72016823R00003 Revised Solicitation SEI.pdf

March 24, 2023

Reference: 72016823R00003 – USAID’s Support to Electoral Integrity in BiH Activity Due date and time: May 17 May 10, 2023, 4:00 p.m. CEST (local Sarajevo Time) Questions Due date and time: April 7, 2023; 4:00 p.m. CEST (local Sarajevo Time)

Dear Sir/Madam:

The United States Agency for International Development (USAID), through the Mission in Bosnia and Herzegovina (BiH), contemplates awarding a four-year Cost-Plus-Fixed Fee Completion contract to implement USAID’s Support to Electoral Integrity in BiH Activity. The anticipated award date is September 2023.

USAID anticipates awarding one contract conducted under full and open competition procedures, pursuant to Part 15 of the FAR (48 CFR Chapter 1). USAID encourages offerors to express interest in this solicitation by submitting a proposal in accordance with the instructions set forth in Section L, “Instructions to Offerors.” USAID will evaluate the responsive proposals in accordance with the evaluation factors provided in Section M, “Evaluation Factors for Award” hereunder. USAID encourages the participation of U.S. small businesses (SB) in this activity as prime or subcontractors in accordance with Part 19 of the FAR.

Electronic responses to this RFP are mandatory (See Section L). Please submit your proposals to the email address below by date and time specified above. Receipt time is when the proposal is received by USAID/Washington internet server. The address for the receipt of proposals is oaasarajevoproposals@usaid.gov. Hand delivered proposals (including commercial courier) and facsimile transmission will not be accepted.

This RFP can be viewed and downloaded from the official U.S. government website https://sam.gov.

USAID bears no responsibility for data errors resulting from transmission or conversion processes.

Further be aware that amendments to solicitations are occasionally issued and will be posted on the same website from which you downloaded the solicitation. USAID advises to regularly check the above website for amendments or to create an account for https://sam.gov to save searches, add your entity to an opportunity's Interested Vendors List, and receive automatic updates when the opportunity changes.

This RFP does not obligate the United States Government to award a contract, nor does it commit USAID to pay any cost incurred in preparing and submitting a proposal. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals.

Sincerely yours, Patrick E. Robison Supervisory Contracting Officer

RFP No. 72016823R00003 USAID’s Support to Electoral Integrity in BiH Activity

USAID/BiH

PART I—THE SCHEDULE 3

B - Supplies or Services/Prices 3 C - Description/Specifications 6 D - Packaging and Marking 7 E - Inspection and Acceptance 10 F - Deliveries or Performance 12 G - Contract Administration Data 21 H - Special Contract Requirements 26 I - Contract Clauses 43 J - List of Documents, Exhibits and Other Attachments 48

PART IV – REPRESENTATIONS AND INSTRUCTIONS 49

K - Representations, Certifications, and Other Statements of Offerors 49 L - Instructions, Conditions, and Notices to Bidders 62 M - Evaluation Criteria 85

PART I—THE SCHEDULE

B - Supplies or Services/Prices

B.1 Purpose

The purpose of this contract is to provide technical services that fall within the Statement of Objectives (SOO) referenced in Section C of the solicitation. The overall purpose of USAID’s Support to Electoral Integrity Activity (SEI) is to improve the integrity of elections in Bosnia and Herzegovina (BiH). Interventions will address the deficit of effective and accountable electoral administration at the BiH State and municipal and/or city level and support increased citizen oversight in election processes.

The prospective contract will be for a four-year period with an estimated range between $4 million to $6 million.

B.2 Contract Type

A Cost-Plus-Fixed-Fee Completion Contract is being contemplated. For the consideration set forth in the contract, the contractor must provide the deliverables and results described in Section C and Section F in accordance with the performance standards specified in Section E (to be incorporated at contract award). The contractor must also comply with all other contract requirements.

B.3 Estimated Cost, Ceiling Price, Fixed Fee, and Obligated Amount

a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, is $TBD. The fixed fee, if any, is $TBD. The estimated cost-plus fixed fee, if any, is $TBD.

b) Within the estimated cost-plus fixed fee specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the contractor (and payment of fee, if any) for performance hereunder is $TBD. The contractor cannot exceed the aforesaid obligated amount.

c) Funds obligated hereunder are anticipated to be sufficient through TBD.

