72016723R00001 - Amendment 5 - Regional Program Support IDIQ RFP.pdf

RFP#72016723R00001-05

RFP Amendment 5 Date of Issuance Date: February 16, 2023 Proposal Submission Due Date: March 6, 2023 at 9am Kosovo Time

Subject: Amendment No. 5 to the Request for Proposals (RFP) #72016723R00001

Activity Title: USAID Balkan Regional Program Support Activity

The purpose of this amendment is to:

a) to amend the solicitation.

The original RFP #72016723R00001 is deleted in its entirety and replaced with the attached RFP within this posting.

All changes in the amended solicitation are highlighted for easy reference.

Sincerely, Patricia Siaso Contracting Officer

RFP Amendment 5 Issue Date: February 16, 2023 Proposal Submission Due Date: March 6, 2023 at 9am Kosovo Time

SUBJECT: Request for Proposal (RFP) No. 72016723R00001-05 USAID Balkan Regional Program Support Activity

Dear Prospective Offeror:

The United States Government, represented by the U.S Agency for International Development (USAID), through the Regional Office of Acquisition and Assistance (ROAA) at the USAID Mission in Kosovo, is seeking proposals from international organizations to provide program support services for USAID Missions in the Balkan region.

USAID is contemplating awarding multiple indefinite-delivery, indefinite-quantity (IDIQ) contracts with a maximum ceiling of $20,000,000. There will be a minimum order guarantee of $50,000. The maximum aggregate dollar value of all task orders awarded to all contractors cannot exceed the ceiling amount. The ceiling is not being sub-divided among the number of awardees, nor is it being multiplied by the number of awardees. There is no guarantee on the number of task orders that the successful contractors will receive or the amount of money beyond the minimum order guarantee set forth in this RFP. Task orders may be either cost reimbursement or firm fixed price. USAID reserves the right to award the contract subject to availability of funds.

USAID will conduct this procurement as a full and open competition pursuant to the procedures set forth in Federal Acquisition Regulation (FAR) Part 15. The North American Industry Classification System (NAICS) Code for this procurement is 541990. The applicable Geographic Code is 937.

USAID reserves the right to amend or rescind this solicitation at any time. This solicitation in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of the proposal. Furthermore, the Government receives the right to reject any and all offers, if such action is considered to be in the best interest of the U.S.

Government.

If substantive questions are received which affect the response to the solicitation, and/or if changes are made to the closing date and time or other aspects of the RFP, this solicitation will be amended and such amendments will be posted on www.sam.gov. Questions and proposals must be submitted only electronically via email on or before the due dates stipulated above to

Urime Abdyli at uabdyli@usaid.gov and Hiba Anwar at hanwar@usaid.gov and must conform to all requirements outlined in the solicitation.

USAID appreciates the time and effort put into preparing proposals in response to this solicitation.

Sincerely, Patricia Siaso Contracting Officer USAID/Kosovo mailto:uabdyli@usaid.gov mailto:hanwar@usaid.gov

Table of Contents

SECTION A – SF-33 6

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS 7

B.1 PURPOSE 7

B.2 CONTRACT TYPE AND SERVICES 7

B.3 OBLIGATED AMOUNT 7

B.4 PERIOD OF PERFORMANCE 7

B.5 MINIMUM ORDER GUARANTEE 7

B.6 MAXIMUM CONTRACT CEILING 7

B.7 FIXED FEE CEILING (Cost Plus Fixed Fee (CPFF) Task Orders Only) 7 B.8 CONTRACT LINE ITEMS (CLINs) 8 B.9 LABOR (For Cost Reimbursement Task Orders Only) 8

