CO Signed - Revised RFP - Amendment 2 - 3.6.23.pdf

(x)

7200AA23R00037

x x copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR

OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

N/A

Not Applicable

7200AA

Washington DC 20523-1000 1300 Pennsylvania Avenue, NW, UA Office of Acquisition & Assistance

USAID M/OAA

02/24/20230002

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

02/17/2023

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this Amendment #0002 to RFP.7200AA23R00037 is to post the following in

SAM.gov:

(1) Additional clarificatory questions and answers to the RFP: Section D.1 Packaging and

Marking, Section F.5 Deliverables & Reporting, and Section L.10.1(b) Volume I-CONTRACT

DOCUMENTATION; and

(2) Revised RFP.7200AA23R00037, Amendment #0002 dated March 6, 2023

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Deidre Jackson

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

3/6/23

Solicitation No: 7200AA23R00037 (Revised)

Amendment #0002 Issued Date: Monday, March 6, 2023

Amendment #0001 Issued Date: Friday, February 24, 2023

Solicitation Closing Date: Wednesday, March 08, 2023, 4:00PM EST

SUBJECT: 1) Additional Q&A

2) Revised Request for Proposal (RFP) No. 7200AA23R00037 for USAID Office of Security Administrative and Financial Support Services – 8(a) Total Set-Aside

Question 1:

Is “SECTION D - PACKAGING AND MARKING” relevant to this solicitation?

Answer 1:

Section D - PACKAGING AND MARKING” has been revised:

D.1 AIDAR 752.7009 MARKING (JAN 1993) has been Deleted in its entirety. Section D.2 Branding Strategy and Marking Plan remains and has been renumbered as D.1.

Question 2:

Is section “F.5 DELIVERABLES AND REPORTING” relevant to this solicitation? Did deliverables change from the last award in 2016?

Answer 2:

Section F.5 - DELIVERABLES AND REPORTING is relevant to this solicitation. This section lists all of the relevant Deliverable and Reporting requirements expected under the contract.

Question 3:

In section “L.6.1 VOLUME I-CONTRACT DOCUMENTATION

b. The Offeror shall make a clear statement in this volume that the proposal is valid through this date.” What is meant by “this date”? The date of proposal submission?

Answer 3:

Section L.6.1 VOLUME I-CONTRACT DOCUMENTATION does not exist under this solicitation. However, Section L.10.1 VOLUME I-CONTRACT DOCUMENTS, paragraph

Revised RFP.7200AA23R00037 Amendment #0002

(b) addresses the referenced comment. This section will deleted in its entirety and will be replaced with the following:

“b. The Offeror shall make a clear statement in this volume indicating that the proposal is valid and binding until 30 days after the issuance of the contract, “unless a different period is proposed by the offeror, as per FAR 52.215-1(d).

NOTE:

The questions and responses discussed under Amendment #002 do not impact the proposal submission deadline, which remain unchanged and is Wednesday, March 8, 2023 @ 4:00pm (local Washington, DC time).

See revised RFP as the attachment to this document.

Solicitation No: 7200AA23R00037

Amendment #0002 Issued Date: Monday, March 6, 2023

Amendment #0001 Issued Date: Friday, February 24, 2023

Solicitation Closing Date: Wednesday, March 08, 2023, 4:00PM (local Washington, DC time)

SUBJECT: Revised (Amendment #2) Request for Proposal (RFP) No. 7200AA23R00037 for USAID Office of Security Administrative and Financial Support Services – 8(a) Total Set-Aside

Dear Sir or Madam, The United States Government, represented by the U.S. Agency for International Development (USAID), is soliciting proposals from qualified Small Business Administration (SBA) certified 8(a) contractors to provide administrative and financial support services to the USAID Office of Security. This procurement is a total 8(a) set-aside.

The period of performance for this award is expected to be five (5) years, consisting of one (1) Base period and four (4) Option periods. USAID anticipates awarding one (1) Firm-Fixed- Price contract under this solicitation. The NAICS code for this solicitation is 541214. The incumbent contractor for this award is eliteBco LLC.

Instructions for responding to this solicitation are contained in Section L of this document.

Proposals will be evaluated on the basis of the criteria described in Section M. The award will be made to the offeror whose proposal offers the best value to the Government. Responses to this RFP must follow the instructions and include the information outlined in Section L of the solicitation. Failure to follow or submit requested documentation may result in an organization being deemed as non-compliant, and not eligible for review. Please ensure that your company’s registration in the System for Award Management (SAM) Central is current and up to date at the time in which the proposal is submitted and valid upon the date the award is issued. SAM can be accessed at www.sam.gov.

