloud-based services exist to allow for simplified and secure registration management. These same services https://sam.gov,/ https://sam.gov,/ also provide a means to securely capture credit card information, should an event include fees (e.g. entrance fees). Accepting personally identifiable information, as well as credit card information, via e-mail or fax is not an acceptable method for completing event registration. Contractors should select a method that protects the information of attendees.

C.5 Reverse Trade Missions

RTMs bring foreign project sponsors, officials and others to the United States to observe the design, manufacture, demonstration and operation of U.S. products and services that can potentially help them achieve their developmental goals.

USTDA’s intent is to introduce the delegates to U.S. equipment and technology, as well as U.S. private sector capabilities and best practices, with the ultimate goal of delivering development assistance and enabling the eventual procurement of goods and services from the United States. The RTM agenda may include training.

In some cases, RTMs include meetings with U.S. government agencies and departments to familiarize foreign delegates with the U.S. legal and regulatory framework for a particular sector or industry. Generally, RTMs are scheduled to coincide with upcoming procurement decisions faced by foreign governments, but they can be held at any point in time.

RTMs typically last 7-14 days, and involve the travel of approximately 6-20 foreign delegates (which may also include high-level delegates), visits to a number of sites within the United States, attendance at various meetings with U.S. industry, attendance at business briefings and trade fairs, and return travel to the host country.

C.6 Conferences, Workshops and Training

The PWS for a given event will provide additional detail/requirements regarding a planned event.

Conferences and Workshops – Conferences may be located within the United States or overseas in a USTDA-eligible country (unless otherwise specified). Conferences typically are larger events (200 or more attendees) that take place over two to three days, and will typically involve one or more receptions, keynote speeches, panel discussions, and one-on-one meeting opportunities. Workshops are typically one to two-day events with attendance ranging from 50-150. USTDA will typically pay for the travel, lodging and meals of some invited delegates from host countries and provide such delegates with complimentary attendance. Please consult the specific Task Order for the expectations regarding the provision of delegate travel. For example, for some Conferences or Workshops, USTDA will pay for the travel, lodging and/or meals of a specific number of host country delegates, but the remainder will need to pay for their own travel, lodging and meals.

The Contractor shall be responsible for organizing and implementing a successful Conference or Workshop, which includes the substance of the information presented in the Task Order, the caliber of the speakers and panelists, and all of the logistics which go into an event of this type. The Contractor is generally responsible for ensuring safe travel to the event unless the Task Order directs otherwise. Marketing and promotion, signage and branding, simultaneous interpretation from booths, information to moderators and agenda are very important at these events and require significant planning. The Contractor shall ensure regular and detailed communication with event participants, particularly high-level participants, leading up to the event to provide for a professional-level event that reflects well on USTDA and the U.S. Government broadly. For example, participants seated at the head table should be informed in writing and directed to the head table. Conferences and Workshops may also require additional travel by the Contractor to the selected venue prior to the event for planning purposes.

The Contractor may be required to travel to foreign countries to research and identify projects to be included in project resource guides. A typical project resource guide includes information on specific projects discussed at the Conference or Workshop, providing a profile of the project, its background, technical and timing status, political/governmental support, and critical personnel for the project.

Examples of briefing books or project resource guides are available, upon request and without cost, from USTDA’s library at 703-875-4357 or library@ustda.gov. If there is a separate contract for technical expertise to produce the project resource guide, the two Contractors shall work together to provide the substantive information presented, as well as to secure high caliber speakers and panelists to ensure the technical success of the Conference or Workshop.

Training – Training may be located within the United States or overseas in a USTDA-eligible country (unless otherwise specified). Training events may range from one day to multiple days but will typically not exceed two weeks. Development of suitable training materials, management of presentations by trainers, translation of materials and simultaneous interpretation are critically important for Training.

Please consult the specific Task Order for the expectations regarding the provision of training. For example, some Task Orders will require the Contractor to provide qualified experts to provide training while others will require the Contractor to coordinate with U.S. firms, institutions and/or U.S. Government partners who will provide training.

Virtual and Hybrid In-Person/Virtual Events – Any of the above-mentioned Conferences, Workshops or Training could be held in-person, via virtual meeting (“virtual event”), or by a hybrid of an in-person event coupled with a virtual meeting mailto:library@ustda.gov

(“hybrid event”). Please consult the specific Task Order to determine USTDA’s expectations for the event.