B.10 LABOR (UNBURDENED CDR) RATE CHANGES 13

B.11 INDIRECT COST 13

B.12 REQUIREMENT TO PROVIDE SERVICES 14

SECTION C – DESCRIPTION / SPECIFICATIONS/STATEMENT OF WORK 14

C.1 PURPOSE 14

C.2 BACKGROUND 14

C.3 TECHNICAL SERVICES TO BE PROVIDED 15

C.4 TECHNICAL REQUIREMENTS 15

C.5 GEOGRAPHIC AREAS 19

C.6 COORDINATION 19

SECTION D – BRANDING AND MARKING 20

D.1 AIDAR 752.7009 MARKING (JAN 1993) 20

D.2 BRANDING AND MARKING POLICY 20

D.3 BRANDING AND MARKING PLAN 20

SECTION E - INSPECTION AND ACCEPTANCE 22

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 22

E.2 INSPECTION AND ACCEPTANCE 22

E.3 RESPONSIBLE OFFICIAL 22

SECTION F – DELIVERIES AND PERFORMANCE 23

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 23

F.2 PLACE OF PERFORMANCE 23

F.3 REPORTING REQUIREMENT 23

F.4 ALL ASSESSMENT AND EVALUATION REPORTS, STUDIES, AND OTHER

WORK PRODUCTS 23

F.5 FINAL CONTRACT COMPLETION REPORT 24

F.6 QUARTERLY FINANCIAL REPORT 24

F.7 ORDERING PROCEDURES 24

F.8 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007) 25

SECTION G – CONTRACT ADMINISTRATION DATA 26

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) 26

G.2 CONTRACTING OFFICER’S AUTHORITY 27

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 28

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 28

G.5 PAYING OFFICE 29

G.6 CONTRACTOR’S PRIMARY POINT OF CONTACT 30

G.7 CONTRACTOR’S PAYMENT ADDRESS 30

G.8 ACCOUNTING AND APPROPRIATION DATA 30

SECTION H – SPECIAL CONTRACT REQUIREMENTS 31

SECTION I – CONTRACT CLAUSES 46

SECTION J – LIST OF DOCUMENTS EXHIBITS AND OTHER ATTACHMENTS 68

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS 70

SECTION L – INSTRUCTIONS TO OFFERORS 79

L.1 TYPE OF CONTRACT 79

L.2 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006) 79

L.3 GENERAL INSTRUCTIONS TO OFFERORS 80

L.4 PROPOSAL SUBMISSION 81

L.5 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 82

L.6 BUSINESS (COST) PROPOSAL 83

SECTION M – EVALUATION CRITERIA 88

M.1 GENERAL INFORMATION 88

M.2 EVALUATION FACTORS 88

M.3 COST/PRICE EVALUATION 89

M.4 DETERMINATION OF COMPETITIVE RANGE: 89

M.5 SOURCE SELECTION 89

Attachment J.2: Cost/Price Evaluation Matrix 91

SECTION A – SF-33

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide services that fall within the Statement of Work (SOW) specified in Section C. USAID Contracting Officers (COs) will request the work through request for task order proposals during the ordering period as specified in Section F of the contract.

B.2 CONTRACT TYPE AND SERVICES

This is a multiple-award Indefinite Delivery/Indefinite Quantity (IDIQ) contract. The Government will issue task orders that are from the cost reimbursement or firm fixed price family of contracts.

B.3 OBLIGATED AMOUNT

TBD to be inserted in the award.

B.4 PERIOD OF PERFORMANCE

The period of performance (PoP) for this contract is five years from the date of award.

B.5 MINIMUM ORDER GUARANTEE

As required by Federal Acquisition Regulation (FAR) subpart 16.504(a)(1), the minimum amount of services to be ordered under this IDIQ is $50,000. Individual task orders will obligate funding for the services to be ordered, and the minimum obligated amount shall be applied toward the first task order. However, the Government is not obliged to order additional services above the minimum order guarantee.

B.6 MAXIMUM CONTRACT CEILING

The ceiling of the IDIQ is $20,000,000. The maximum aggregate dollar value of task orders awarded to all contractors must not exceed the contract ceiling. This ceiling is not being subdivided among the number of awardees nor is it being multiplied by the number of awardees.

B.7 FIXED FEE CEILING (Cost Plus Fixed Fee (CPFF) Task Orders Only)

(a) For each task order issued under this IDIQ, the Task Order Contracts Officer (TOCO) and Contractor agree to negotiate a set dollar amount for a fixed fee. In negotiating the fixed dollar amount for fee, the TOCO must consider the policies and factors for establishing fee in

FAR 15.404-4.

NOTE: The ceiling on fixed fee does not apply to fixed price Task Orders.

(b) The Total Estimated Cost Plus Fixed Fee for each Task Order must be negotiated in accordance with the terms of this contract.

(c) Fixed Fee Payment. For any task order issued under this Contract, at the time of each payment of allowable costs to the Contractor, the USAID paying office ordinarily pays the Contractor a percentage of fixed fee that directly corresponds to the percentage of allowable costs being paid. Two exceptions to paying fixed fee in this manner apply:

(1) If the TOCO determines that this method results in paying a disproportionately higher ratio of fixed fee than the percentage of work that the Contractor has completed, then the TOCO may suspend further payment of any fixed fee until the Contractor has made sufficient progress to justify further payment, up to the agreed percentage.

(2) Because the clauses entitled “Allowable Cost and Payment” (FAR 52.216-7) and “Fixed Fee” (FAR 52.216-8) are incorporated into this Contract, the terms and conditions of these clauses apply.

