72066819R00003_PLSO_Amendment_1.pdf

Request for Proposals (RFP) No: 72066819R00003 Amendment 1

Issue Date: August 23, 2019

Questions Due: August 30, 2019 at 1200 Juba local time

Proposal Submission Due Date: September 30, 2019 at 1200 Juba local time

Subject: USAID/South Sudan Partner Liaison Security Office

To All Prospective Offerors:

The United States Government, represented by the U.S. Agency for International

Development (USAID) through its Mission in South Sudan (USAID/South Sudan), is soliciting proposals from qualified organizations interested in providing the services described in the attached solicitation. USAID/South Sudan anticipates awarding a cost plus fixed fee term type contract with a base period of performance of three (3) years with two (2), one-year options, subject to the availability of funds. In order to understand the magnitude of

USAID’s requirement, the Government estimates the total number of days level of effort in

Section F.4. The principal geographic code for this contract is 937 and the North American

Industry Classification System (NAICS) code is 541990.

We received a number of questions and have amended the solicitation accordingly.

Therefore, please review this version carefully. In addition, we are authorizing another round of questions, which are due by the date and time above. Questions are to be submitted to

Michael Capobianco at mcapobianco@usaid.gov and Michael Loro at mloro@usaid.gov.

If your organization decides to submit a proposal in response to this solicitation, it must be submitted in accordance with Section L of this RFP. Proposals must be submitted electronically via e-mail on or before the due dates stipulated above, to Michael Capobianco at mcapobianco@usaid.gov and Michael Loro at mloro@usaid.gov and must conform to all requirements outlined in the solicitation. USAID reserves the right to award the contract subject to availability of funds. 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.

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

Sincerely, /s/

Michael Capobianco

Contracting Officer

USAID/South Sudan mailto:mcapobianco@usaid.gov mailto:mloro@usaid.gov mailto:mcapobianco@usaid.gov mailto:mloro@usaid.gov

RFP No. 72066819R00003

PLSO

Table of Contents

PART I – THE SCHEDULE

SECTION B – SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE AND CONTRACT SERVICES

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

B.4 CONTRACT BUDGET

B.5 INDIRECT COST

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND FINAL

REIMBURSEMENT FOR INDIRECT COSTS

B.7 COST REIMBURSABLE

B.8 PAYMENT OF FIXED FEE

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D – BRANDING AND MARKING

D.1 BRANDING STRATEGY

D.2 AIDAR 752.7009 MARKING (JAN 1993)

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 LEVEL OF EFFORT

F.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

F.6 AUTHORIZED WORK WEEK

F.7 REPORTS AND DELIVERABLES

F.8 DELIVERABLES SCHEDULE

F.9 KEY PERSONNEL

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACTING OFFICER’S AUTHORITY

G.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.3 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

G.4 PAYING OFFICE

G.5 ACCOUNTING AND APPROPRIATION DATA

G.6 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.7 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.8 CONTRACTOR’S PAYMENT ADDRESS

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 AUTHORIZED GEOGRAPHIC CODE

H.2 LOGISTIC SUPPORT

H.3 ENVIRONMENTAL COMPLIANCE

H.4 ADS 302.3.5.19 USAID-FINANCED THIRD PARTY WEB SITES (NOV 2017)

H.5 ADS 302.3.5.21 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCT 2014)

H.6 ELECTRONIC PAYMENTS SYSTEM (AUG 2014) (PEB 2014-06)

H.7 PROHIBITION OF ASSISTANCE TO DRUG TRAFFICKERS

H.8 INSURANCE

H.9 LIMITATION ON ACQUISITION OF INFORMATION TECHNOLOGY (DEVIATION NOS.