B.4 Price Schedule

Item Total Estimate US$

Direct Costs (other than Pod Lupom)

Pod Lupom $750,000

Total Direct Costs

Indirect Costs

Fixed Fee

TOTAL ESTIMATED COST-PLUS FIXED FEE

[USAID will insert the final total estimates of each cost category provided by the contractor in its budget at award; see section J, Attachment J.2 - Budget Template that informs the development of the budget].

The contractor will not bill any amounts against this contract in excess of the amounts specified for each line item as illustrated above.

B.5 Indirect Costs

(a) Pending establishment of revised provisional or final indirect cost rates, USAID will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the contractor’s current executed Forward Pricing Rate Agreement (FPRA):

Description Rate Base Type Period % 1/ 1/ 1/

1/Base of Application:

Type of Rate:

Period:

(b) The contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

B.6 Ceiling on Indirect Cost Rates

(a) Reimbursement for indirect costs will be at the lower of the negotiated final (or predetermined) rates or the following ceiling rates:

Description Rate Base Type Period % 1/ 1/ 1/

1/Base of Application:

Type of Rate:

Period:

(b) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

(c) This understanding will not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs require the prior written approval of the Contracting Officer.

B.7 Cost Reimbursable

(a) The U.S. dollar costs allowable will be limited to reasonable, allocable, and necessary costs determined in accordance with FAR § 52.216-7, “Allowable Cost and Payment,” FAR § 52.216-8, “Fixed Fee,” and FAR § 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

B.8 Payment of Fixed Fee

(a) Pursuant to FAR 52.216-8 and upon receipt of a proper invoice, USAID will pay a portion of the fixed fee in accordance with the following delivery schedule (To be included at the time of award):

Identifier Performance Objective/Deliverable /Output ** Contractor to propose meaningful deliverables

Reference Section

Submission Date Means of Verification

$ Amount

A

B

C

And others as proposed.

(b) Payment of the fixed fee shall be made as specified in the Schedule above; provided that the Contracting Officer withholds a reserve not to exceed 15 percent of the total fixed fee or $100,000, whichever is less, to protect the Government's interest. The Contracting Officer shall release 75 percent of all fee withholds under this contract after receipt of an adequate certified final indirect cost rate proposal covering the year of physical completion of this contract, provided the Contractor has satisfied all other contract terms and conditions, including the submission of the final patent and royalty reports, and is not delinquent in submitting final vouchers on prior years' settlements. The Contracting Officer may release up to 90 percent of the fee withholds under this contract based on the Contractor's past performance related to the submission and settlement of final indirect cost rate proposals.

Nothing in the preceding paragraph precludes the possibility of both parties agreeing to a quick-closeout procedure in accordance with FAR 42.708.

[END OF SECTION B]

https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=f90711f21c4e91b9452956c6ec1909ce&term_occur=1&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.216-8 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=9a2fda2c3c1f1184825c68987b872e00&term_occur=1&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.216-8 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=80fb588108eda34822560ae27fdc9a0d&term_occur=1&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.216-8 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=a78bd960c6114cc1bd364926762fde33&term_occur=1&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.216-8 https://www.law.cornell.edu/definitions/index.php?width=840&height=800&iframe=true&def_id=80fb588108eda34822560ae27fdc9a0d&term_occur=2&term_src=Title%3A48%3AChapter%3A1%3ASubchapter%3AH%3APart%3A52%3ASubpart%3A52.2%3A52.216-8

C - Description/Specifications

[USAID will insert the contractor’s Performance Work Statement (PWS) at award; see SECTION J, ATTACHMENT J.1 - STATEMENT OF OBJECTIVES (SOO) that informs the development of Section C.]

D - Packaging and Marking

D.1 752.7009 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.

D.2 Branding

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.

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. News releases/media alerts must be coordinated with the Contracting Officer’s Representative (COR). All media releases, press conferences and public events should incorporate the USAID identity. Approval by the USAID BiH Development outreach Coordinator (DOC) should be received before using any printed materials which incorporate the USAID identity.