Any questions regarding this RFP must be submitted via email only to the following email address, and the date and time shown for the Questions submission date shown above.

Questions will not be accepted if sent to additional email addresses or after the date and time listed above. Proposals will be accepted via email only by the closing date and time shown above. Email correspondence for questions and proposal submissions must be directed to Lucillyn Susi at lsusi@usaid.gov, with a copy to Deidre Jackson at dejackson@usaid.gov. The http://www.sam.gov/ mailto:lsusi@usaid.gov mailto:dejackson@usaid.gov subject line must read: “Questions: RFP 7200AAR2300037– SEC Administrative and Financial Support Services Contract-[Name of Firm]”.

Offerors should carefully consider Section L – Instructions to Offerors and Section M – Evaluation of Proposals. Sections “B” through Section “I” will become a substantive part of the anticipated contract with blanks to be completed by the Contracting Officer upon award.

Proposals must be signed by an official who is authorized to bind the offeror’s organization.

Required Company Information:

1) CAGE Code

2) SAM Unique Entity Identifier Number

3) Tax Identification number

4) Offeror’s Business Size

Issuance of this solicitation does not constitute an award commitment on the part of the U.S Government nor does it commit the U.S. Government to pay for the costs incurred in the preparation and submission of a proposal. Further, this solicitation is subject to availability of funds and other internal USAID approvals. The Government reserves the right to reject your offer, if such action is considered to be in the best interest of the Government and the offer does not meet the specified instructions and requirements of the SOW and this RFP. The Government also reserves the right to not make an award.

Sincerely, /s/ Deidre Jackson Contracting Officer, M/OAA/RM-A United States Agency for International Development

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide administrative and financial support services to the United States Agency for International Development (USAID) Office of Security (SEC) as described in Section C – DESCRIPTION/SPECIFICATION/WORK STATEMENT.

B.2 CONTRACT TYPE

This is a Firm-Fixed-Price contract with a total ceiling price of $TBD. For the consideration set forth below, the Contractor will provide the deliverables or outputs described in Section C at prices consistent with Section B.4 - Price of this contract.

B.3 CONTRACT LINE ITEM NUMBERS

This contract will be paid based on Contract Line Item Numbers (CLINs). The CLINs under this award are defined as follows:

1. CLIN 1 is for payment of Contractor services in the performance of this award.

Payment will be made at the fixed price amounts designated in this award.

2. CLIN 2 is for pass-through payments to security investigators as described in Section C. Amounts designated for CLIN 2 in this award are maximum amounts only, and exact amounts of pass-through payments will be determined by USAID during the course of the award. The Contractor is not entitled to be paid amounts designated for CLIN 2 as a fee for services provided.

B.4 PRICE

{Final pricing table will be inserted at the time of the award}

Note:

CLIN 001 reflects the contractor’s proposed fixed price to manage the services described in Section C - Scope of Work in the solicitation.

CLIN 002 is a plug figure that reflects the potential maximum amount of funds allocated to support the investigators.

Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Base Period Option Year 1 Option Year 2 Option Year 3 Option Year 4 April XX, 2023 - April XX, 2024

April XX, 2024 - April XX, 2025

April XX, 2025 - April XX, 2026

April XX, 2026 - April XX, 2027

April XX, 2027 - April XX, 2028

April XX, 2023 - April XX 2028

Total Price Total Price Total Price Total Price Total Price Total Price 001 Contractor Services $0.00 $0.00 $0.00 $0.00 $0.00 $0.00

Total Contractor 002 Estimated Annual $2,700,000 $2,700,000 $2,700,000 $2,700,000 $2,700,000 $13,500,000

Total CLIN 1 and CLIN 2

CLIN Description

Total 5 Years

Yearly budget break-down:

1. The firm fixed price for the Base Year of the performance of the work required hereunder is:

a. CLIN 1 Contractor Services: $TBD.

b. CLIN 2 Investigator Pass-through Payments: $2,700,000.

2. The firm fixed price for Option Year 1 of the performance of the work required hereunder is:

a. CLIN 1 Contractor Services: $TBD.

b. CLIN 2 Investigator Pass-through Payments: $2,700,000.

3. The firm fixed price for Option Year 2 of the performance of the work required hereunder is:

a. CLIN 1 Contractor Services: $TBD.

b. CLIN 2 Investigator Pass-through Payments: $2,700,000.