M/OAA-DEV-FAR-18-2C AND M/OAA-DEV-AIDAR-18-2C) (APRIL 2018)

H.10 AIDAR 752.222-70 USAID DISABILITY POLICY (DEC 2004)

H.11 RESTRICTIONS AGAINST DISCLOSURE (MAY 2016)

H.12 ORGANIZATIONAL CONFLICTS OF INTEREST (OCI)

H.13 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION

H.14 GOVERNMENT FURNISHED FACILITIES OR PROPERTY

H.15 LANGUAGE REQUIREMENTS

H.16 CONSENT TO SUBCONTRACT

H.17 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES

PART II – CONTRACT CLAUSES

SECTION I

I.1 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.2 AIDAR 752.252-2 AIDAR CLAUSES INCORPORATED BY REFERENCE (MAR 2015)

I.3 FAR 52.204-1 APPROVAL OF CONTRACT (DEC 1989)

I.4 FAR 52.247-67 SUBMISSION OF TRANSPORTATION DOCUMENTS FOR AUDIT (FEB

2006)

I.5 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2007)

I.6 AIDAR 752.245-70 GOVERNMENT PROPERTY—USAID REPORTING REQUIREMENTS

(OCTOBER 2017)

I.7 AIDAR 752.7101 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE 2008)

PART III – LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J – LIST OF ATTACHMENTS

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

K.2 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (OCT 2018)

K.3 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.4 FAR 52.209-12 CERTIFICATION REGARDING TAX MATTERS (FEB 2016)

K.5 FAR 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS –

CERTIFICATION (JUN 2018)

K.6 FAR 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (OCT

2015)

K.7 FAR 52.230-7 PROPOSAL DISCLOSURE—COST ACCOUNTING PRACTICE CHANGES (APR

2005)

K.8 INSURANCE—IMMUNITY FROM TORT LIABILITY

K.9 AUTHORIZED NEGOTIATORS

K.10 SIGNATURE

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR

L.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

L.2 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

L.3 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.4 GENERAL INSTRUCTIONS TO OFFEROR

L.5 PROPOSAL SUBMISSION

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE BUSINESS PROPOSAL

SECTION M – EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 TECHNICAL EVALUATION CRITERIA

M.3 EVALUATION OF PAST PERFORMANCE

M.4 COST PROPOSAL EVALUATION

M.5 DETERMINATION OF COMPETITIVE RANGE

M.6 SOURCE SELECTION

PART I – THE SCHEDULE

SECTION B – SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide technical assistance and other services as described in detail in Section C for the implementation of USAID/South Sudan’s program entitled “Partner Liaison

Security Operation (PLSO)”

B.2 CONTRACT TYPE AND CONTRACT SERVICES

This is a cost plus fixed fee term type contract. For the consideration set forth below, the Contractor must achieve the performance objectives and deliverables or outputs at the stated quality described in this contract.

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 for the contract period, if any, is $TBD. The 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 (any payment of fee, if any) for performance hereunder is $TBD. The

Contractor must not exceed the aforesaid obligated amount.

c) Funds obligated hereunder are anticipated to be sufficient through TBD. Funding for this contract will be on an incremental basis, subject to the availability of funds.

B.4 CONTRACT BUDGET

a) The contract budget found herein is based on the Contractor’s original proposal and/or final proposal revision, which was accepted by USAID through award of this contract.

b) The following itemized budget sets forth the estimates for individual line items of cost:

Cost Category Total – Base Years

1) Direct Costs TBD

2) Indirect Costs TBD

Total Estimated Cost TBD

Fixed Fee TBD

Total Estimated Cost Plus Fixed Fee TBD

Cost Category Total – Option Year 1

2) Indirect Costs TBD

Total Estimated Cost TBD

Cost Category Total – Option Year 2

2) Indirect Costs TBD

Total Estimated Cost TBD

These amounts may not be adjusted without a written modification signed by the Contracting Officer.

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 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:

Description Rate Base Type Period

TBD % 1/ 1/ 1/

1/ Base of Application:

Type of Rate:

Period:

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND

FINAL REIMBURSEMENT FOR INDIRECT COSTS

a) The Contractor must make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

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

Description 2019 2020 2021 2022 2023 2024

TBD TBD TBD TBD TBD TBD TBD

c) 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.

d) This advance understanding must 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

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 § 52.232-20, “Limitation of Cost,” and FAR § 52.232-22, “Limitation of Funds,” if applicable, and AIDAR

752.7003, “Documentation for Payment.”

B.8 PAYMENT OF FIXED FEE

USAID will pay a proportion of the contractor’s fixed fee each month pursuant to FAR § 52.216-8, “Fixed Fee,” upon the receipt of an invoice deemed proper by the cognizant USAID paying office.