B.8 CONTRACT LINE ITEMS (CLINs)

0001 IDIQ Minimum Order Guarantee $50,000

B.9 LABOR (For Cost Reimbursement Task Orders Only)

(a) Central management costs will be handled through the following method:

The Contracting Officer has determined that a key (full-time) technical manager is not necessary or required to administer the basic IDIQ. The Contractor will not be authorized to bill USAID for basic IDIQ management.

(b) The work day and work week policies and method of accounting for paid absences including holidays for the Contractor must be in accordance with the Contractor’s organizational policies and acceptable accounting procedures. Compensation of personnel under this Contract or any resulting subcontracts must be in accordance with AIDAR 752.7007 Personnel Compensation (July 2007) (See Section H).

B.9.1 Unburdened Ceiling Daily Rates (CDRs)

(1) The daily labor rates of a task order must not exceed the ceiling daily rates set forth in the table below.

Each CDR for personnel listed below is “unburdened” and must only include salary costs or consulting rates of the individual providing the services.

The CDRs for employees must not include the following:

● Payroll costs (fringe benefits, Federal Insurance Contributions Act (FICA), allowances, differentials, etc.);

● Indirect Costs applicable to labor; and

● Profit or fee, if any.

The CDRs set forth below are fixed for the contract period and are for a productive eight

(8) hours day, and apply to all subcontractors set forth in clause 52.244-2 in Section I. If a new subcontractor is proposed for a specific task order on other than a fixed-price basis, the CDRs set forth below will apply, and the subcontract is subject to consent by the TOCO in accordance with FAR Part 44.

Actual salaries for all personnel will be negotiated under task orders based on classification of positions, skills and experience, labor market rates, and AIDAR

752.7007 Personnel Compensation; and final approval is provided by the TOCO. The ceiling rates presented below do not constitute approval of salary rates above the Contractor Salary Threshold (CST) (see Automated Directives System (ADS) 302).

No.

Labor Category

Groupings Unburdened Ceiling Daily Rate

Year 1 Year 2 Year 3 Year 4 Year 5

Level I II III I II III I II III I II III I II III

1 Program Specialist

Monitoring & Evaluation (M&E) Specialist

Collaborating, Learning, and Adapting (CLA)

4 Technical

Note 1: The Unburdened Ceiling Daily Rates apply to all task order(s) that are awarded under this Contract.

Note 2: The Unburdened Ceiling Daily Rates apply to all labor (the prime Contractor, Third Country Nationals (TCNs), Cooperating Country Nationals (CCNs), and consultant salaries).

CCN and TCN labor are also governed by the local compensation plan limitations as further provided in note 3 below.

Note 3: Locally Hired National Personnel or Other Non-U.S. Expatriate Rates --

Salaries for locally-hired personnel and other non-U.S. expatriates under this Contract must be in accordance with AIDAR 752.7007, and should be based upon a combination of factors including the prevailing compensation paid to personnel performing comparable work in the cooperating countries and consideration of the individuals’ education and work experience.

Unless otherwise authorized by USAID, the compensation for CCN and TCN labor must not exceed the prevailing compensation paid to personnel performing comparable work in the cooperating countries as determined by USAID and must be paid in the currency of the cooperating countries.

Note 4: The Unburdened Ceiling Daily Rates above do not apply to fixed-price task orders.

Note 5: The CDR table is not considered a comprehensive list of expertise expected to be engaged on task orders. If the required expertise is not captured within the listed labor categories, no CDR will apply and rates will be negotiated based on the position requirements and in accordance with the terms and conditions of the IDIQ and task order.

(2) Definition of labor categories:

1. Program Specialist:

The Program Specialist must have knowledge of USAID’s Program Policy & Guidance and possess skill in applying demonstrated strategies, approaches, and tools/instruments. The Program Specialist may lead, facilitate, and/or provide discreet support in relation to Strategy, Project, and Activity design and development. This mainly includes but is not limited to support/services on problem and/or stakeholder analyses, development of a theory of change and the logic models that are commonly used at USAID. Familiarization of USG policies is essential along with effective communication and facilitation skills.

2. Monitoring & Evaluation (M&E) Specialist:

The M&E Specialist must have appropriate technical knowledge and expertise on M&E and social science research methodologies and application. This will range from a variety of Monitoring (e.g., development/management/use of performance indicators and third-party and/or distanced/virtual monitoring), Evaluation (e.g., performance/impact, formative/summative, ex-post, and developmental evaluations), and/or other types of special studies (e.g., assessment and various types of cost-related analyses or other social science research) to determine outcomes and/or impacts throughout the project/program cycle; and will range from the Mission/Strategy, Project, and Activity levels. S/he should also be familiar with global and regional development indicators/indexes, as well as USAID Evaluation Policy, and USAID Monitoring and Evaluation Toolkits. In addition to leading/serving as a member of a monitoring, evaluation, and/or other types of special study team, s/he will provide inputs into design, work plan, and tool/instrument development of his/her responsible contract requirements. S/he may also be required to deliver various types of services related to M&E/research capacity strengthening that covers a broad range of activities for staff of USAID and/or USAID implementing partners (IPs)/stakeholders as well as organizational and/or program/project M&E system strengthening.