D.3 Branding Strategy

Program Name: USAID’s Support to Electoral Integrity in BiH Activity

Branding: The branding shall incorporate the message that “This assistance is from the American People” sponsored by USAID.

Positioning on materials and communications: USAID policy requires exclusive branding and marking in USAID direct acquisitions. Contractor is required to use USAID identity on any program-related deliverables, commodities or communication to be produced and delivered http://www.usaid.gov/branding under this contract. Contractor and subcontractor’s corporate identities are prohibited on all program materials. Marking is not required on contractor vehicles, offices, and office supplies or other commodities used solely for administration of this contract.

Desired Level of Visibility: USAID identity must be prominently displayed on commodities or equipment; printed, audio, visual or electronic public communications; studies, reports, publications, web sites, and promotional and informational products; events and grants under contracts financed by USAID.

Exceptions: Exceptions and waivers to USAID marking requirements may be granted in accordance with ADS 320.3.2.5, Exceptions to Contract Marking Requirements and ADS

320.3.2.6 waivers to Contract Marking Requirements.

Other organizations to be acknowledged: Where appropriate and applicable, the branding may acknowledge the cooperation and participation of other organizations deemed as partners of an event or deliverable.

All branding must comply with the standardized USAID regulations on branding. All branding for USAID, its partners, and other Unites States Government (USG) and non-USG entities engaged in a specific activity implemented under this Contract, must have equal representation on all public or internal documentation, publications, advertising, presentations, brochures, etc.

The Marking Plan (MP) shall enumerate all of the public communications, commodities, program materials, events, deliverables, and other items that shall be marked with the USAID identity or brand.

The Contractor will adhere to all USAID policy directives and required procedures on branding and marking of USAID-funded programs, projects, activities, public communications, and commodities with the USAID “Standard Graphic Identity” (or “USAID Identity”) as specified in ADS 320 and the Graphic Standards Manual (GSM).

(a) In accordance with ADS 320.3.2.1, the Branding Strategy (BS) is a part of the contract requirements. Offerors are instructed to prepare a Branding Implementation Plan (BIP) and Marking Plan (MP) to implement the Branding Strategy for this program (unless directed otherwise). Offeror shall submit Branding Implementation Plan with proposal and will be incorporated into the contract in Section D. The standard forms for the Branding and Marking are located at: http://www.usaid.gov/branding/. See also attachment J.3 Branding and Marking Template.

(b) Contractors and subcontractors' corporate identities or logos must not be used on USAID-funded program materials. Marking is not permitted on any communications that are strictly administrative, rather than programmatic, in nature. USAID identity is also prohibited on Contractor and recipient communications related to award administration, such as hiring/firing of staff or renting office space and/or equipment.

(c) Each proposal under this RFP shall have a program specific BIP and MP. The contractor shall develop a detailed Branding Implementation Plan and Marking Plan. The Marking Plan may include requests for exceptions to marking requirements or programmatic reasons, to be approved by the Contracting Officer. Waivers, as defined by ADS 320, may be necessary for http://www.usaid.gov/branding/ compelling political, safety or security concerns or if the marking shall have an adverse effect in the host country. Marking and attribution for physical structures may need to be visible as soon as work commences. If grants are authorized in the Contract, the Contractor shall clearly and conspicuously state in the small grants documentation, and all delivered procurement that resources for the grant have been donated by USAID and make clear that the Contractor is acting as USAID's agent.

The Contracting Officer will consider the Marking Plan's adequacy and reasonableness and will approve or disapprove any exemption requests. The Marking Plan will be reviewed to ensure the above information is adequately included and consistent with the stated objectives of the award, the offeror’s cost data submissions, and the performance plan.

g. If the Offeror receives an award, the Marking Plan, including any approved exemptions, will be included in and made part of the Contract, and will apply for the term of the award unless provided otherwise.