Payment of fixed fee shall be allocated based upon the proportion of the level of effort (LOE) specified in Section F.4 that was provided by the Contractor in the period covered by the invoice. In the event that the Contractor does not provide the total LOE stipulated in Section F.4, the total amount of fixed fee will be reduced in similar proportion.

The paying office is USAID/South Sudan, Financial Management Office, as specified in Section G.4.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 BACKGROUND

Since the outbreak of civil war in December 2013, South Sudan has experienced a continuous rise in crime and armed conflict resulting from a failing economy, displacement of over one third of the population, weak or nonfunctional institutions, and the abrogation and dissolution of fragile political arrangements. In addition, years of civil war and tribal conflict have given the population ready access to weapons and experience in their use. Violent crimes (murder, armed robbery, home invasions, cattle raiding, extortion, kidnapping) and non-violent petty theft and harassment occur in all parts of South Sudan. Violence against aid workers and the looting of assets have been regular occurrences. Between January and September 2018, the UN reported 613 violent incidents that disrupted humanitarian operations. Since the start of the conflict in 2013, at least

110 aid workers have been killed. The current U.S. Government (USG) security ratings for South

Sudan are below:

Political Violence – Critical

Terrorism – Low

Crime – Critical

The U.S. Department of State’s South Sudan Travel Warning, found at travel.state.gov details

South Sudan’s security environment.

On August 5, 2018 the Government of South Sudan (GoSS) and most opposition groups signed the Revitalized Agreement on the Resolution of the Conflict in the Republic of South Sudan (R-

ARCSS) which included a ceasefire, integration of opposition forces into a reconstituted national military and governing arrangement. Since the signing of the R-ARCSS, conflict among armed groups has declined significantly. However, the root causes of crime and traditional forms of conflict (e.g. cattle raiding) remain and the peace is tenuous.

USAID finances and oversees significant USG development and humanitarian programs in South

Sudan implemented through over 50 non-governmental organizations (NGOs) and United Nation

(UN) implementing partners (IPs) who, in turn, contract with numerous local organizations. The majority of partners, while having offices in Juba and secondary cities, often operate in rural locations with limited infrastructure or communications. This is particularly true of the plethora of smaller, local, organizations that are sub-partners to USAID prime partners. The USG has partners operating in all 10 legacy states of South Sudan. Programming focuses on building a more stable and socially cohesive country by strengthening resilient and conflict-resistant communities. Activities include conflict mitigation, democracy and governance, education, health, bio-diversity and economic stabilization services and technical assistance as well as one of the Agency’s largest Humanitarian Assistance programs.

The Mission has previously supported a Partner Liaison Security Operation (PLSO) as a tool to help IPs, and their sub-partners, to better manage and mitigate their security risks. USAID’s

Automated Directives System (ADS) Chapter 573 provides additional background information on

PLSOs.

Previous experience indicates that the most effective PLSOs build trust and confidence with

Implementing Partners (IPs), respecting their organizational cultures and approaches. PLSO services will be offered to IPs but they will not be required to utilize them.

C.2 OBJECTIVE

The objective of this contract is to provide USAID/South Sudan IPs and their sub-partners resources and opportunities to reduce their security risk profile with the goal of improving delivery of USG assistance.

C.3 RESPONSIBILITIES AND ACTIVITIES

To meet the goals and objectives above, the contractor must perform the following activities:

The contractor must build strong working relationships with IPs and their sub-partners and tailor services to their needs and capacity.

The contractor must coordinate with relevant in-country entities such as the United Nations (UN), international NGOs, security forums, and other international donors for the purpose of sharing and aggregating security information among partners working in the same environment.