3. Collaborating, Learning, and Adapting (CLA) Specialist:

The CLA Specialist must possess competence and understanding of USAID’s CLA requirements and guidance. Tasks may include providing technical support on a broad range of CLA, knowledge management (KM), or organizational capacity building tasks such as creating, capturing, organizing, translating, sharing, and/or applying knowledge to develop, refine, and inform USAID strategies, projects, and activities; developing tools to promote institutional KM and strategic learning; building capacity of USAID and its partners/stakeholders for strategic collaboration, and adapting to new learning and changes in context through effective approaches; assessing, evaluating, and analyzing existing KM and learning plan frameworks; facilitating and/or developing mission-wide CLA plan/frameworks; and providing support to improve integration of learning strategies into the program cycle. The CLA Specialist must be familiar with USAID’s Journey to Self-Reliance (J2SR) Policy and Guidance, local system analysis/local solutions, and internationally-practiced approaches.

4. Illustrative Technical Specialist:

The illustrative Technical Specialist (to be determined at the task order level) provides specific input to support program cycle, M&E, or CLA activities based on the required relevant area of expertise. This includes being well-versed in best practices as well as new approaches to effectively conducting their work. For the purposes of this IDIQ, please only provide proposed rates for an Economics Technical Specialist.

● Economics (including digital economy), Trade and Investment, Energy or Private Sector Engagement

Note: at the task order level, other Technical Specialists may be required but not limited to:

● Democracy, Human Rights, Rule of Law, Peace Building, or Conflict Management & Mitigation

● Agriculture or Food Security

● Environmental or Natural Resource Management

● Education, Training, Curriculum Development

● Social and Behavior Change Communications or Public Relations/Communications

● Vulnerable Populations or Gender & Inclusive Development

Rates for other Technical Specialists will be negotiated at the Task Order level.

(3) Ceiling Daily Rate Levels

Education + Experience Requirements

OR

Experience Requirements (Substitution of Relevant Work Experience in Lieu of a Degree)

Level Academic Degree*

AND minimum Years of Relevant Work Experience**

Years of Relevant Work Experience***

Level III

Ph.D. 8

JD/ABD 10

MS/MA/MB 12

BS/BA 15

Less than

BS/BA

Level II

Ph.D. 3

JD/ABD 5

MS/MA/MB 8

BS/BA 10

Less than

BS/BA

Level I

Ph.D. up to 3 up to 18

JD/ABD up to 5

MS/MA/MB up to 8

BS/BA up to 10

Less than

BS/BA

up to 15

Language fluency, relevant regional experience, and international development experience requirements will be specified in individual task orders.

*Highest degree obtained should be related to work being performed.

** Experience should be related to the work being performed.

***Relevant Work Experience is required for the levels indicated.

B.9.2 Subcontractor Rates

The following provides guidance for various subcontracting arrangements:

(i) The Prime subcontracts with an approved subcontractor from the original IDIQ competition

The unburdened CDR’s for the prime contract apply to the subcontractor.

-OR-

(ii) The Prime contracts with a new subcontractor not yet approved

The unburdened CDR’s for the prime contract apply to the new subcontractor.

-OR-

(iii) Prime subcontracts with a new subcontractor not yet approved and may or may not have a different cost accounting system that only processes fully burdened rates. Further, subcontractor proposes rates that are “above” the prime IDIQ rates.

The Prime may then include in its TO proposal, (i) the fully burdened rate proposed to the Prime by the Subcontractor,(ii) allocation of the Prime’s indirect costs in accordance with established accounting practices, and (iii) a reasonable profit. If the rates proposed to USAID, inclusive of the Prime’s allocable indirect costs and a reasonable profit are above the Prime’s unburdened CDRs , the Prime must disclose the amount of the indirect costs, and the amount of the proposed profit that were added to the Subcontractor’s proposed rates. A reasonable fixed fee will be negotiated by the TOCO for the specific TO. The CDRs of the subcontractor must not exceed the prime’s CDRs in the IDIQ contract.

B.10 LABOR (UNBURDENED CDR) RATE CHANGES

The labor ceiling rates are fixed for all contract years; however, the Contractor may submit a proposal reducing the labor rates and/or indirect rates at any time during the life of this Contract.