[END OF SECTION D]

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 the clause at FAR “52.252.-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

Clause Number Clause Title and Date 52.246-5 Inspection of Services - Cost-Reimbursement. (APR 1984)

E.2. Inspection and Acceptance

(a) USAID inspection and acceptance of services, reports, and other required deliverables or outputs will take place at the below location:

Democracy Office, USAID/Bosnia and Herzegovina Robert Frasure Street #1, 71000 Sarajevo, Bosnia and Herzegovina

(b) USAID reserves the right to inspect and accept any services, reports, and other required deliverables or outputs where the services are performed and where reports and deliverables or outputs are produced or submitted. The Contracting Officer has delegated authority to inspect and accept all services, reports, and required deliverables or outputs to the Contracting Officer’s Representative (COR) listed in Section G below.

E3. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The progress, success, and impact of the contractor’s performance under this contract will be monitored and evaluated as a part of the overall activity results. The QASP is a management process with the intent of encouraging maximum performance, efficiency, and cost effectiveness by the contractor and can be modified at any time by the Government.

The QASP will be used as a government monitoring process to enforce the inspection and acceptance clauses of the contract. The QASP may require modification and/or updates after selection for award to reflect the contractor’s known strengths and weaknesses. The QASP is a “living” monitoring process that should be discussed, reviewed, and updated regularly but no less than on an annual basis. It is based on the premise that the contractor, not the Government, is responsible for managing and ensuring that quality controls meet the terms of the contract.

The Government reserves the right to modify performance standards and/or metrics during the life of this contract, in order to ensure that the right outcomes are being assessed and that the performance standards are appropriate. It is the Contractor’s responsibility to follow up with the COR to ensure the QASP monitoring process is implemented and updated.

[END OF SECTION E]

http://acquisition.gov/far/index.html

F - Deliveries or 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 http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause. The full text of AIDAR clauses may be accessed electronically at http://www.usaid.gov/ads/policy/300/aidar (AIDAR)

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

Clause Number Clause Title 52.242-15 Stop-Work Order. (AUG 1989) - Alternate I (APR 1984)

AGENCY FOR INTERNATIONAL DEVELOPMENT ACQUISITION REGULATION

(48 CFR Chapter 7)

Clause Number Clause Title 752.242-70 Periodic progress reports. (OCT 2007)

F.2 Period of Performance

The period of performance for this contract is four years from the effective date of the Contracting Officer’s signature on the cover page until [TBD].

F.3 Place of Performance

The place of performance under this contract is Bosnia and Herzegovina.

F.4 Performance Standards

USAID will evaluate the contractor’s performance in accordance with FAR § 42.15, corresponding USAID procedures, and the contractor’s adherence to the annual work plan, reporting against its Monitoring, Evaluation, and Learning Plan (MEL) (Attachment J.4), quality of reports described in Section F below, as well as the Contractor’s QASP. USAID will evaluate the contractor’s performance during the initial, intermediate, and final periods of the contract in accordance with the Contractor Performance Assessment Reporting System (CPARS). The Contracting Officer and the COR will jointly conduct the evaluation of the contractor’s overall performance. This evaluation will form the basis of the contractor’s permanent performance record under this contract.

F.5 Key Personnel

(a) The key personnel who the contractor must furnish for the performance of this contract are as follows (To be included at the time of award):

http://acquisition.gov/far/index.html http://www.usaid.gov/ads/policy/300/aidar

No. Key Personnel Position

TBD TBD

TBD TBD

TBD TBD

(b) The key personnel identified above are considered essential to the work being performed under this contract. The contractor must remain responsible for providing such key personnel for full-time performance for the term of this contract unless otherwise agreed to by the Contracting Officer.

(c) The failure to provide the key personnel designated above may be considered nonperformance unless such failure is beyond the control, and through no fault or negligence, of the contractor.

(d) The contractor must immediately notify the Contracting Officer and the COR of any key personnel’s departure and the reasons thereof.

(e) The contractor must take steps to immediately rectify this situation and will propose a substitute candidate for each vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program.

The contractor must not replace any of the key personnel without the written consent of the Contracting Officer whether provided in advance or by ratification.