When organizing a virtual or hybrid event, factors to consider include whether the host country delegates would be able to participate in a remote training (including connectivity constraints), the time difference between the U.S. and host country, and whether the objectives of the Conference, Workshop or Training could be met via virtual meetings, trainings and/or webinars. For a virtual or hybrid event, the Contractor will be responsible for arranging a web-conferencing/virtual training platform(s). If interpretation/translation is required, the Contractor will ensure that the web-conference/virtual training platform(s) has/have interpretation/translation capabilities. The Contractor will consult with USTDA and other U.S. government partners as to the capabilities and needs for the web-conferencing/virtual training platform, such as a course website and online training materials. Please see Virtual Platform below for more details on platform requirements.

For hybrid events, the Contractor will be responsible for organizing all aspects of the event, including the in-person event and the virtual meeting. The Contractor will pay particular attention to integrating the virtual meeting participants into the in-person portion of the event. The Contractor will ensure that the registration list clearly denotes which participants are attending in-person and which participants are attending virtually.

Virtual Platform

The Contractor must propose at least one web-conferencing/virtual meeting platform for each Conference, Workshop or Training and will be responsible for obtaining and managing the platform. The Contractor will consider compatible platforms for all federal and commercial entities to participate, taking into account federal cybersecurity and IT standards. USTDA reserves the right to use platforms that best benefit the Agency’s operations and mission; the requirement for the Contractor to use its own platform may be subject to change per the COR’s request should USTDA choose to use its own platform to host virtual training. The Contractor should anticipate this possibility with no additional cost to the government. The platform should ensure maximum audio-visual quality and ease of use by participants in all locations, taking into account the need for remote simultaneous interpretation and the objectives of the Activity. The Contractor will select a platform(s) for this Activity that facilitate(s) video/voice, including voice over IP and toll-based phone options for participants and presenters, and content sharing tools, including desktop, PowerPoint, and presentation sharing. The Contractor will test the platform before each virtual or hybrid event to ensure functionality and connectivity, and will endeavor to have all speakers test using the platform in advance of the event.

Below are the kinds of features that USTDA may require from a web-conferencing/virtual meeting platform. Any features that USTDA requires shall be user-friendly and easily accessible for all participants:

• Capacity for up to 200 individuals to login as active participants unless the

Task Order specifies otherwise;

• Option to use a web camera or external equipment (i.e. microphone or standing video camera);

• Ability for all presenters to access and practice event as a “test run” before the event formally starts;

• Ability to change between presenters;

• Capability for simultaneous interpretation;

• A chat window for Q&A;

• Breakout rooms;

• Poll and survey tools;

• Event analytics and reporting, including follow-up and evaluations involving feedback from the participants;

• Ability to record (controlled by the Contractor) and provide link to event for later hearing/viewing;

• Ability for the Contractor and/or USTDA to mute participants and manage engagement during the event (e.g., the ability to remove participants if necessary);

• Ability to download event recording to save recordings locally; and

• Hosted registration pages and built-in email marketing support, including customized branding for virtual event email invites, registration pages, and on the event page itself.

Virtual Platform Security Requirements

The Contractor must consider the following security requirements for any virtual platform used under this task order.

• Implementation of end-to-end encryption;

• Strong, well-known, testable encryption standards;

• Multi-factor authentication (MFA) to validate users’ identities;

• Oversight and control for who connects to collaboration sessions;

• Privacy policy prohibiting the vendor to share data with third parties or affiliates;

• Secure deletion of data from the service and its repositories as needed;

• Reviewed or certified for use by a security-focused nationally recognized or government body; and

• Not developed and/or hosted under the jurisdiction of a government with laws that could jeopardize the Federal government’s official use.

Please consult the Task Order for any additional, event-specific web-conference/virtual meeting platform requirements.

C.7 Reimbursable Expense

In accordance with your contract terms, allowable costs associated with required Contractor and Delegate travel approved by the Contracting Officer’s Representative (COR) or Alternate Contracting Officer’s Representative (ACOR), shall be compliant with the Federal Travel Regulations (FTR), General Services Administration (GSA) per diem rates, and Department of State’s Standardized Regulations (DSSR), as applicable. These Other Direct Costs (ODC) will be reimbursed at actual cost. Thus, no fee or profit shall be applied against these costs.

In accordance with FTR §301-11.4, you may be reimbursed at per diem or for the actual costs, not-to-exceed (NTE) the per diem rates allowed by GSA, but only one method is allowed per invoice. As Agency requirements may be more stringent than those of the FTR, it is at the discretion of the CO managing the contract which method is required and this direction may change as needed with performance.