4. The firm fixed price for Option Year 3 of the performance of the work required hereunder is:

a. CLIN 1 Contractor Services: $TBD.

b. CLIN 2 Investigator Pass-through Payments: $2,700,000.

5. The firm fixed price for Option Year 4 of the performance of the work required hereunder is:

a. CLIN 1 Contractor Services: $TBD.

b. CLIN 2 Investigator Pass-through Payments: $2,700,000.

B.5 OBLIGATED AMOUNT

The amount currently obligated and available for payment to the Contractor for performance and pass-through payments hereunder is:

1. CLIN 1 Contractor Services: $TBD.

2. CLIN 2 Investigator Pass-through Payments: $TBD.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATION/WORK STATEMENT

C.1. BACKGROUND

The United States Agency for International Development Office of Security (USAID/SEC) is responsible for conducting personnel security and suitability investigations on individuals selected to enter on duty with USAID and to update security clearances on individuals already employed by the Agency. Certain aspects of these investigations require extensive field work by trained and experienced personnel. USAID obtains these security investigation services via a Blanket Ordering Agreement (BOA) issued to designated contract investigators. The BOA is typically awarded to approximately 80 investigators throughout the United States. These investigators are required to conduct personnel security and suitability related investigations pursuant to Executive Orders 12968, 10450, 13488, and 13467; applicable regulations which include 5 CFR 731 and 5 CFR 732; and USAID/SEC policies and procedures.

SEC manages the operational activities associated with this mission and provides each investigator with training and administrative support. For each investigative case assignment, investigators are selected and tasked to complete specific investigative work. Once selected to perform work, the investigator receives a Project Order (PO), which serves as the case assignment and the funding authorization document. The PO contains the following information:

(1) the USAID Contracting Officer's Representative (COR) as the sender,

(2) name of the investigator assigned to the case,

(3) investigator’s identification number (as assigned by USAID),

(4) PO number,

(5) case number,

(6) date of assignment,

(7) suspense date (date by which the work must be completed, as determined by USAID),

(8) case type,

(9) USAID applicant's last name,

(10) number of service-hours authorized,

(11) hourly rate authorized,

(12) maximum amount of funds approved for service-hours and expenses, and

(13) comment section for additional information, as needed.

Upon completion of the investigation, the investigator is required to submit to SEC a Report of Investigation (ROI) based on their assigned work, along with a completed voucher and any applicable receipts. The voucher must contain the following information:

(1) name of the investigator assigned to the case,

(2) investigator's identification number,

(3) PO number,

(4) case number,

(5) case type,

(6) USAID applicant's last name,

(7) number of service-hours authorized,

(8) hourly rate authorized,

(9) authorized expenses,

(10) dates of investigative activities,

(11) number of hours spent on each activity, and

(12) the contract investigator's signature.

Authorized expenses in addition to service-hours authorized may include parking fees, tolls, transportation costs, and other related expenses. Each of these expenses is identified by a specific code on the voucher. Vouchers are reviewed and either approved or disapproved by the COR. On a weekly basis, approved vouchers are submitted electronically to the Administrative and Financial Support Services Contractor for further processing and payment to the investigator.

C.2 TITLE AND SCOPE

The title of this award is the Administrative and Financial Support Services Contract. This contract will provide services to support the BOA awarded to approximately 80 security investigators whose individual rates may reach a maximum of $500,000 over a five (5) year period. Total investigator pass-through payment, thus the amount the contractor will be responsible for managing, for services performed may reach approximately $225,000 in payments per month.

C.3 OBJECTIVE

The objective of this contract is to provide administrative support and payment and reimbursement services to all authorized investigators performing work under the security investigator BOA with USAID/SEC.

C.4 CONTRACTOR REQUIREMENTS

a. Administrative Support Services

1. The Contractor must provide a fully operational online central repository of information with appropriate interfaces and have the logistical capability to adequately safeguard and maintain records of all completed accounting processes and personal data regarding all investigators. The Contractor must ensure that all financial and personal records are appropriately safeguarded.

2. The Contractor must provide online capability for administrative services to all investigators and provide appropriate portal interfaces to facilitate accessing such information via the Internet. Investigators under the above mentioned BOA must enroll in this online system designated by the Contractor in order to receive administrative support, receive payments, and access related information.