The Government will review these proposals and determine if the revised rates are realistic and in the best interests of the Government. If the rates are accepted, the Government will modify the Contract by incorporating the new rates into the Contract.

B.11 INDIRECT COST

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs must be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases for prime contractors and their major subcontractors (each subcontractor whose proposed cost exceeds 20% of the Offeror’s total proposed cost), IAW FAR 42.707

Contractor Fringe Rate %

Overhead Rate %

Overhead Rate%

G&A Rate %

PRIME (Insert Name) Base of Application Source: (insert) Period: (insert)

NOTE: Insert additional indirect rates as needed for all primes. Subcontractor(s) rates will be on file with the Government and available for internal use only.

*Special Note: The indirect cost table above is the current approved indirect cost rates for the prime and major subcontractor(s).

The Contractor will make no change in its established method of classifying or allocating indirect costs that impacts this contract without the prior written approval of the Contracting Officer.

Note: Contractors are allowed to recoup indirect costs (OH, G&A, etc.) as other direct costs if it is part of the contractor’s usual accounting procedures, consistent with FAR Part 31 and the contractor's NICRA.

B.12 REQUIREMENT TO PROVIDE SERVICES

Per FAR 16.504(a)(1), the Contractor shall furnish any additional services ordered by USAID under this contract so long as the cumulative amount of all Task Orders does not exceed the maximum amount in Section B.

[END OF SECTION B]

SECTION C – DESCRIPTION / SPECIFICATIONS/STATEMENT OF WORK

C.1 PURPOSE

The purpose of this contract is to provide support for program-related services to USAID Missions in the Balkans.1

C.2 BACKGROUND

For almost twenty-five years USAID Missions in the Balkans have been engaged in the management of USAID sponsored development assistance to their respective host countries, at times under very challenging circumstances. With the growth in the number of projects and activities being managed by each Mission, there has been a corresponding increase in program-related services that each Mission is required to ensure that project goals and objectives are being met. The resulting management burden of increased projects and activities has outstripped the human resources available at the Missions to effectively perform program-related services. In order to address these constraints, as well as new demands that will arise, certain program-related services have been identified for delivery through external contracting.

1 Program-support services include and are not limited to: assessments and rigorous analyses, gathering baseline data, track results, periodically report on progress, performing evaluations, responding to ad-hoc requests for information, managing recordkeeping, and handling other project development and program office functions.

C.3 TECHNICAL SERVICES TO BE PROVIDED

The goal of this five-year contract is to support teams in USAID Missions in the Balkans in meeting information needs in order to make informed program management decisions, as well as to provide substantive support with qualitative, quantitative, and analytical information to assist in assessing and evaluating the efficacy of projects being implemented to continually improve quality and achieve development objectives. Additionally, this contract will further enable Missions to coordinate, collaborate, and achieve strategic priorities and objectives tailored to each country’s requirements.

C.4 TECHNICAL REQUIREMENTS

C.4.1 Expected task Order Services

Task Orders under this contract may require the following kinds of work:

Technical Sector Support:

The Contractor may be required to provide, on an as needed basis, technical experts in a range of fields, when and where requested, to assist Missions in meeting their overall objectives. In order to accomplish this, the Contractor will maintain a roster of subject matter experts in the areas of USAID Missions’ development objectives. The Contractor will provide Missions with project/activity design assistance or any other related assistance as required via short and long-term technical consultants.

USAID policy often requires that assessments and analyses be conducted in order to explore programming options. The Contractor may provide technical expertise to enable Missions to conduct strategic analyses and assessments, and monitor changes in the development environment, as well as conduct sector-specific and cross-sectoral assessments.

Program Office Support

The Contractor may be required to support Missions in the provision of program office services including but not limited to performance management, evaluation, collaborating, learning and adapting, strengthening of local monitoring, evaluation and learning (MEL) capacity, program information management, development outreach and communications. Contractor technical experts must be familiar with applicable USAID policies.

Performance Management

The Contractor may be required to provide the support to update the Performance Management Plan (PMP), as needed, to align with the current or new Country Development Cooperation Strategy (CDCS); create project logframes and Monitoring and Evaluation (M&E) Plans for Missions; collect baseline data at the Intermediate Results (IR) and Development Objective (DO) levels; and train/advise all USAID Implementing Partners (IPs) to create aligned logframes and M&E Plans for their activities.

Evaluation

The Contractor may be requested by Missions to provide support to implement the USAID evaluation policy. The Contractor may be required to design and manage performance and impact evaluations of individual activities and or/projects, and may also be asked to evaluate against IRs and/or overall development objectives. This would be accomplished through attitudinal surveys, focus groups and other participatory methods applied to beneficiaries, communities and local organizations to evaluate progress using social, economic, political and environmental indicators. Additionally, the Contractor may assist in the development and tracking of a forward-looking evaluation and assessment plan.