Information collected will be shared with relevant USAID offices at the Mission and Washington and well as IPs. Existing security forums include the below:

o International NGO Safety Organization (INSO): INSO opened an office in South

Sudan in January, 2018. With funding from various donors, its mission is to support the humanitarian community with information, analysis and advice that enhances situational awareness, supports informed decision-making, strengthens operational practice and enables humanitarian access. Services include 1) providing NGOs with credible, reliable and quality safety information, analysis and advice in a timely and appropriate manner;

and 2) providing the knowledge and skills to mitigate personal risk and improve organizational safety management.

o South Sudan NGO Forum: The NGO Forum’s mission is to facilitating coordination of

NGOs to effectively operate in South Sudan. The Forum is an independent coordinating body of over 100 national, and nearly 130 international, NGOs that serves and facilitates the work of its members to address the humanitarian and development needs of South

Sudan. The Forum’s security team supports members through information sharing;

analysis; and advice and guidance to enhance situational awareness, inform operational decision-making and help enable humanitarian activity. Services include emergency response, including re-locations; flash and daily incident updates; an incident data base;

information sharing platforms; and analysis of incidents.

o Overseas Security Advisory Council's (OSAC): OSAC’s goal is to enhance the exchange of timely and relevant security-related information between the local representatives of U.S. private sector organizations operating abroad and U.S. embassies and consulates. Country Councils offer security representatives the opportunity to network, share security concerns and best practices, and learn about and take advantage of resources available to them through the U.S. embassy. In Juba, there is a robust

Country Council that is convened by the RSO OSAC Steering Committee and meets regularly. The Juba Council discusses threats against personnel, risk, and other topics such as crime, natural disasters, disease outbreak, and crisis management and contingency planning.

The contractor must stay informed of USAID and Embassy safety and security policies, practices, and notifications, especially as they apply to, or affect, USAID’s IPs.

At the general and specific direction of the COR, the contractor must meet with, and provide informational briefings to newly arrived international staff of USAID IPs tailored to suit the IPs organizational approach and area of operations. At the request of individual IPs, briefings may also include personal security advice. All briefings must provide a balanced perspective on the realities of operating in South Sudan.

The contractor must actively participate as a member of OSAC.

At the general and specific direction of the COR or the CO, the contractor must assist IPs in identifying needs and issues relevant to their safety and security.

At the general and specific direction of the COR or the CO, the contractor must identify and recommend existing training programs to IPs that are relevant to the respective IP field operations that develop capacity in security analysis; security planning; and the implementation, monitoring, evaluation and budgeting of such plans.

At the general and specific direction of the COR, the contractor must research, organize and provide non-prescriptive references and guidelines for effective and cost efficient security-related operating procedures for working in each IPs’ areas of operations in South Sudan.

At the general and specific direction of the COR or CO, the contractor must provide and/or source training in personal security that is relevant to the South Sudan context and contributes to the operational safety of IP staff (e.g. “HEAT” and related trainings). Trainings must be developed and directly provided by the contractor only if such services are not already available in country.

The contractor must coordinate with relevant security forums to build the capacity of USAID IPs to use and share security information to help IPs better manage and mitigate their respective security concerns.

At the general and specific direction of the CO, the contractor must review IP and prospective IP security plans, security upgrades and security-related contract or award modifications, including associated costs, and provide non-prescriptive guidance to the CO.

At the general and specific direction of the CO, the contractor must support an IP’s development of bespoke security strategies that are aligned to the IP’s respective risk tolerances, available resources, and available capacity to enhance operations.

Every two weeks, the contractor must draft and distribute to the COR, the CO, and IPs medium and long-term, concise and actionable, contextual analysis as to underlying drivers and possible impacts of security incidents/conditions relevant to IP security, USAID staff, and the RSO.

Analysis should derive from information received from IPs, open-source or public domain security databases and systems, and other relevant and reliable sources. These analyses should include trend assessments that complement incident reporting from other security support entities.

As directed by the COR, the contractor must provide RSO and USAID with site specific security assessments in support of USG site visits utilizing existing information.

If the contractor becomes aware of a security incident directly affecting a USAID IP or sub-partner, the contractor must provide immediate (within 2 hours) notification to the COR, the CO, the IP’s cognizant COR/AOR, the RSO, and others as directed by the COR. The notification must include the generic source of the reporting (e.g. NGO Forum; IPs; etc.), the date, time, and location of the incident, if available, as well the type of incident and any other relevant information. The contractor must maintain a record of all incidents throughout the life of the contract. At the end of the contract, the contractor must turn over the records as part of property disposition as the records are USG property.