F.6 Authorized Workday/Week

(a) Overseas Employees - The work week for the Contractor's overseas employees must not be less than 40 hours and must be scheduled to coincide with the work week for those employees of the USAID Mission and the Cooperating Country associated with the work of this contract.

(b) A six-day work week may be authorized for short term personnel while in Bosnia with no premium pay if approved by the COR.

F.7 Reports and Deliverables

In addition to providing the services described in Section C, and requirements as set forth in AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit reports, deliverables or outputs to the COR as further described below.

All written documentation (correspondence, reports, information sheets, updates) submitted to USAID must be written in professional-level English. Reports must be submitted electronically unless otherwise agreed or directed by USAID. In addition to the reports outlined below and elsewhere in this contract, the fluid nature of the planned activity may require the contractor to respond quickly to information requests, often with little preparation time.

F.7.1 Web-based Geographic Information System (GIS)

The Contractor must submit the MEL Plan and Quarterly/Annual Reports with accompanying data on performance indicators to the COR through USAID/BiH’s web-based performance management/geographic information system.

On a quarterly basis the Contractor must also submit to the COR, through the web-based performance management/geographic information system, data identifying the approximate distribution of Activity spending by main work types and key issues. Activity spending must be based on the last three vouchers approved. The main work types are Small Grants; Property, Plants, Equipment, and Technical Assistance.

Reported data on both performance indicators and Activity spending must be geographically distributed whenever possible. During the MEL plan preparation phase, it will be decided on which geographical level(s) each performance indicator will be reported. Reported data on Activity spending per main work type must be geographically distributed by location point for Small Grants, Property, Plants, and Equipment and by geographic level (State, Entity, Canton, and municipality/city) for Technical Assistance.

All data and deliverables submitted through the web-based performance management/geographic information system will be confirmed by Activity CORs. The Contractor is responsible for delivery of draft reports, schedules, plans, and other documents described below.

F.7.2 Reporting and Delivery Schedule

(a) The contractor must comply with the below schedule for the submission of each report listed below.

No. Reporting Requirement Submission Date

1. Mobilization Plan 15 days after contract signing

2. Annual Work Plan Within 90 calendar days after the start date of the contract, and subsequent annual work plans are due no later than 30 days before the beginning of succeeding contract years.

3. Final Monitoring, Evaluation, and Learning (MEL) Plan

Within 90 calendar days after the start date of the contract.

4. Quarterly Accrual Reports (based on USG FY quarters)

10 calendar days before the end of the quarter.

5. Quarterly Performance Reports Within 30 15 calendar days after the end of the quarter.

6. Quarterly Financial Reports Within 15 calendar days after the end of the quarter.

7. Annual Summary Reports Within 30 calendar days after the end of the fiscal year.

8. Demobilization Plan Four months prior to the completion date of the contract

9. Completion Report 60 calendar days prior to the end date of the contract.

10. Grants Manual Within 90 calendar days from the date of contract award.

11. Special Reporting On a monthly basis and ad hoc reports - 5 days upon submission of the Ad hoc request by

USAID

11 Government Property Reporting Within 30 days after the end of each contract year.

(b) The contractor must comply with the schedule for the submission of each Section C deliverable provided in the table below. (To be included at the time of award)

Component no. Deliverable description Due date Subject to approval or concurrence by:

1. TBD

2 TBD

F.7.3 Mobilization Plan

A mobilization plan should include details of timing, manner and schedule related to personnel hiring and subcontractor mobilization (if applicable), administration management including but not limited to office space, ensuring equipment availability; registration process including but not limited to the identification of regulatory and tax requirements and constraints with projected timelines on completion of the registration and fulfillment of start-up legal and tax obligations.

Mobilization plan is due within 15 days after signing of the contract.

F.7.4 Annual Work Plans

Within 90 calendar days from the start date of the contract, the Contractor must provide to USAID for review and approval a draft work plan for the first year’s activities, schedules and targets. USAID will provide approval to the Contractor of the work plan for the first year’s activities, schedules and targets. This work plan must include a description of the principal tasks and assistance activities to be undertaken by the Contractor over the first year of the contract, a proposed schedule of such activities, a listing of principal counterpart for each proposed activity, and a description and estimate of amounts of short-term expertise, training and other support resources that would be required to provide the assistance proposed.