Collaborating, Learning and Adapting

The Contractor may be requested to help Missions generate knowledge and learning from projects and activities. The Contractor may also help Missions prepare and/or facilitate learning activities such as portfolio review; stock taking exercises; performance monitoring, evaluation and/or other research analysis; and engagement with stakeholders, IPs and staff.

Strengthening capacity of local MEL providers

The Contractor may be required to provide a broad range of technical services to improve the capacity of local researchers/research entities to provide quality MEL products to Missions and/or other key host country stakeholders. These may include, but are not limited to: support in designing and conducting impact and performance evaluations; a variety of assessments, and performance monitoring systems; training and mentorship in advanced research methods and evaluative reasoning; support with and capacity building in data analysis and in drawing and communicating research and evaluative conclusions and recommendations support with innovative knowledge management and advisory services; support with strengthening other relevant technical and management capacities of local researchers and research entities.

Program Information Management

Provide information management and services that will enable Missions to be more responsive to the many data calls received with accurate and consistent project and program data necessary for reports and briefing materials. This may include services related to data management and reporting, such as aggregating data from multiple partners and projects/activities; coordinating the compilation and validation of data for the Operational Plan (OP)/Performance Plan and Report (PPR) and producing customized information products from monitoring data. Possible activities include tracking of and data collection for compliance with Mission and Agency guidance on performance management (e.g., ADS, policies, Mission Orders); and liaising and communicating with officials and representatives of the host government, other donor organizations, implementing partners, NGOs, and/or other statistical and/or data collection organizations for this purpose.

Data Quality Assessments (DQAs)

While AOR/CORs are responsible for conducting DQAs, the Contractor may be required to provide any required training to Mission staff on this process, and must ensure all DQAs conducted are done in accordance with ADS 203 and best practices. If/when implementing partner offices and data are in locations that USAID staff cannot access, the Contractor may be asked to conduct DQA on behalf of USAID.

Development Information System (DIS)

The Contractor may be required to work on DIS with Missions or IPs to train or submit indicator results and other award data. The work can include all DIS components which focus on key agency business procedures: performance management, budget planning and monitoring, project design and acquisition and assistance planning, portfolio review and reporting.

Outreach Information

The Contractor, in close coordination with USAID, may be required to produce publications focused on activities or projects, such as content drafting support for media coverage. The Contractor may be required to provide creative solutions and guidance on the utilization of social media. Furthermore, the Contractor may be required to support development of communication products such as fact sheets and success stories; compilation of USAID press clips; drafting of press releases, press Q&As, media advisories and other press documents with USAID or Embassy guidance for review and/or approval. The Contractor may provide outreach training for IPs and editing formal documents produced by IPs as requested.

Support Services

The Contractor may be required to provide logistical and administrative support, and facilitation services when needed, for USAID technical team meetings with IPs or other stakeholders for the purposes of planning, donor coordination, monitoring, evaluating, and/or learning.

C.4.2 Expected Standards

All of the work performed under this contract must be:

1) In full compliance with all USAID policies and Automated Directive System (ADS), including but not limited to the following:

● ADS Series 200 and 300;

● USAID’s current Country Development Cooperation Strategy (CDCS) Guidance;

● USAID Evaluation Policy; and

● USAID Forward Guidance on Quality Evaluations.

2) Written in proper English and in plain language (see http://www.plainlanguage.gov/).

Language in all contract products shall be such that non-technical readers can comprehend http://www.plainlanguage.gov/ the information presented, and brief but sufficient background shall be included to allow someone working on similar projects in other countries to benefit from reading the product.

3) Delivered on-time as defined in each Task Order, and in accordance with all criteria outlined in each Task Order.

4) Of high quality and following best practices for the specific type of project undertaken.

For all meetings held by the Contractor with USAID or its partners, the following must apply unless waived in writing by the COR:

1) Any materials to be used for the meeting shall be provided to the COR or designate no less than three days prior to the meeting. This shall include an agenda for the meeting that provides opening comments on why the meeting has been convened, and what is hoped to be gained from the time invested by participants;

2) Any materials to be discussed in a meeting shall be distributed to all participants (directly by the Contractor) at least 48 hours prior to the meeting time;

3) Sufficient copies of any materials to be discussed will be brought to the meeting by the Contractor for all meeting participants; and

4) The Contractor shall provide a summary of decisions, actions, and follow-up requirements to the COR and directly to all meeting participants within 24 hours of the meeting's end.

