ATTACHMENT_J.1_TASK_ORDER_1.pdf

RFP #72026818R00001

USAID/Lebanon Attachment J.1

ATTACHMENT J.1 TASK ORDER 1

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this Task Order is to provide services described in the Performance Work Statement specified in Section C to implement the Management Task Order No.1 for the Community Support Program.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) type, completion form Task Order. For the consideration set forth in the contract, the Contractor must provide the results, deliverables and outputs as described in Section C and Section F and in accordance with the performance standards specified in Section F.

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

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

b) Within the estimated cost plus fixed fee (if any) 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 must not exceed the aforesaid obligated amount nor will the U.S. Government (USG) be responsible for costs incurred should the Contractor do so.

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

B.4 BUDGET SCHEDULE

Description Total ($) Activity Costs Total Estimated Cost Fixed-Fee Total Estimated Cost Plus Fixed Fee

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

[The successful Offeror’s proposed Performance Work Statement (PWS) in response to the Statement of Objectives included in Attachment J.2 will become Section C in the resultant contract followed by the sections below. Instructions are found in Section L.]

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 BRANDING IMPLEMENTATION PLAN AND MARKING PLAN

The Contractor must follow the approved Branding Implementation and Marking Plan submitted on [date TBD] and incorporated into this Task Order as Attachment [TBD].

[END OF SECTION D]

SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs will take place at the principal place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The TOCOR is delegated the authority to inspect and accept all services, reports and required deliverables or outputs.

The TOCOR will be assisted by a separate quality assurance mechanism for monitoring the quality of infrastructure and equipment installation. This includes but will not be limited to reviewing of engineering designs and reports and provision of recommendations for TOCOR approval; conducting field oversight and provision of recommendations for TOCOR approval of executed activities; advising TOCOR on variation orders and technical disputes; reviewing executed quantities and recommendation for TOCOR invoice approvals; and representation of TOCOR in technical construction meetings.

In addition, USAID inspection and acceptance of services, reports and other required deliverables or outputs will be performed in accordance with SECTION E of the IDIQ Contract.

E.2 PERFORMANCE MONITORING, EVALUATION AND LEARNING PLAN

The successful Offeror’s proposed Performance Monitoring, Evaluation and Learning Plan (PMEL) in response to the Solicitation for the CSP IDIQ will be incorporated in this section after award.

The PMEL plan will reflect all technical Task Orders issued under the CSP IDIQ contract. The PMEL plan is intended to be a “living” document that will be reviewed and updated on an annual basis. All revisions will be subject to USAID TOCOR approval.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 PERFORMANCE PERIOD

The period of performance for this Task Order is five years from the date of award.

F.2 PLACE OF PERFORMANCE

The place of contract performance is Lebanon, primarily in North, Bekaa, and South Lebanon regions. In addition to the main office for CSP, the contractor for this Management TO may consider, as needed, area offices close to the supported community development activities within Lebanon.

F.3 REPORTING REQUIREMENTS

The contractor will submit reports, deliverables or outputs as further described below to the TOCOR. All reports under this TO will be submitted at the times indicated below. The contractor will, however, promptly notify the TOCOR of any problems, delays or adverse conditions which materially impair the contractor’s ability to meet the requirements of the contract. All reports will be reviewed and approved by the TOCOR. Regardless of the contract start date all reporting will be adjusted to the USG fiscal year calendar, unless otherwise specified. The reports and deliverables include but are not limited to the following:

a. Management Plan: The contractor will submit a final Management Plan for TOCOR approval within 30 calendar days after the start date of the TO. The Management Plan will include a specific section outlining construction implementation and quality control.

b. Annual Work Plan: The first year work plan covering anticipated first year activities is due within 30 calendar days after the start date of the TO and will be presented to the TOCOR for approval. The work plan will be reviewed annually (or as mutually agreed between the contractor and USAID) based upon program implementation needs. Any changes proposed by the contractor will be approved by the TOCOR. Draft work plans for each subsequent work year of the TO will be delivered to the TOCOR for approval 30 calendar days prior to end of the USG fiscal year, and will be finalized no later than 30 calendar days after end of the USG fiscal year. The work plan for this Management TO will incorporate a summary description of all other technical TOs operating under the CSP IDIQ. Annual Work Plans must be accompanied with the detailed annual budgets.

c. Weekly, Quarterly, Annual, and Final Reports: The contractor will be responsible for reporting activities implemented under this current Management TO and all other TOs under the CSP IDIQ contract. Reporting will be at the overall CSP IDIQ level including disaggregation by IDIQ Components One, Two, and Three; and at the TO level also disaggregated by IDIQ Components One, Two, and Three. The contractor can propose alternative forms of reporting they consider appropriate.

Weekly Reports: The contractor will submit to the TOCOR a very brief weekly report at the end of each working week summarizing tasks conducted during that week.

Annual Reports: The contractor will submit to the TOCOR annual reports on the status of project implementation that track progress against the work plans within 30 calendar days after the anniversary date of the contract. The contractor must submit subsequent annual reports within 30 calendar days after the end of the USG fiscal year.