3. The Contractor must provide online training accessible via the Internet for the investigators. This online training will provide information and tutorials on how to access and use the Contractor’s online system as described in this Section.

4. The Contractor must provide the investigators, via the online system, access to 1099 tax forms on an annual basis, or as required by the Internal Revenue Service (IRS).

5. The Contractor’s online system must be able to provide the COR with the capability to reconcile assigned cases, closed cases, and pending payments.

6. The Contractor’s online system must have the capability for the COR to provide feedback directly to the Contractor for bug reporting and enhancement. Requests by the COR to correct or revise a feature or function in the system must be completed within five (5) business days. In the case of a fix that requires more than five (5) business days to correct or revise, the fix will be completed within a timeframe agreed upon in writing by the COR and the Contractor.

7. The Contractor must provide telephonic and online (email and chat) support services for the investigators and be accessible to the COR and other designated SEC staff. The hours of support services will be from 8:30am (EST) through 5:30pm (EST), Monday through Friday, excluding Federal holidays.

b. Financial Support Services

1. The Contractor must provide a fully operational online system such that the COR can create a Project Order (PO) for each investigative case assignment that captures the following information:

(1) COR as the sender,

(2) name of the investigator assigned to the case,

(3) investigator's identification number (as assigned by USAID),

(4) PO number,

(5) case number,

(6) date of assignment,

(7) suspense date (date by which the work must be completed, as determined by

USAID),

(8) case type,

(9) USAID applicant’s last name,

(10) number of service-hours authorized,

(11) hourly rate authorized,

(12) maximum amount of funds approved for service-hours and expenses, and

(13) comment section for additional information, as needed.

The online system will also allow the investigator to create a voucher based on the PO assigned which contains the following information:

(1) name of the investigator assigned to the case,

(2) investigator's identification number,

(3) PO number,

(4) case number,

(5) case type,

(6) USAID applicant's last name,

(7) number of service-hours authorized,

(8) hourly rate authorized,

(9) authorized expenses,

(10) dates of investigative activities,

(11) number of hours spent on each activity, and

(12) the contract investigator's signature.

Authorized expenses in addition to service-hours authorized may include parking fees, tolls, transportation costs, and other related expenses. Each of these expenses must be identified by a specific code on the voucher.

2. The Contractor’s online system must provide the COR with weekly invoices itemizing all approved voucher payments for investigators. The system must allow the COR to electronically access and track information on investigator assignments, applicable funding limits, and status of payments for investigators. The online system must provide the capability for the COR to obtain reports in PDF format on information in the system, including reports on services provided but not yet paid. The Contractor’s system must enable sorting of information according to the parameters determined and agreed upon by the COR and Contractor. The Contractor must provide the capability for all data to be exported into MS Excel.

3. The Contractor's online system must enable investigators to provide and update account information on their personal profiles. The system must allow the investigator to provide and change information including, but not limited to, the following: mailing address, physical address, telephone numbers, email addresses, log in information, and password resets.

4. The Contractor’s online system must enable investigators to review the status of their pending payments. This feature must provide the investigators with information regarding voucher approval status, payments scheduled for deposit, and when payments have been successfully completed.

5. The Contractor's payment system must allow adjustments to be made to the hourly rates of the investigators based on changes made by USAID.

6. The Contractor’s online system must provide up to date information regarding voucher status that must include, at a minimum, the following:

(1) name of the investigator assigned to the case,

(2) investigator's identification number,

(3) PO number, and

(4) voucher status.

7. The Contractor must provide financial management and payment processing for all investigator vouchers. On a weekly basis, the COR will electronically submit to the Contractor approved vouchers for processing and payment to the investigators. The Contractor must review all submitted weekly vouchers within one (1) business day of receipt for accuracy and completeness, and must communicate apparent errors and discrepancies to the COR. The Contractor must tally the vouchers and provide a consolidated invoice using Standard Form 1034 to the COR for final approval. The weekly invoice must include a voucher detail report as an attachment. The voucher detail report must identify:

(1) investigator name,

(2) investigator identification number,

(3) PO number, and

(4) total amount for the voucher.

The voucher detail report must accurately reflect a grand total of the vouchers to be paid. Following receipt of the weekly consolidated invoice, an approval form is prepared by the COR and sent to the USAID Bureau for Management, Office of the Chief Financial Officer, Cash Management and Payments Division (USAID/M/CFO/CMP) for payment to the Contractor. As soon as possible and no later than one business day upon receipt of payment by USAID/M/CFO/CMP, the Contractor will make payments to the appropriate investigators for individual approved vouchers. Payments to investigators must be made on a weekly basis.

c. Additional Requirements

1. The Contractor must have a fully operational system in place, meeting all requirements stated above, at the time of proposal submission.