All final, USAID approved evaluations, assessments, and reports produced by the Contractor must be disseminated as outlined in the Task Order and will be posted by the Contractor to the Development Experience Clearinghouse (DEC) within five days of USAID final approval.

Products shall be posted to the DEC electronically at: http://dec.usaid.gov

C.4.3 Personnel Requirements

The Contractor must provide all necessary logistical support, including travel arrangements (with required USAID clearances), computer support,2 team planning facilitation, and report editing (to meet the standards above) and dissemination for its personnel for each Task Order.

The Contractor must bear primary responsibility for procurement, personnel, reporting, and other management related requirements of the contract.

C.4.4 Key Personnel

Key personnel must be identified in each individual Task Order. The Contractor must have all key personnel in-country within 30 days after award of any task order, unless specified otherwise

2Computer support refers to the Contractor providing computers (laptops), all relevant software, printing ability, central processing (statistical analysis), etc. where needed for all staff working on task orders.

therein.

C.5 GEOGRAPHIC AREAS

Task orders issued under this contract may perform work in USAID Missions in the Balkans, which includes: Albania, Bosnia & Herzegovina, Kosovo, North Macedonia, and Serbia.

C.6 COORDINATION

It is crucial that this project maintain strong and close working relationships with other USG implementers in Client Mission countries depending on where the project will be implemented.

USAID IPs will be required to coordinate with the Contractor at four levels: (1) to provide common results information as per the USAID PMP; (2) to collaborate and facilitate the collection of outcome and impact information—both qualitative and quantitative—which will be collected and analyzed directly by the Contractor; (3) to be trained by the Contractor on the use of the USAID/Client Missions Clearinghouse and to input required data on an on-going basis;

and (4) to facilitate performance and compliance (environmental and branding) monitoring and verification of all USAID-funded activities in Client Mission countries by the Contractor.

Specific coordinating activities, in addition to the above, shall be identified in the individual Task Orders if necessary.

[END OF SECTION C]

SECTION D – BRANDING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

The Offeror shall comply with the requirements of the USAID branding policies available at:

www.usaid.gov/branding and appropriately mark all deliverables and public communications with the USAID brand.

Note: USAID receives “exclusive branding and marking” for the work conducted under all acquisition awards. This means that the foreign assistance delivered is clearly credited to the American people. It also means that competing logos or identities, such as the contractor’s, are excluded unless otherwise indicated in the award (contract).

D.2 BRANDING AND MARKING POLICY

In accordance with provision D.1 above, and where applicable, the Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracting” (version from January 8, 2007) at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy.

D.3 BRANDING AND MARKING PLAN

The Contractor shall submit a branding and marking plan no later than 30 days after award. The plan must be in accordance with ADS 320.3.2. The plan must be submitted to the COR for approval. The plan shall cover all activities under each individual task order.

Anticipated elements of marking plan: products, equipment and inputs delivered; places where program activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by Contractors or other non-USAID employees must include the following disclaimer on the title page: “The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.”

Threats and restrictions to the security of the program need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with

ADS 320.3.2.

USAID’s web page contains the electronic version of the Graphic Standards Manual that is compulsory for all Contractors. Marking under this contract shall comply with the “USAID Graphics Standards Manual” available at http://www.usaid.gov/branding/acquisition.html or any successor branding policy.

[END OF SECTION D]

http://www.usaid.gov/branding/acquisition.html

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract Clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with clause at FAR “52.252-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. See FAR 52.252-2 for an internet address (as specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE (DATE)

52.246-4 Inspection of Services – Fixed price (AUG 1996) 52.246-5 Inspection of Services—Cost reimbursement (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services and other required deliverables or outputs shall take place at:

USAID/Kosovo U.S. Agency for International Development U.S. Embassy, 4 KORRIKU No. 25, Arberia, Pristina, Kosovo 10000 or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3 RESPONSIBLE OFFICIAL

In accordance with the clauses of this contract entitled ―Inspection – Cost – Cost Reimbursement, (FAR 52.246-5) and ―Inspection – Fixed Price, (FAR 52.246-4), inspection of results or other deliverables required by each Task Order issued hereunder must be made by the cognizant TOCOR for that Task Order. Acceptance of goods/services and reports or other deliverables by the cognizant TOCOR for that Task Order must form the basis for payments to the contractor, and will form the basis of the contractor‘s permanent performance record with regard to this contract.

[END OF SECTION E]

SECTION F – DELIVERIES AND PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 ALTERNATE I APR 1984

F.2 PLACE OF PERFORMANCE

The places of performance under this contract are the Balkan Countries (Albania, Bosnia, Kosovo, North Macedonia, and Serbia).