The work plan must also include a description of what each assistance activity or combination of activities is expected to accomplish and its baseline data and will indicate how and to what extent those accomplishments will contribute to the achievement of overall targets and benchmarks for the project.

Subsequent annual work plans will be updated annually, due no later than 30 days before the beginning of the succeeding year. Unexpected and unforeseen windows of opportunity must be incorporated on a periodic basis. The final work plan is due 10 days after receiving comments.

F.7.5 Monitoring, Evaluation, and Learning (MEL) Plan

Within 30 days of award, the Contractor must submit a draft of Activity logframe and Performance Indicator Summary Sheet for the COR and Mission MEL advisor review. The purpose of this step is to have all parties agree on the results and targets to be achieved and their corresponding indicators before the Contractor starts drafting a full Activity Monitoring, Evaluation, and Learning Plan (MEL) Plan (Attachment J.4).

As a part of the initial work plan, the Contractor must provide to USAID for review and approval a draft MEL Plan that allows for measuring implementation progress against performance indicators and related targets and benchmarks. The MEL Plan must clearly correspond to the award and work plan and must include indicators for the overall performance period as well as for each year. Appropriate consideration/indicators for youth, gender and environment are required. The Contractor must develop performance indicators; collect necessary baseline and annual follow-up data, and numerical targets to measure the results for each activity component and to assess the impact of proposed interventions. The Contractor must produce a Performance Indicator Sheet (PIRS) for each indicator, which will identify the data sources and collection methods.

The Contractor must report on results achieved and corresponding indicators using Activity Indicator Performance Tracking Table (Annex IV in Attachment J.4 MEL Plan Template) in quarterly/annual reports.

F.7.6 Quarterly Accrual Reports

Quarterly accrual reports will be submitted to USAID that will provide contractual information pertaining to the following information:

• Total Estimated Cost remaining in the contract;

• Unliquidated balance in the contract;

• Accrual amount;

• Estimated Pipeline amount

F.7.7 Quarterly Performance Reports

The Quarterly performance reports must be submitted no later than the thirtieth (30th) day after the completion of each quarter. This means that these reports are due within 30 days after December 31, March 31, and June 30. Quarterly performance reports must present progress on all activities and must include the following information at a minimum:

– Outline of activity purpose and approach;

– Description of significant events during the reporting period;

– Status of each of activities and tasks as defined in the Work Plan;

– Status of overall activity progress per impact indicators as defined in the Work Plan and the

MEL plan;

– Achieved outputs compared to planned outputs;

– Achieved outcome objective(s) compared to planned outcome objective(s), or progress towards achieving the outcome objective(s), and an assessment of the likelihood of achieving the planned outcome objectives;

– An assessment of risk factors that may affect achievement of planned objectives;

– An assessment of possible adjustments in activity implementation, including risk management;

– List of reports/deliverables completed in the reporting period;

– Performance problems during the reporting period;

– Status of budget expenditures;

– List of major activities planned for next quarter including indicators and associated targets;

– Any relevant information that has affected or will affect activity progress.

F.7.8 Quarterly Financial Report

Quarterly financial reports will be submitted to USAID. They should be disaggregated by element level and contain, at a minimum:

• Total funds awarded to date by USAID into the contract;

• Total funds previously reported as expended by contractor by main line items;

• Total funds expended in the current quarter by the contractor by main line items;

• Total unliquidated obligations by main line items;

• List of the significant expenses incurred during the period;

• Projected expenditures for next quarter;

• Estimate to Complete Contract;

The contractor is solely responsible for not exceeding obligated amounts and is reminded of the required notification to the CO as to the percentage of funds expended against the total obligated and available amount as set forth in FAR § 52.232-22 “Limitation of Funds.”

F.7.9 Annual Progress Report

The Annual Program reports will be submitted no later than October 31 of the corresponding fiscal year. The contractor will prepare and submit to the USAID COR an annual report after the end of the first full activity year and annually thereafter (unless a different annual schedule is provided by USAID), for each authorized year of performance. Annual reports will summarize activities and results during the year in relation to the approved Work Plan and will be based on the USAID fiscal year, which runs from October 1-September 30.