2. The Contractor must immediately notify the Contracting Officer (CO) and COR of any problems, delays, or adverse conditions which materially impair the Contractor's ability to meet the requirements of the contract. The Contractor must notify the COR within one (1) business day if they suspect that there has been a delay in receiving the weekly payment from USAID to the Contractor, which could then delay the payment processing to the investigators.

C.5 USAID RESPONSIBILITIES

1. The COR will provide individual investigator POs and vouchers to the Contractor for each investigator assignment. Vouchers that have been reviewed and approved by the COR will be marked as "Approved" and dated as appropriate.

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 BRANDING STRATEGY AND MARKING PLAN

The Contractor must comply with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy. The Contractor must develop a project specific branding strategy in close coordination with the COR that will include detailed descriptions of communications, publicity, and acknowledgements, as well as a marking plan that will detail how expected public communications, projects, and other program outputs and materials will visibly bear the USAID identity.

The Contractor must submit a detailed Branding Strategy and Marking Plan for review and approval within thirty (30) days after the contract period of performance start date. The contract will be modified to add the approved Branding Strategy and Marking Plan after award.

[END OF SECTION D]

http://www.usaid/

SECTION E – INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED

BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these addresses:

FAR: http://arnet.gov/far/ AIDAR: Http: //www.usaid.gov/pubs/ads/300/aidar.pdf

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.246-4 INSPECTION OF SERVICES-FIXED PRICE (AUG 1996)

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables shall take place at USAID Washington or at any other location where the services are performed and reports and deliverables are produced or submitted. The COR identified in Section G has been delegated authority to inspect and accept all services, reports, and deliverables or outputs.

Rejection of a deliverable will delay payment due and may be grounds for termination or for default. On-time deliveries of delivery schedule items, as well as performance measurements, are critical to acceptable performance under this Contract.

[END OF SECTION E]

http://arnet.gov/far/

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERIOD OF PERFORMANCE

The period of performance for this contract is five (5) years, one (1) base year and four (4) one year option periods, if all options are exercised. The estimated dates are:

Base Year: April 14, 2023 – April 13, 2024 Option Year One: April 14, 2024 – April 13, 2025 Option Year Two: April 14, 2025 – April 13, 2026 Option Year Three: April 14, 2026 – April 13, 2027 Option Year Four: April 14, 2027 – April 13, 2028

F.2 PLACE OF PERFORMANCE

Work primarily be performed at the contractor's location. Work may be required at USAID locations in the Washington, DC area, or in other locations, as directed and authorized by the

COR.

F.3 AUTHORIZED WORKDAY/WEEK & HOURS OF SUPPORT

Overtime or premium pay is not authorized under this Contract. The Contractor must seek prior written approval of the Contracting Officer Representative (COR). In addition, the COR may authorize a six-day work week for performance on a case-by-case basis.

F.4 KEY PERSONNEL

The key personnel are responsible for managing, administrative tracking and reporting requirements, facilitating, and ensuring that activities and tasks are carried out within reasonable requested timeframes and meet quality standards:

The Contractor must propose one (1) key personnel position:

● TBD

Replacement of Key Personnel: Prior to replacing any of the specified individuals, the Contractor will immediately notify both the Contracting Officer and COR in advance and will submit written justification in sufficient detail to permit evaluation of the impact on the requirement. No replacement of key personnel will be made by the Contractor without the written consent of the Contracting Officer.

Substitution of Key Personnel: The contractor shall notify the CO and COR prior to making any changes in Key Personnel. No substitutions in Key Personnel shall be made unless the contractor can demonstrate that the qualifications of prospective Key Personnel are equal to or better than the qualifications of the Key Personnel being substituted. All requests for approval of substitutions or additions in Key Personnel must be in writing and provide a detailed explanation of the circumstances necessitating the proposed change. The contractor shall request all substitutions or additions to Key Personnel in accordance with this clause.

F.5 DELIVERABLES AND REPORTING

In addition to the requirements set forth for submission of reports in Sections I, AIDAR clause 752.242- 70 Periodic Progress Reports (OCT 2007), the contractor shall submit electronically by the date indicated, the following reports to the COR with a copy to the Contracting Officer.