All contractor activities must complement, rather than duplicate, existing security related support to

USAID’s IP community in South Sudan, focusing on the specific needs of USAID IPs and sub-partners and striving for cost efficiency and effectiveness. All work with IPs’ sub-partners must be coordinated and requested through the prime IP.

C.4 INFORMATION REQUIREMENTS

Type of Security Information

The term “security information” as used in this Contract shall mean information related to security that is hostile or threat-related in nature received voluntarily from implementing partners or their subcontractors as well as relevant security forums. It also includes information from security databases, systems, and other relevant and reliable sources that are publicly available. The security information shall not be independently verified by the contractor and will not be considered comprehensive of the security environment.

Use of Security Information

The security information is designed to provide IPs, USAID, and the RSO with potentially useful information regarding the security environment in South Sudan. Each IP will decide how it utilizes or does not utilize the information to effectively manage its risk profile. The security information is for informational purposes only.

Disclosure of Security Information Reported by IPs

The source of the security information received from IPs must not be disclosed to anyone other than the COR, CO, and RSO, as appropriate, in order to protect the privacy of the IPs’ locations, business purpose, operations, and other proprietary information. In addition, the information shall not be disclosed to anyone within the contracted organization other than relevant project personnel. Further, it shall not be used in any way other than in the production of USAID contracted work product. To build the confidence of IPs the contractor may consider developing non-disclosure agreements that outline the caveats above. To further protect the IP privacy, the contractor must not investigate the validity of the security information reported by IPs. Although the source of the security information is protected, the actual underlying security information is unclassified and open-source information.

Method of Collecting Security Information

IPs will not be required to report security incidents and the contractor must not actively monitor IP movements or activities in order to obtain information.

Disclaimer on all Security Information and Communications

The following disclaimer must be used and prominently displayed for all communications under the contract: This USAID/S. Sudan communication is designed to provide Implementing Partners with information received regarding security or of a hostile threat-related nature. If derived from implementing partners or their subcontractors the source of the information may not be disclosed in order to protect the privacy of implementing partners. USAID/S. Sudan and U.S. Embassy’s RSO does not investigate the validity of the report and relies on implementing partners to validate the details of reported incidents. The public nature of the report requires that the content be limited to unclassified information; as such the information may be disseminated freely. The USAID/S. Sudan communications are provided for information purposes only and any decisions made by the IPs regarding security of facilities, personnel and travel should be based on Department of State travel advisories, OSAC advisories or other authorities' guidance.

Disclosure of Procurement Sensitive Information

The contractor must not disclose any information deemed procurement sensitive, such as IP cost information related to security plans, to any person other than the CO.

C.5 TRAVEL

The contractor must be available to travel to IP and USAID program sites throughout South Sudan as needed and requested for briefings, site visits, and trainings.

C.6 LOGISTICAL INFORMATION

The contractor is responsible for furnishing all logistical support and obtaining all permits to meet the terms and conditions of the contract. These shall include, but are not limited to, all support for database and systems, security, personnel requirements, travel arrangements, communications, appointment scheduling, administrative services, report preparation services, printing, and duplicating. The contractor must obtain legal registration within 30 days of contract award and maintain the registration throughout the period of performance.

C.7 NO CONCURRENT SECURITY ACTIVITIES

To avoid a conflict of interest with the advice/guidance provided to IPs, the contractor or its affiliates may not provide security/protection services (e.g. guard or facility strengthening services, security related hardware or software, etc..) to any entity in South Sudan at any time during the performance of this contract.

C.8 DATA CLASSIFICATION

All work under this contract must be unclassified, and thus no special information security requirements are applicable.

C.9 MONITORING, EVALUATION, AND LEARNING (MEL)

The contractor must integrate monitoring, evaluation, and learning throughout the implementation of all activities in the contract. MEL will focus largely at the activity level and inform day-to-day programming and implementation decisions.

The contractor may conduct pre-activity/pre-training surveys and/or focus groups with stakeholders as necessary. Well-constructed quantitative and qualitative baseline data collection exercises will be critically important for establishing indices of service delivery quality and systems sustainability. A

MEL plan must be submitted to the COR for approval within 45 days after award of the contract. At a minimum, the contractor must utilize the following three indicators:

Level of IP utilization and satisfaction with the contractor’s services.