F.7.10 Special Reporting

During the performance of this activity, some special reporting may be required from the Contractor such as a brief paragraph on note-worthy activities and events, success stories etc.

Photo caption and credit must be included with the success stories/events.

F.7.11 Completion Report

Sixty (60) calendar days before the end date of the contract, the Contractor must prepare a completion report which highlights accomplishments against the work plan, gives the final status of benchmarks and tangible results, addresses lessons learned during the implementation and suggests ways to resolve constraints identified. A final MELP will be part of the final report.

F.7.12 Demobilization Plan

Four months prior to the completion date of the contract, the Contractor must submit a Demobilization Plan to the COR. The Demobilization Plan must include at a minimum, an illustrative Property Disposition Plan; a plan for the phase out of in-country operations; a delivery schedule for all reports and other deliverables required under the contract; and a timeline for completing all required actions in the Demobilization Plan to the cognizant Contracting Officer. Both the illustrative and final Property Disposition Plans must address all requirements under U.S. and Bosnia and Herzegovina’s law for the transfer of property and must include the inventory schedule required by FAR 52.245-1, a plan for the disposition of property to eligible parties and a timeline for disposition of such property. The Demobilization Plan must be approved in writing by the Contracting Officer.

F.7.13 Grants Manual

The Contractor must follow ADS 302 and ADS 303 in all respect and all relevant rules and regulation and is required to submit a Grants Management Manual for the COR’s review and CO review and approval. Contractor may proceed with the award of grants upon receipt of notice to proceed from the USAID CO.

F.7.14 Regular Meetings

Regular meetings between the Contractor’s key personnel and the USAID COR must occur at least once every two weeks.

F.7.15 752.245-70 Government Property—USAID Reporting Requirements (OCT 2017)

(a) (1) The term Government-furnished property, wherever it appears in the following clause, shall mean (i) non-expendable personal property owned by or leased to the U.S. Government and furnished to the contractor, and (ii) personal property furnished either prior to or during the performance of this contract by any U.S. Government accountable officer to the contractor for use in connection with performance of this contract and identified by such officer as accountable.

All mobile Information Technology (IT) equipment, including but not limited to, mobile phones (e.g. smartphones), laptops, tablets, and encrypted devices provided as government furnished property, title to which vests in the U.S. Government, are considered accountable personal property.

(2) The term Government property, wherever it appears in the following clause, shall mean Government-furnished property, Contractor acquired mobile IT equipment and non-expendable personal property title to which vests in the U.S. Government under this contract.

(3) Non-expendable personal property, for purposes of this contract, is defined as personal property that is complete in itself, does not lose its identity or become a component part of another article when put into use; is durable, with an expected service life of two years or more;

and that has a unit cost of more than $500.

(b) Reporting Requirement: to be inserted following the text of the (48 CFR) FAR clause.

Reporting Requirements: The contractor will submit an annual report on all nonexpendable property in a form and manner acceptable to USAID substantially as follows:

ANNUAL REPORT OF GOVERNMENT PROPERTY IN CONTRACTOR'S CUSTODY

[Name of contractor as of (end of contract year), 20XX]

Motor Vehicles Furniture and Furnishings Other Government

Office Living Quarters

A. Value of property as of last report

B. Transactions during this reporting period

1.Acquisitions (add):

a. Contractor acquired property*

b. Government furnished*

c. Transferred from others, without reimbursement*

2. Disposals (deduct):

a. Returned to USAID

b. Transferred to USAID – contractor purchased

c. Transferred to other Government agencies

d. Other Disposals

C. Value of property as of reporting date

D. Estimated average age of contractor held property

Years Years Years Years

*Non-expendable property and all mobile IT equipment.

*Government furnished property listed in this Contract as nonexpendable or accountable, including all mobile IT equipment.

*Explain if transactions were not processed through or otherwise authorized by

USAID.