Report Due Date

Annual Work Plan

Year 1- within 45 days of award;

Years 2-5, annually no later than 30 calendar days prior to the start of the next contract year

Quarterly Progress Reports

Year 1-4, within 30 days after each 6-month period

Years 5, within 30 days after the first 6-month period, and a Final Report 30 days before the end of the contract

Quarterly Accrual Reports Within 15 days after each three-month period

Annual Report Within 30 days of the end of each fiscal year

Final Report Within 45 days of the completion of this Contract

Branding Implementation Plan and Marking Plan

With 30 days of award

Status Meetings Quarterly

Financial Report: Quarterly

a) Annual Work Plan The Contractor must deliver Annual Work Plans that detail the work to be accomplished during the upcoming year. Within 2 weeks post contract award, the Contractor must meet with the COR to discuss project activities for these programs in order to develop the scope and format for the Annual Work Plan. The scope, format, and content of the work plan will be agreed to between the Contractor and the COR and must be submitted within 30 calendar days after the preliminary meeting with the COR.

Subsequent years’ work plans must be submitted within 30 calendar days before each annual anniversary of contract award. The COR may provide written approval to modify Work Plan requirements.

b) Quarterly Progress Reports The Contractor must provide quarterly progress reports due September 15, and December 15 of each year following the issuance of this contract. This will summarize program highlights, achievements, and major activities; budget information (including amounts obligated, Contractor funds obligated to program and grant activities, and funds disbursed); problems encountered and proposed remedial actions. Contractor if required under the contract, shall report on subcontractor progress as appropriate.

c) Quarterly Accrual Reports The Contractor will submit an estimated accrual report to the cognizant technical office for the contract noting: 1) total amount obligated; 2) total amount invoiced; 3) total amount expended but not yet invoiced; and 4) remaining unexpended funds.

d) Annual Report The Contractor shall provide to USAID, a concise annual report within 30 working days of the end of each fiscal year. This will include progress of major activities;

problems encountered and proposed remedial actions. In this report, the Contractor shall describe any technical assistance tasks undertaken and document any knowledge generated and/or lessons learned through these tasks. Depending on the timing of the award of the contract, this could be instead of the fourth quarterly report but must cover the topics/format of the quarterly report at a minimum. USAID will develop a reporting schedule with the contractor during the start-up phase of the project to provide final guidance on this.

e) Final Report The Contractor shall provide to USAID a concise, final report within 45 working days of the completion of this contract. Depending on the timing of this report, it could take the place of the quarterly report and/or monthly report, but this will be determined by USAID once a reporting schedule is created with the contractor during the start-up phase. This report will summarize the country's situation; program highlights, achievements, and major activities; funds obligated and disbursed; summary of grant implementation and appraisal; problems encountered and how they were rectified.

f) Branding Implementation Plan and Marking Plan:

The contractor must review ADS 320 and develop a Branding and Marking Implementation Plan within 30 days after award. The contractor’s Branding and Marking Plan must demonstrate the contractor’s understanding and support of ADS

320. The contractor will be responsible for ensuring that its employees associated with this contract are familiar with ADS 320 and the contractor’s Branding and Marking Plan as submitted and approved by USAID. This plan must address the familiarization of all contractor employees placed with USAID in fulfillment of the Statement of Work with this Branding and Marking Plan to include specific guidance for these individuals with respect to their personal responsibilities for compliance. For example, such contractor employees who obtain business cards to identify themselves as associated with USAID, must use the guidance found in ADS 320 and, among other requirements, include “USAID Contractor” above their name. This serves to inform recipients of the business card that this individual is associated with USAID but is not a Federal Employee and cannot represent USAID or perform inherently governmental duties.

The contractor’s Branding and Marking Plan might also include information about how this topic will be addressed during employee orientation. For example, employees might be advised to include “USAID Contractor” as a part of their “signature” for work-related emails, especially those sent under an USAID-provided email account.

The contractor employees placed with USAID must also be advised to discuss with their USAID Point of Contact the Branding and Marking practices of the USAID unit to which they are assigned to ensure consistent practices.

The contractor must develop a Branding Implementation Plan. It must describe how the program will be communicated to the beneficiaries and promoted to host-country citizens. It will outline the events and materials the contractor will use to deliver the message that the assistance is from the American people. More specifically, Branding Implementation Plan must address the following:

(1) How to incorporate the message, “This assistance is from the American people,” in communications and materials directed to beneficiaries, or provide an explanation if this message is not appropriate or possible.