In accordance with FTR §301-11.25, receipts are required for lodging and any expense over $75. However, it is at the discretion of the COR/ACOR to request receipts for ODC of any amount, even for expenses under $75. If a required receipt cannot be provided, you must provide a reason acceptable to your COR explaining why you were unable to furnish the receipt and provide certification from your firm that the cost was required, expensed in direct support of the subject contract, and occurred during the travel dates indicated.

For expense certification: “I certify that the expense listed incurred in direct support of the subject contract and was paid for in full.” Please provide the following with the certification: expense description, cost, date incurred, method of payment, and reason why receipt is unavailable.

The Government will determine the allowability, allocability (assignable or chargeable to one or more cost objectives on the basis of relative benefits received or other equitable relationship), and reasonableness (does not exceed that which would be incurred by a prudent person in the conduct of competitive business) based on Subpart 31.2.

The Government may request supporting information during the invoice verification process. Per FAR 31.201-2(d), the Contractor is responsible for maintaining records, including supporting documentation, adequate to demonstrate that costs claimed have been incurred, are allocable to the contract, and comply with applicable cost principles.

Contractors are expected to exercise the same care in incurring expenses charged to a Government contract that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of the Task Order shall be unallowable. Contractors will be responsible for excess costs and any additional expenses incurred for personal preference or convenience.

Allowable and allocable costs incurred for lodging and meals (as defined in the FTR, DSSR, the GSA, and/or other applicable regulations or bodies) shall be considered to be reasonable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the GSA (for travel in the contiguous United States) and the DSSR, Section 925:

Maximum Travel Per Diem Allowances for Foreign Areas (for travel in areas outside the United State) without the express authorization of the Contracting Officer.

Wi-Fi: Should a hotel the RTM delegation stays at not provide complimentary Wi-Fi to guests, the Contractor may obtain and incur costs for Wi-Fi for the Contractor and RTM delegation, for reasonable business use.

C.7.1 Ground Transportation

The use of taxicabs is permitted while the Contractor is on official travel for USTDA. Taxi hire is appropriate when:

• Public transportation, airport limousine service, and/or hotel courtesy transportation is not available or when time or other factors make it impractical to use available public conveyances.

• Traveling between transportation terminals and the hotel or office while in an official travel status.

Transportation for trips used to obtain meals will not be reimbursed.

Reimbursement for actual fares (plus no more than 15% tip) will be made only if an appropriate receipt is submitted with the voucher.

C.7.2 Non-Reimbursable Expenses

Examples of expenses that will not be reimbursed include the following:

• alcoholic beverages, entertainment;

• laundry, dry cleaning, and pressing;

• travel insurance (excluding Defense Base Act (DBA) and

Medical Evacuation for Contractors travelling overseas);

• parking fines;

• charges incurred because of indirect travel for personal reasons;

• any charges, fees, or other associated costs related to the making of reservations or other accommodations for travel; or

• other expenses deemed by the Contracting Officer as unallowable for reimbursement.

PART II – RTM PRACTICES AND PROCEDURES

SECTION A: SELECTING THE DELEGATION

A.1 Responsibilities of Participants in the RTM Program

Contractor Responsibilities

• Comply with all USTDA policies and procedures.

• Provide a proposal, which fully describes how the Contractor shall meet

USTDA’s PWS requirements. Comply with all USTDA policies and procedures.

• When requested by USTDA, assist with foreign delegate selection.

• Arrange for and supply all transportation involved in the RTM.

• Build a rapport with the delegation.

• Be attentive to cultural, religious and dietary requirements.

• Accompany the delegation throughout the itinerary, with at least two Contractor professionals present on all substantive days (days with meetings, events or site visits) and at least one Contractor professional at all times and assist with all reasonable requests identified by the delegation. Contractor shall effectively manage the moving of the delegation through the itinerary to ensure safe, reasonable and appropriate travel arrangements. For a virtual or hybrid event, the Contractor will staff the event and manage run of show.

• Serve as a liaison among all entities to facilitate a smooth and productive event.

• Brief U.S. companies and site visit hosts sufficiently in advance of meetings with the delegation so that the companies can prepare appropriately tailored presentations and site visits. Briefing information shall include the purpose of the visit, the delegation list including their roles, background of the projects being pursued by the delegates, and any other pertinent information that will facilitate the most effective and constructive meetings possible.

• Ensure the appropriateness and quality of all arrangements, including business briefings, hotels, conference facilities and materials.

• In coordination with USTDA’s Office of Public Affairs (“Public Affairs”), develop a marketing methodology and produce professional-quality materials for U.S.

business participation. These materials shall be shared and approved by Public Affairs. Promotion of the event shall be coordinated with the COR/ACOR and Public Affairs, utilizing social media and newswire services, when appropriate.