F.3 REPORTING REQUIREMENT

Specific required reports other than those below shall be identified in each individual task order.

Unless otherwise indicated, all reports shall be submitted electronically using Microsoft Word, Excel, or PowerPoint software. All reports shall be written in plain, grammatically correct English. All reports are subject to approval by the COR.

The contractor shall NOT prepare Agency reports such as the Annual Report or Congressional Budget Justification.

F.4 ALL ASSESSMENT AND EVALUATION REPORTS, STUDIES, AND OTHER

WORK PRODUCTS

All products produced by the Contractor and submitted to USAID shall:

Be written in proper American English with correct spelling and grammar Be written in Plain English, as defined at http://www.plainlanguage.gov/ Be submitted on time Be accurate, with all data substantiated

F.5 FINAL CONTRACT COMPLETION REPORT

The Contractor shall prepare and submit one electronic version (as a single Word file) of the Contract Completion Report to the COR which summarizes the accomplishments of this contract, methods of work used, recommendations regarding unfinished work and/or project continuation, and the financial status of the contract. The final Completion Report shall also contain an index of all reports and information products produced under this contract. The report shall be submitted no later than the estimated completion date of this contract. The report shall be limited to thirty pages. Along with the Completion

Report, a CD-ROM depository will be submitted, containing all written documents, reports and presentations. The depository shall be organized in a user-friendly system.

The Contractor shall submit an electronic copy of the final report no later than 30 days past the end-date of the contract to: the COR, the Controller Office and the Contracting Officer; and one copy, in electronic format to http://dec.usaid.gov.

F.6 QUARTERLY FINANCIAL REPORT

The Contractor shall prepare and submit to the COR a Quarterly Financial Report that includes:

Total amount obligated via task orders Total amount paid under each task order Total amount remaining in the IDIQ ceiling The report shall be due the 15th of every month of every quarter (October 15, January 15, April 15, July 15)

F.7 ORDERING PROCEDURES

(a) General

When USAID identifies a requirement which can be met via an order off of this IDIQ, the CO shall issue a Request for Task Order Proposals (RFTOPs). Unless an exception applies, all IDIQ holders will be given a fair opportunity to compete. Contractors must respond to the RFTOP within the number of calendar days stated in the RFTOP. If a RFTOP includes a full Statement of Work, then holders should expect a turnaround time period of 20 calendar days. No separate payment will be made to the contractor for the cost to prepare, submit and /or negotiate a task order proposal. The Contractor must not commence work until a signed task order is issued and the Contractor is authorized to proceed by the CO.

Any proposal shall outline how the Contractor will accomplish the work, including the timeline for completion, and shall include the proposed methodology to be used, for example: an indication of the sampling methods and techniques; the type of participatory data collection methods and tools to be applied; the profile, selection process, and training–including training materials—of the survey team(s) and supervisory survey staff. The methodology shall also http://dec.usaid.gov include a description of quality control processes and the design and elaboration of survey data entry systems. Evaluations will include both performance and impact evaluations.

(b) Fair Opportunity Exceptions

1. The agency's need for the supplies or services is so urgent that providing a fair opportunity would result in unacceptable delays.

2. Only one awardee is capable of providing the supplies or services required at the level of quality required because the supplies or services ordered are unique or highly specialized.

3. The order must be issued on a sole-source basis in the interest of economy and efficiency because it is a logical follow-on to an order already issued under the contract, provided that all awardees were given a fair opportunity to be considered for the original order.

4. It is necessary to place an order to satisfy a minimum guarantee.

5. For orders exceeding the simplified acquisition threshold, a statute expressly authorizes or requires that the purchase be made from a specified source.

6. In accordance with section 1331 of Public Law 111-240 (15 U.S.C. 644(r)), contracting officers may, at their discretion, set aside orders for any of the small business concerns identified in 19.000(a)(3). When setting aside orders for small business concerns, the specific small business program eligibility requirements identified in part 19 apply. Please see Federal Acquisition Regulation 16.505

F.8 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The Contractor shall prepare and submit progress reports as specified in this contract. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the Contractor's performance.

(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the Contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government's ability to monitor the Contractor's progress.

[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 Contracting Officer’s Representative (COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034--Public Voucher for Purchases and Services Other Than Personal. Each voucher must 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

EXPENDITURE

S (Document Number:

XXX-X-XX-XXX

X)

Line Item Description Amt.

Vouchered To Date

Amt. Vouchered This Period

Product/Service Desc. For Line Item 0001 example:

Salary/Wages

$XXXX.XX $XXXX.XX

Product/Service Desc. For Line Item 0002 example:

Travel

$XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

2) The fiscal report must 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 must 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 Mission Director 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…