Number of reports submitted.

Number of revisions before a report is considered final and approved by USAID.

USAID/South Sudan may fund both the external mid-term and/or final evaluation of the PLSO separately from this contract. USAID/South Sudan may use the midterm results and recommendations to inform critical programmatic decisions.

[END OF SECTION C]

SECTION D – BRANDING AND MARKING

D.1 BRANDING STRATEGY

The Contractor must 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” which can be found 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.

Per ADS 320.3.2.1, the Branding Strategy for this contract is as follows:

The activity name: “Partner Liaison Security Operation (PLSO)” is the title of this activity.

The desired level of visibility: USAID identity must be prominently displayed on commodities or equipment; in printed, audio, visual or electronic public communications; in studies, reports, publications, web sites, and all promotional and informational products; and events. Given the requirements of this contract, the Contractor must notify the CO if there are security concerns over marking and must request and exception as far in advance as possible.

Other organizations to be acknowledged: Specific events that are supported by USAID together with other partners may require co-branding following the branding policy.

The Contractor must comply with the requirements of the USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy. The Contractor must follow the approved Branding Implementation and Marking Plan submitted on [date TBD] and incorporated into this Contract as Attachment [TBD].

D.2 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.

[END OF SECTION D]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf for electronic access to the full text of a clause.

NUMBER TITLE DATE

FAR (48 CFR Chapter 1)

52.204-14 SERVICE CONTRACT REPORTING

REQUIREMENTS OCT 2016

52.246-5 INSPECTION OF

SERVICES--COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall be in accordance with the final Quality Assurance Surveillance Plan (QASP) and take place at principal place of performance (South Sudan) or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. Unless otherwise stated, the designated

Contracting Officer's Representative (COR) has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf for electronic access to the full text of a clause.

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance is three (3) years from date of contract award with two (2), one-year options.

F.3 PLACE OF PERFORMANCE

The place of performance is South Sudan. The contractor must have the principal office in Juba where all key personnel must be located.

F.4 LEVEL OF EFFORT

a) The Contractor must provide fifteen thousand six hundred (15,600) days level of effort. The

Contractor must provide the Level of Effort of all direct charged employee and subcontractor

(consultants fall into one of these two categories) labor for the contract period of performance specified in Section F.2 above. The level of effort must be organized by labor categories as follows:

Labor Category – Base Period Total LOE

CCN 7,800

USN/ TCN 1,560

Total LOE 9,360

Labor Category – Option Year 1 Total LOE

CCN 2,600

USN/ TCN 520

Total LOE 3,120

Labor Category – Option Year 2 Total LOE

CCN 2,600

USN/ TCN 520

Total LOE 3,120

b) The number of LOE for any labor category may not be used in any other labor category, unless prior approval by the Contracting Officer has been granted. Once the total LOE for the life of the contract has been fully expended, this contract is complete.

c) The Government is not obligated to reimburse the contractor for any actions which increase total

LOE unless such actions have been authorized in writing by the Contracting Officer.

d) LOE is for productive work days. Leave and holidays do not count towards the provision of

LOE.

F.5 CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

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, the Quality Assurance Surveillance

Plan, Contractor’s reporting against its Performance Monitoring and Evaluation Plan (PMEP), and quality reports described in Section F.7 below. 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.6 AUTHORIZED WORK WEEK

The standard work week is from Monday through Friday. No overtime or premium pay is authorized under this Contract. The Contractor is authorized up to a five-day work week for long-term staff. A six-day work week may be authorized on a case by case basis with the prior written approval of the designated Contracting Officer’s Representative (COR).

F.7 REPORTS AND DELIVERABLES

In addition to other required reports and deliverables in this contract, the Contractor must deliver the following for the approval of the Contracting Officer’s Representative (COR). The Contractor must allow at least 10 business days for review and comments from the COR on any draft report submission.

All reports and plans are subject to written approval by the COR, unless otherwise noted.