Quarterly Reports: The contractor will submit to the TOCOR quarterly reports within 30 calendar days after the end of each USG fiscal quarter, with the first such report due four months after TO signing. The fourth quarterly report will be part of the annual report of the specified year.

The Annual and Quarterly reports are subject to TOCOR approval and will include but will not be restricted to the following information:

Description and analysis of all activities conducted during the reporting period;

Training databased including the training courses conducted, the training objectives, a description of training materials developed, along with the number and gender of participants, and the organization that they represent and participant positions if noteworthy. The contractor will comply with USAID TRAINET (See ADS Chapter 253);

A summary compilation of community development activities implemented under the Technical TOs issued under the CSP IDIQ.

Brief summary of any assessments or analytical studies conducted during the reporting period;

Nature and amount of direct procurements (sub-grants, sub-contracts) made to project activities;

The contractor’s assessment of the current status of progress under the technical TOs including analysis of lessons learned and recommendations for any corrections to the project design;

Challenges and delays faced by the CSP project under all its technical TOs, and mitigation measures taken;

Progress made in achieving overall Performance Results and Indicators under the main PMEL plan that incorporates compilation of data, outputs and results achieved under all the CSP project TOs;

Financial reports tracking expenditures throughout the entire CSP IDIQ (as detailed below);

Vetting procedures and reports;

Environmental compliance monitoring and mitigation summary report in accordance with the developed activity ERAC/EMMP under the technical TOs;

Success and impact stories, if any.

Any relevant data base related to the overall sector such as other Government of

Lebanon and donors interventions, and any other relevant information.

Final report: The Final report is due 60 calendar days after the TO completion date. This report will summarize the annual reports information compiling cumulative results disaggregated as mentioned above by CSP Components and IDIQ TOs. The report will reflect the Performance Monitoring, Evaluation, and Learning process throughout the IDIQ implementation life. It will include but will not be limited to the following information:

1. Successful methodologies employed during the life of project that produced desired results;

2. Major results and achievements with emphasis on impact that goes beyond mere discussion of specific tasks’ completion;

3. Achievements against targets for all indicators;

4. General lessons learned in relation to the full program and recommendations for future programming;

5. Success and impact stories.

d. Activity Completion Statement: Upon each single community activity completion, the contractor will submit a statement outlining completion of the CSP activities including all factors that confirm community acceptance and ownership. The completion of activities will be inspected and accepted by the TOCOR.

e. Performance Monitoring, Evaluation, and Learning (PMEL) Plan: The PMEL may require revision after selection for award. A finalized PMEL plan will be submitted for TOCOR approval within 30 calendar days of the TO award date. The contractor and USAID will agree upon the final choice of performance standards useful for timely management decisions and credibly reflecting the actual performance of the project. The plan may be updated on an annual basis. The contractor will report on the PMEL performance measures on a semi-annual basis in the Quarterly reports.

f. Communication and Outreach Plan: Within 90 calendar days of TO award, the contractor will provide the TOCOR with the contractor’s approach towards promoting CSP impact and achievements to a wide local and foreign audience as elaborated under Section H.6 of the CSP

IDIQ.

g. Gender Analysis: The contractor will submit, within 90 calendar days after the start date of the TO, a Gender Analysis inclusive of a gender integration plan to be reflected in the work plan of the CSP IDIQ technical TOs.

h. Quarterly Accruals Reports: Two weeks before the end of each quarter (i.e., mid-December, mid-March, mid-June and mid-September) the contractor will submit to the TOCOR a spreadsheet showing cumulative disbursements and estimated (undisbursed) accruals. The accruals report will include accruals for the Management TO as well as overall accruals for the entire CSP IDIQ covering all other active TOs.

i. Invoices and Quarterly Financial Reports: Invoices will be submitted on a monthly basis and will contain detailed information on program expenditures sufficient to allow for tracking expenditures against the budget and against performance, and to evaluate cost management and cost control. Invoices will be consistent with AIDAR 752.7003 documentation for payment, requirements.

Quarterly financial reports will contain a summary of expenditures by budget line and will show expenditures in the last quarter, cumulative expenditures to date, available funding for the remainder of the program, any variances from planned expenditures, and accrued expenditures. Quarterly financial reports are due within 30 calendar days after the end of each calendar quarter and will be submitted to the TOCOR within the quarterly report.

Invoices and financial reports will compile financial information for the entire CSP IQIQ disaggregated by Components One, Two, and Three and by TOs.

j. Staffing Plan: The contractor will submit a staffing plan for the Management TO within 30 calendar days of TO award to be approved by the TOCOR.

k. Grants Manual: If the contractor proposes grants opportunities to U.S. and/or non-U.S. Non-

Governmental Organizations in the Technical TO, the contractor will submit, within 45 calendar days after the start date of this Management TO, a Grants Manual to be approved by the Contracting Officer. All grants will be made in accordance with USAID requirements for grants to NGOs, see Section H.1 under CSP IDIQ contract.

l. Designs and Specifications Report: The contractor will submit to USAID final construction designs and specifications for every infrastructure activity including feasibility studies and any other relevant technical documents.

m. Security Plan: A security plan must be provided to the TOCOR within 60 days of contract award detailing the Contractor’s approach to security for their personnel and facilities that responsibly balances the risks proposed in areas covered. The Security Plan must at a minimum contain the Contractor’s processes and vision of what will be necessary to secure the contractor staff in the performance of this project.