Property Inventory Verifications

I attest that (1) physical inventories of Government property are taken not less frequently than annually; (2) the accountability records maintained for Government property in our possession are in agreement with such inventories; and (3) the total of the detailed accountability records maintained agrees with the property value shown opposite line C above, and the estimated average age of each category of property is as cited opposite line D above.

Authorized Signature Name Title Date

F.7.16 Short-Term Consultants Reports

Upon completion of the services of all short‐term consultants, the Contractor shall submit a report to the COR summarizing the activities, accomplishments, and recommendations of the consultant. This can be either in written or verbal form, which will be determined by the COR.

F.8 Evaluation

Consistent with the USAID Evaluation Policy, USAID/BiH may conduct independent evaluations of this activity. An evaluation design will be completed in consultation with the Contractor to ensure alignment with the activity work plan and locations. The Contractor must coordinate with the evaluation team to facilitate the evaluation.

F.9 Audit

The Contractor will be subject to audit standards and procedures based on USAID regulations and GAAP.

[END OF SECTION F]

http://www.usaid.gov/evaluation/policy

G - Contract Administration Data

G.1 Administrative Contracting Office

(a) The Contracting Officer(s) in the Office of Acquisition and Assistance (OAA) at USAID/Bosnia and Herzegovina, physically located at the address found on the cover page of this contract, have the authority to administer this contract.

(b) The contractor will submit any questions concerning the administration of this contract to the Office of Acquisition and Assistance at USAID/Bosnia and Herzegovina. Technical questions will be submitted to the COR.

(c) It is the contractor’s sole responsibility to inform the Contracting Officer of any requests that will affect any and all sections of the contract.

G.2 Contracting Officer’s Authority

(a) The Contracting Officer 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, the said authority remains solely in the Contracting Officer. In the event the contractor makes any changes at the direction of any person other than the Contracting Officer, the change must be considered to have been made without authority and no adjustment must be made in the contract terms and conditions, including price.

G.3 Contracting Officer’s Representative

(a) The Contracting Officer’s designated representative (COR) for this contract is TBD.

(b) The COR will be appointed by a separate letter. The Contracting Officer will provide a copy of the COR designation letter to the contractor after award.

G.4 Technical Direction/Limitations of Contracting Officer’s Representative

(a) Technical Direction 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 C.

(b) The Contracting Officer, by separate designation letter, authorizes the COR 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:

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

(2) 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.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents must be signed as “Contracting Officer’s Representative” with a copy furnished to the Contracting Officer.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) 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.

(6) Complete Contractor Performance Reports annually.

(7) Obtain necessary security clearance and appropriate identification if access to Government facilities is required.

(8) If to be provided, ensure that Government furnished property is available when required.

(9) Review and approve statements of work for individuals proposed to provide short-term technical assistance.

(10) Review and approve statements of work for subcontracts of technical nature.

LIMITATIONS: The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of LOE. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules must be made only by the Contracting Officer.

In the separately-issued COR designation letter, the CO designates an alternate COR to act in the absence of the designated COR, in accordance with the terms of the letter.

(c) Contractual Problems: Contractual problems of any nature that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e.

Federal Acquisition Regulation and Agency for International Development Acquisition Regulation). The Contractor and the COR must bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor affects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

(d) In case of a conflict between this contract and the COR designation letter, the contract prevails.

G.5 Acceptance and Approval

The COR must accept and approve all deliverables before receipt of final payment.

G.6 Paying Office

The Regional Financial Management Center (RFMC) located in USAID/Bosnia and Herzegovina will serve as the paying office for this contract.

G.7 752.7003 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 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 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 contract entitled "Audit and Records - Negotiation".

G.8 Invoicing Instructions

1) Paper Invoice Submission:

The contractor will submit one (1) original of each invoice on an SF-1034, Public Voucher for Purchases and Services Other Than Personal, to the Regional Financial Management Center (RFMC) and one (1) copy of the voucher and the invoice to the COR at USAID/Bosnia and Herzegovina:

Regional Controller Regional Financial Management Center USAID/Bosnia and Herzegovina

Robert Frasure Street #1 71000 Sarajevo Bosnia and Herzegovina

And

Democracy Office USAID/Bosnia and Herzegovina Robert…