Note: USAID’s fiscal year starts on October 1 and ends on September 30. Four fiscal quarterly periods begin on October 1, January 1, April 1 and July 1.

a. Quarterly Progress and Financial Report

The Contractor must submit a combined Quarterly Progress and Financial Report no later than thirty

(30) days following the end of each USG fiscal quarter. The reports must be no more than twenty

(20) pages and reflect the structure of the Annual Work Plan and address at least the following points:

● Activities completed in the quarter;

● Activities to be undertaken in the following quarter;

● Outputs accomplished and results realized in the quarter;

● Any challenges during the implementation period and proposed solutions.

● Aggregate outputs accomplished and results realized since project inception;

● Budget execution, clearly showing actual versus planned expenditures, and a forecast of the expenditures for the remainder of the project;

● Demonstration of steps taken to analyze the Contractor’s own progress against desired results and to devise solutions, propose course corrections, and identify whether new stakeholders should be engaged to ensure program success;

● Electronic copies of all reports, success stories, and other relevant documents prepared during the quarter (to be submitted as attachments).

● Total funds committed by date by USAID into the Contract

● Total funds expended by the Contractor to date, including a breakdown to the budget categories provide in the Contractor’s cost proposal and between Technical and

Administrative services, with additional detail to be provided upon request by the COR

● Pipeline (committed funds minus expended funds)

● The overall total number of LOE days under the contract; the total number of LOE days utilized to date; and the total number of LOE days remaining (broken down by the labor categories provided in Section F.4)

b. Monthly Report

The Contractor must submit to the COR and the CO a concise monthly report no later than five (5) days following the end of the month. The report must be no more than five (5) pages and contain comprehensive information regarding the Contractor’s activities, services provided to IPs, and security issues and concerns communicated by IPs, if any.

c. Quarterly Notification of Changes Certification

No later than ten (10) days after the end of the fiscal quarter, the Contractor must submit a certification to the Contracting Officer indicating that either there have or have not been changes to the contract during the preceding quarter. If there have been changes with notification given per FAR 52.242-7, then the

Contractor must summarize the changes in the certification. If there have been changes, but no notification has been given per FAR 52.242-7, the Contractor must provide the required information per the clause and an explanation why notification was not provided.

d. Annual Work Plan

The Annual Work Plan (AWP) will form the basis for activities to be initiated in each year of the contract.

For the purpose of the Annual Work Plan, “Annual” is defined according to the U.S. Government fiscal year. The initial AWP covering the first year of the contract period (from the effective date of the contract until September 30, 2020) must be submitted for approval within 30 days of the award of the contract and include plans for mobilization. Subsequent AWPs covering the fiscal year must be submitted by August

1st. The COR must review the AWP and provide comments within thirty days of receipt. The COR will collaborate with the Contractor, and consult with other related stakeholders when needed, in determining appropriate activities for each year. The Contractor must incorporate these comments and provide a revised version within one week of receiving USAID’s comments. The AWP must include major activities that will be undertaken, rationale behind these activities, projected budget per activity, and a timeframe for when activities will commence and end. Modifications that respond to changed conditions may be made; however, major modifications to each AWP are subject to the approval of the COR.

e. Activity Monitoring, Evaluation and Learning Plan

Within thirty (30) days after award, the contractor must submit a draft version of the Monitoring, Evaluation and Learning Plan (together with the AWP). USAID shall review the draft and provide comments within 30 days after receipt of the draft Monitoring, Evaluation and Learning Plan. The contractor must submit a final Monitoring Evaluation and Learning (MEL) Plan no later than 15 days after receipt of comments from USAID. The MEL Plan must be updated and revised as needed in collaboration with USAID. The MEL Plan must include specific benchmarks and indicators for measuring progress for all activities that are ongoing, including tracking the extent the Contractor is meeting the quality standards in Section C, and USAID/South Sudan’s overall Performance Monitoring

Plan along with additional benchmarks and indicators developed by the Contractor. The plan must specify how data will be collected and analyzed. As this is a support contract in nature, the MEL Plan must focus on management and process related indicators. All data should be disaggregated by gender and age, whenever applicable.

f. Demobilization Plan

The Contractor must submit a Demobilization Plan to the CO for approval within 6 months prior to the end of the Contract. The Demobilization Plan must include an illustrative Property Disposition Plan, a plan for the phase-out of in-country operations, a delivery schedule for all reports or other deliverables required under the Contract and a timetable for completing all required actions in the Demobilization

Plan, including the submission date of the final Property Disposition Plan to the CO. Both the illustrative and final Property Disposition Plan 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 the disposition of such property.