• Submit a draft signature banner, which clearly identifies USTDA as the official delegation sponsor, for USTDA approval within one week of signing the contract.

The Contractor is required to use the approved signature banner for all email correspondence related to the event.

• Include a USTDA brief (which the Country Manager or Public Affairs will provide) with initial correspondence to all U.S. companies with whom the delegation might be meeting. This USTDA brief shall provide U.S. companies with an overview of USTDA as well as clearly identify USTDA as the official delegation sponsor.

• Provide properly labeled photos that are suitable for event promotion, social media and post-even publication purposes.

• Provide complete records and reports as described in the Task Order in a timely manner.

• Continue cooperation with USTDA’s program evaluation process on the results (or outcomes) of the RTM as describe in this Manual or otherwise requested.

• Coordinate with local partners including the Commerce Department’s U.S.

Export Assistance Centers and Minority Business Development Centers, USTDA’s Making Global Local partners, and SBA’s Small Business Development Centers, as appropriate.

The Contractor is responsible for successfully executing the event. The Contractor may utilize local subcontractors, for example to carry out the in-person portion of a hybrid event hosted outside the United States. The Contractor shall include local USTDA partners in planning the event as early as possible, typically following the kick-off meeting between the Contactor and the COR and ACOR, in order to facilitate participation by the local partner and its membership. To the extent that the local partner is willing to actively promote the USTDA event, the Contractor shall coordinate with Public Affairs to develop social media tool kits or other relevant tools to facilitate local partner outreach and marketing efforts.

Delegation Responsibilities

• Identify the head of the delegation.

• Provide the mission statement with project background to Contractor, if applicable.

• Present information on project opportunities and project financing.

• Participate in the planning of the RTM.

• Participate fully in the planned itinerary.

• Include decision-makers as delegates.

• Be prepared to provide information, presentations and briefings to U.S.

participants.

• Respond, in a timely manner, to USTDA requests for follow-up information

U.S. Participant Responsibilities

It is desirable for U.S. participants—businesses, government representatives and organizations— to contribute to the success of RTMs by assuming the following responsibilities.

• Provide Contractor with corporate and product/service overview.

• Guarantee a level of executive participation equal to or greater than the level of the delegation.

• Thoroughly brief the U.S. participant’s presenters on the mission of the RTM.

• Provide a list of meeting participants and agenda to the Contractor at least 5 days prior to appointment with the RTM delegates.

• To the extent practicable, participate in sponsorship to support delegates’ visit

(e.g., meals, presentations, transportation, hotel, tours, and/or other appropriate entertainment).

• Follow-up with the delegation on any potential business opportunities.

• Respond, in a timely manner, to USTDA requests for follow-up information.

A.2 Initial Planning - The First Steps

Kick-Off Meeting

At the start of any Task Order, the Contractor shall meet with the following USTDA representatives to be briefed on the RTM status and USTDA objectives:

• The USTDA Country Manager COR and any ACORs

• The USTDA Office of Public Affairs

• The USTDA Program Evaluation Manager

Topics of discussion shall include:

• Mission of the RTM

• Scheduling

• Delegation Composition

• Interpretation

• Scheduling

• Sponsorship

• Political Factors

• Government Relations

• Role of the FSN/LES/Commercial Officer

• Measurable and/or Demonstratable Objectives of the event

• U.S. Participants, including outreach to domestic USTDA partners

• Media Plan – including social media outreach and ongoing engagement strategy

• Marketing/promotion plan, social media engagement and collaboration and materials

Invitation Letter

The Contractor shall prepare a draft invitation letter to the delegates for USTDA approval. Processing instructions for the invitation letter are discussed fully in Communications & Correspondence, Part II, Section D.8.

A.3 Delegation Selection

Delegation selection may be specified by USTDA as a responsibility of the Contractor. However, delegates are usually determined by a combination of the following:

• The U.S. Embassy/Consulate in the specified country (typically, the Commercial

Service or the Economic Section) will recommend delegation members.

• The head of the delegation may help select the delegates.

• USTDA invites specific entities and the entities nominate delegates.

• U.S. industry representatives will provide the names of potential delegates based on the representatives’ familiarity with the industry and the objective of the particular RTM.

A.4 Screening of RTM Delegates

USTDA, with the help of the local U.S. Embassy/Consulate, will review and approve the final delegation list.