(2) How to publicize the program, project, or activity overseas and a description of the communications tools to be used. Such tools may include the following: press releases, press conferences, media interviews, site visits, success stories, beneficiary testimonials, professional photography, PSAs, videos, web casts, e-invitations, or other e-mails sent to group lists, such as participants for a training session blast e-mails or other Internet activities, etc.

(3) The key milestones or opportunities anticipated to generate awareness that the program, project, or activity is from the American people, or an explanation if this is not appropriate or possible. Such milestones may be linked to specific points in time, such as the beginning or end of a program, or to an opportunity to showcase publications or other materials, research findings, or program success. These include, but are not limited to, the following: launching the program, announcing research findings, publishing reports or studies, spotlighting trends, highlighting success stories, featuring beneficiaries as spokespeople, securing endorsements from partner municipalities, ministry or local organizations, promoting final or interim reports, and communicating program impact/overall results.

g) Status Meetings The Contractor shall hold quarterly meetings with the COR or his/her designee to discuss contract work products and identify any contract-related challenges or opportunities. More frequent meetings should be held if necessary.

F.6 PERFORMANCE STANDARDS:

Evaluation of the Contractor's performance must be conducted for this contract in accordance with the performance standards in section 4.3 and the Contractor's compliance with all other terms and conditions of the contract. Each evaluation will be conducted jointly by the COR and the CO and must form the basis of the Contractor's permanent performance record with regard to this contract as required in FAR Part 42.15 and AIDAR 742.15. The Contractor’s performance will be evaluated annually and at contract completion, utilizing at a minimum the following factors, which form the basis of the evaluation for the Contractor Performance Assessment Report (CPARs):

1. Quality of Product and Service – The Contractor’s conformance to contract requirements, specifications, and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety and health standards) will be evaluated. Examples include:

a. Are reports/data accurate?

b. Does the product or service provided meet the specifications of the contract/order?

c. Does the Contractor’s work measure up to commonly accepted technical or professional standards?

d. What degree of Government technical direction was required to solve problems that arise during performance?

2. Schedule – The Contractor’s timeliness against the completion of the contract, delivery schedules, and administrative requirements (e.g., efforts that contribute to or affect the schedule variance) will be evaluated. Examples include:

a. Did the Contractor adequately schedule the work?

b. Has the Contractor met administrative milestone dates?

c. Has the Contractor met physical milestone dates specified by the contract or agreed to in the activity schedule?

d. If the schedule has slipped through the Contractor’s fault or negligence, has it taken appropriate corrective action of its own volition?

e. Has the Contractor furnished all required deliverables on or ahead of schedule?

f. Has the Contractor furnished updated activity schedules on a timely basis?

3. Cost Control/Effectiveness – The Contractor’s effectiveness in forecasting, managing, and controlling contract cost will be evaluated. Examples include:

a. Does the Contractor keep within the total estimated cost? What is the relationship of the negotiated costs and budgeted costs to actuals?

b. Did the Contractor do anything innovative that resulted in cost savings?

c. Were billings current, accurate and complete?

d. Are the Contractor’s budgetary internal controls adequate?

4. Management – The Contractor’s performance in selecting, retaining, supporting and replacing key personnel, when necessary, will be evaluated. Examples include:

a. How well did the Contractor match the qualifications of the key position, as described in the contract/order, with the person who filled the key position?

b. Did the Contractor support key personnel so they were able to work effectively?

c. If a key person did not perform well, what action was taken by the Contractor to correct this?

d. If replacement of a key person was necessary, did the replacement meet or exceed the qualifications of the position as described in the contract/order schedule?

5. Regulatory Compliance –The Contractor’s compliance with all terms and conditions in the contract/order relating to applicable regulations and codes will be evaluated. Examples include:

a. Has the Contractor complied with all contract clause requirements?

b. Has the Contractor complied with the reporting requirements of the contract?

c. Has the Contractor complied with specifications or other contractual requirements in the contract such as FAPIIS reporting, CAS reporting, safety requirements, environmental reporting, and standard and unique contract requirements specific to that contract?

6. Other (as applicable) – Other factors may be evaluated as applicable in those instances where an aspect of the Contractor's performance does not fit into any of the other criteria, e.g., late or nonpayment to subcontractors, trafficking violations, tax delinquency, failure to report in accordance with contract terms and conditions, defective cost or pricing data, terminations, suspension and debarments.