In addition, the Contractor must describe how all required prime and sub-award audits must be conducted after the demobilization of the Contractor.

g. Final Contract Completion Report

At least thirty (30) days prior to the end of the contract, the Contractor must prepare and submit one electronic version (as a single MS Word file) of the Contract Completion Report to the COR, which summarizes the accomplishments of this contract, methods of work used, best practices, lessons learned, and recommendations. The final Completion Report must also contain an index of all reports and information products produced under this contract. Along with the Completion Report, an electronic depository will be submitted, containing all written documents, reports and presentations. The depository shall be organized in a user-friendly system.

F.8 DELIVERABLES SCHEDULE

Report/Deliverable Date Due Delivery a.

Quarterly Progress and

Financial Report

Submission no later than thirty (30) days following the end of each quarter.

Electronically

COR

b. Monthly Report No later than five (5) days after the end of the month.

Electronically

COR and CO

c. Quarterly Notification of Changes

Certification

No later than ten (10) days after the end of the fiscal quarter.

Electronically

CO

d. Annual Work Plan The initial work plan covering the first year of the contract period (until

September 30, 2020) must be submitted within 30 days of contract award. Subsequent work plans must be submitted on or before August 1st.

Electronically

COR

e. Monitoring, Evaluation and Learning Plan

Draft due no later than 30 days after contract award. Final due no later than 15 days after receipt of comments from USAID.

Electronically COR

f. Demobilization Plan Submission is due within 6 months prior to the end of the contract.

Electronically CO

g. Final Contract

Completion Report

Thirty (30) days prior to the end of the contract.

Electronically

COR/ACOR

F.9 KEY PERSONNEL

The contractor must furnish three (3) full-time positions deemed key personnel for the performance of this contract. One of the positions must be a Operations Manager. The three key personnel must be based in Juba, South Sudan. The contractor must provide the minimum requirements for the position, as well as general roles and responsibilities. Key personnel must have the requisite skill set to implement the approach set forth in Section C, achieve results, and coordinate and cooperate with a wide range of stakeholders .

No Key Personnel Position

1 Operations Manager

2 TBD

3 TBD

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.

The Contractor must immediately notify the Contracting Officer and the COR of any key personnel’s departure and the reasons therefore. The contractor must take steps to immediately rectify this situation and will propose a substitute candidate for each vacated position. The Contractor must not replace any of the key personnel without the written consent of the Contracting Officer and the COR, whether provided in advance or by ratification.

(Requirements and responsibilities for each Key position will be incorporated upon contract award)

Operations Manager

General roles and responsibilities for Operations Manager are as follows:

The Operations Manager must act as the primary point of contact with USAID/South Sudan with regard to day-to-day implementation and management matters relating to the contract. The Operations Manager is also responsible for facilitating communication and close coordination with all stakeholders of the activity and must have the ability to speak for and bind the Contractor.

The Operations manager must have at least five years’ experience in a humanitarian/Conflict setting

[END OF SECTION F]

SECTION G – CONTRACT 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 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 will be considered to have been made without authority and no adjustment must be made in the contract terms and conditions, including cost/price.

All questions concerning the administration of this award must be sent to the Contracting Officer. It is the responsibility of the Contractor to inform the Contracting Officer of requests that affect any and all sections of this award. The Contracting Officer is located at:

Office of Acquisition and Assistance (OAA)

US Embassy Compound

Kololo Road

Juba, South Sudan.

G.2 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative is: [to be filled in at the time of contract award.]

G.3 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 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 Amount Vouchered to

Date

Amount Vouchered

This Period

0001 Product/Service Desc.

For Line Item 0001

$XXXX.XX $XXXX.XX

0002 Product/Service Desc.

For Line Item 0002

$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 Operations Manager 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.4 PAYING…