USTDA will conduct a due diligence process for each individual delegate and the organization that they represent. Attendance in the event is subject to USTDA approval upon the conclusion of such due diligence process.

Role of the U.S. Embassy/Consulate Staff

In addition to recommending individual delegates, the Contractor may, only if directed by USTDA, ask an appropriate U.S. Embassy/Consulate official to comment on a proposed list of delegates.

Survey Trip to Country of Delegation

If provided for in the Task Order PWS, a Contractor will travel to the host country to:

meet the prospective delegates for the RTM; review the delegation list; refine the objective of the RTM; and consult with the U.S. Embassy/Consulate about local issues.

NOTE: The Contractor is required to obtain DBA Insurance-Worker’s Compensation and Medical Evacuation Insurance if travel to the host country is authorized. (Please refer to Insurance Part II, Section F.6.)

The Contractor shall brief the Task Order COR/ACOR within one week after the trip has concluded. The Task Order COR/ACOR shall be informed in writing of any changes in the make-up of the delegation at all times during the course of the RTM.

A.5 Composition of the Delegation

A well-balanced delegation is composed of members of various ranks, disciplines and interests. The Contractor shall be aware of and respect the rank and protocol of the composition of the delegation.

Support Staff

USTDA will consider funding the travel of support staff for only those delegates with the rank of Prime Minister, President or Minister, or their local equivalent. Any issue of such support shall be raised early by the Contractor with USTDA and the head of the delegation.

Spouses and Other Family Members

USTDA will not authorize the use of USG funds for the travel of spouses or other family members of RTM delegates.

Foreign Service National (FSN) and Commercial Officer Delegates

USTDA may include an FSN or Commercial Officer as an RTM delegate. If required, USTDA will specify in the individual Task Order if the travel of an FSN or Commercial Officer has been authorized. If travel for an FSN or Commercial Officer is not specified in the individual Task Order, the Contractor shall discuss the requirements/requests for such travel with USTDA prior to discussing it with an FSN or Commercial Officer. Adding the travel costs for a FSN or Commerical Officer to the Task Order requires the CO’s approval.

The Contractor may not task U.S. Embassy/Consulate staff (i.e. they cannot be used to augment the Contractor’s staff by taking on any roles that are the responsibility of the Contractor). The U.S. Embassy/Consulate staffdo not serve as a substitute for the Contractor’s responsibilities to manage the logistics and communication with the delegation. However, USTDA recognizes that the U.S. Embassy/Consulate staff often assist in a coordination role on events.

A.6 USTDA Overseas Offices and Representation

For the purposes of IQC task order budgeting, please refer to the information below as it concerns USTDA overseas personnel and representatives. As this information is subject to change, please ensure you verify the currency of the information prior to proposing and budgeting.

Meals and incidental expenses (M&IE, minus any conference meals) and travel insurance costs for these individuals SHALL NOT BE included in the IQC Task

Order Rate Charts by the Contractor.

• Bangkok, Thailand – Asia Regional Manager and Deputy Regional Manager.

• Johannesburg, South Africa – Financing and Implementation Manager for Sub-Saharan Africa and Senior Business Development Specialist.

• Accra, Ghana – Regional Manager for West Africa

• São Paulo, Brazil – Senior Business Development Specialist.

• New Delhi, India –Senior Business Development Specialist and

Program/Administrative Assistant.

• Hanoi, Vietnam –Senior Business Development Specialist.

• Lagos, Nigeria – Senior Business Development Specialist.

• Nairobi, Kenya – Business Development Specialist

• Kuala Lumpur, Malaysia –Business Development Specialist.

• Jakarta, Indonesia – Business Development Specialist

SECTION B: ITINERARY DEVELOPMENT

B.1 Acknowledgement of USTDA’s role in the RTM

USTDA expects the Contractor to properly acknowledge the role of USTDA to U.S.

participants and the RTM delegation alike. This may include the following:

• Documents as specified throughout the Manual will be approved by USTDA and will be prepared on USTDA letterhead.

• The Contractor will represent USTDA sponsorship in all written communication with U.S. participants.

• USTDA’s mission and role in the RTM will be clearly presented to all parties.

Invitations, gifts or symposia materials will properly bear USTDA’s logo. All instances where the USTDA logo will be used must be cleared in advance by

USTDA.

• The USTDA Country Manager and, if applicable, Event Manager will work in consultation with the Contractor to determine USTDA staff representation at all events.

• If specified in the PWS, USTDA will sponsor a reception in honor of the delegation. No USTDA reception shall be planned without the prior approval of

USTDA.

• USTDA reserves…