F.4 FIXED FEE SCHEDULE

Deliverables Delivery Schedule Format Fixed Fee Amount

Approved by

CO/TOCOR

TBD TBD TBD TBD TBD

The fee for a deliverable cannot be vouchered nor paid to the contractor until the deliverable has been inspected and accepted by USAID as governed by FAR Part 46 and FAR 52.46-5. Each deliverable is considered one method for USAID to inspect the corresponding supplied service however nothing in this section prohibits USAID from inspecting the services provided using other methods.

F.5 KEY PERSONNEL

(a) The key personnel proposed are considered essential to the work being performed. Unless otherwise agreed by the Contracting Officer. The contractor will be responsible for providing such personnel for performance of this Task Order.

TITLE

TBD (to be proposed by offeror)

(b) Prior to replacing any of the specified individuals, the contractor must immediately notify both the Contracting Officer and USAID Task Order Contracting Officer Representative (TOCOR) reasonably in advance and must submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the project. No replacement of key personnel will be made by the contractor without the written consent of the Contracting Officer.

The personnel specified above are considered to be essential to the work being performed hereunder.

F.6 PERFORMANCE STANDARDS

Evaluation of the contractor's overall performance will be conducted on an annual basis jointly by the TOCOR and the CO, and will form the basis of the contractor's permanent performance record with regard to this the overall IDIQ TOs including this Management TO. The following general performance standards will form the basis of the evaluation for the Contractor Performance Assessment Report (CPAR):

F.4.1 Quality of Product and Service

F.4.2 Schedule

F.4.3. Cost Control

F.4.4. Management

F.4.5 Regulatory Compliance

The TOCOR and the CO will also evaluate on an annual basis the contractor’s adherence to the performance standards included in the PMEL Plan included in Section E.2 above.

SECTION G – TASK ORDER ADMINISTRATION DATA

G.1 CONTRACTING OFFICER'S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in the requirements of the Contract and not withstanding 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 will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

G.2 ADMINISTRATIVE CONTRACTING OFFICE

The Administrative Contracting Office is:

Office of Acquisition and Assistance (OAA) USAID Lebanon United States Embassy Beirut El Metn, Lebanon

G.3 TASK ORDER CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Task Order Contracting Officer’s Representative will be appointed by the Contracting Officer prior to the time of award and designated here.

G.4 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) (CPFF)

(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 Description Vouchered To Date Vouchered This Period Total 0001 Product/Service 0001 $XXXX.XX $XXXX.XX $XXXX.XX 0002 Product/Service 0002 $XXXX.XX $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.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(a) Technical Directions is defined to include:

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

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

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

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

(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) Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

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.

(c) The COR is required to meet quarterly/semi-annually/annually with the contractor and the Contracting Officer concerning performance of items delivered under this contract and any other administration or technical issues. Telephonic reports may be made if no problems are being experienced. Problem areas must be brought to the immediate attention of the Contracting Officer.

(d) 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.

(e) 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 effects 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.

(f) Failure by the contractor to report to the Administrative Contracting Office, any action by the Government considered to a change, within the specified number of days contained in FAR 52.243-7 (Notification of Changes), waives the contractor's right to any claims for equitable adjustments.

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

G.6 INVOICES

(a) The Contractor will make an electronic submission of one (1) original of each invoice on an SF-1034 Public Voucher for Purchases and Services Other Than Personal to the Financial Management Office, USAID/MERP. One copy of the voucher and the invoice must also be submitted to the TOCOR.

Submit invoices to the Regional Financial Management Office, USAID/MERP to this address:

MERPBelgrade-invoices@usaid.gov

USAID/MERP

MERP/RFMO

92 Bulevar Kneza Aleksandra Karadjordjevica 11040 Belgrade, Serbia

The SF-1034 must be signed, and it must be submitted along with the invoice and any other documentation in Adobe.

(b) A request for payment is not considered properly submitted unless the claim (SF 1034) has been properly prepared and is accompanied by all required supporting documents. Payment will be made per the Contract terms, in US Dollars or Lebanese Pounds at prevalent rate at time of payment, after acceptance of the Contract deliverables by the TOCOR. The Contractor must simultaneously electronically forward a copy of the signed voucher, supporting documents and invoice to the TOCOR.

G.7 ACCOUNTING AND APPROPRIATION DATA

[TO BE INSERTED AT AWARD]

G.8 CONTRACTOR’S PRIMARY POINT OF CONTACT

The contractor’s primary point of contact for this award is:

Name: _______________ Title: _______________ E-mail: _______________ Phone: _______________

[To be completed by the contractor]

[END OF SECTION G]

SECTION H – SPECIAL TASK ORDER REQUIREMENTS

SECTION H of the IDIQ Contract will be applied.

[END OF SECTION H]

SECTION I – CONTRACT CLAUSES

SECTION I of the IDIQ Contract will be applied.

[END OF SECTION I]