Evaluation of the aforementioned factors will be tailored to the contract type, size, content, and complexity of the requirement.

F.7 STANDARD OF CONDUCT

The Contractor must be responsible for maintaining satisfactory standards of employee competency, conduct appearance and integrity, and must be responsible for taking such disciplinary action with respect to employees as may be necessary. The Contractor is also responsible for ensuring that his/her employees do not use Government resources except as authorized by the Government.

[END OF SECTION F]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The COR is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit electronic versions of the SF-1034--Public Voucher for Purchases and Services Other Than Personal. Each voucher shall be identified by the appropriate USAID contract number, in the amount of dollar expenditures made during the period covered.

(1) The SF 1034 provides space to report by line item for products or services provided.

The form provides for the information to be reported with the following elements:

TOTAL EXPENDITURES

[Document Number: XXX-X-XX-XXXX-XX]

Line item No. Description Amt.

vouchered to date

Amt. vouchered this period

001 Product/Service Desc. for Line Item 001

$XXXX.XX $ XXXX.XX

002 Product/Service Desc. for Line Item 002

XXXX.XX XXXX.XX

Total XXXX.XX XXXX.XX

(2) The fiscal report shall include the following certification signed by an authorized representative of the Contractor:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.

BY: ______________________________________________________

TITLE: ______________________________________________________

DATE: ______________________________________________________

(b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this contract. Local currency will be provided to the Contractor in accordance with written instructions provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions shall be provided to the Contractor's Chief of Party and to the Contracting Officer. The costs of bonding personnel responsible for local currency are reimbursable under this contract.

(c) Upon compliance by the Contractor with all the provisions of this contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.

(d) The Contractor agrees that all approvals of the COR and the Contracting Officer, which are required by the provisions of this contract, shall be preserved and made available as part of the Contractor's records which are required to be presented and made available by the clause of this contract entitled "Audit and Records--Negotiation".

G.2 PAYING OFFICE AND PROCEDURES

The Contractor must submit a signed SF1034, Public Voucher for Purchases and Services Other Than Personal to ei@usaid.gov. The Contractor will receive an automatic response from that inbox indicating the invoice has been received and is being processed. Copies of the voucher and the invoice must also be submitted via email to the designated Contracting Officer’s Representative.

Applicable only to Small Business - the invoice must be stamped in bold with the words “SMALL BUSINESS” and “FAST PAY” directly under the payee’s name and address within the payee block.

Only if the Contractor is unable to send invoices electronically, invoices are to be mailed to the following address:

USAID Accounts Payable

M/FM/CMP/DCB

1300 Pennsylvania Avenue, NW, USAID Annex Washington, DC 20523 mailto:ei@usaid.gov

G.3 INVOICE FREQUENCY

Contractor may invoice monthly or bi-monthly for allowable and allocable expenses incurred under this contract for work conformed and not to exceed the remaining un-liquidated obligated amount of this contract.

G.4 PAYMENT MILESTONES

CLIN 1: The contractor will invoice for CLIN 1 monthly in accordance with the following payment milestones:

{Final milestone table will be inserted at the time of the award}

CLIN 2: The contractor will invoice for CLIN 2 monthly in accordance with the procedures described in Section C.

G.5 ACCEPTANCE AND APPROVAL

The COR must accept and approve deliverables before payment can be made.

G.6 CONTRACTING OFFICER

The Contracting Officer (CO) is the only person authorized to make or approve any changes in the requirements of this contract and, notwithstanding any provisions contained elsewhere in this contract, authority remains solely with the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made to the contract terms and conditions, including price.

All questions concerning the administration of this contract must be sent to the Contracting Officer. It is the responsibility of the Contractor to inform the Contracting Officer of requests that affect any and all sections of this contract. The Contracting Officer’s information is as follows:

TBD

G.7 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The CO may designate Government personnel to act as the COR to perform functions under this contract. The CO will provide a written notice of such designation to the Contractor within five calendar days after contract award. The designation letter will set forth the authorities and limitations of the COR under the contract.

The COR’s information is noted as follows:

TBD

G.8 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(i) Technical Directions is defined to include:

(1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

(2) Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

(3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section 3.

(ii) The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

i. Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

ii. Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

iii. Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents must be signed as "Contracting Officer’s Technical Representative" with a copy furnished to the Contracting Officer.

iv. Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

v. Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. This includes compliance with USAID and host countries’ environmental regulations.

vi. Obtain necessary security clearance and appropriate identification if access to Government facilities is required.