72066921R00008.pdf

U.S. Agency for International Development (USAID) Project Title:Civil Society Activity Solicitation 72066921R00008 Page 1

Issuance Date: May 28, 2021 Closing Date and Time for Submission of Questions: June 14, 2021 / 13:00 GMT Closing Date and Time for Submission of Proposals: July 12, 2021 / 13:00 GMT Subject: Request for Proposals (RFP) Number 72066921R00008 Civil Society Activity

The United States Agency for International Development (USAID) is seeking proposals to provide technical assistance and support to USAID/Liberia’s Office of Democracy, Rights and Governance (DRG) for their Civil Society Activity as described in the attached Request for Proposals (RFP).

USAID anticipates the award of a Cost-Plus-Fixed Fee (CPFF) -Completion type contract for an anticipated five-year period. The procurement will be conducted through full and open competition, under which any type of organization (large or small commercial [for profit] firms, educational institutions, and nonprofit organizations) is eligible to compete. The procedures set forth in Federal Acquisition Regulation (FAR) Part 15 apply.

The overall estimated cost of this procurement is between $13 million and $14.8 million. The Government is in no way obligated to make any award within the maximum estimated cost identified. Offerors should not strive to meet the maximum amount; rather, Offerors should propose costs that are appropriate, realistic and reasonable, and in accordance with the proposed approach for achieving results. Cost proposals will be evaluated as part of a best value determination.

Please refer to Section L for information regarding proposal requirements. Offerors should take into account the expected delivery time required by the proposal transmission, and they are responsible for ensuring proposals are received at USAID by the due date and time as specified in Section L. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated.

Section L of the RFP sets forth all instructions for the preparation and submission of required proposal contents, including critical dates/times for the submission of questions, and the proposal submission closing date and time. Section M states the criteria by which proposals will be evaluated. Oral explanations or instructions given before award of the contract will not be binding.

This RFP 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 a proposal. Award of a Contract under this RFP is subject to availability of funds and other internal USAID approvals.

This RFP can be viewed and downloaded from 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

Project Title: Civil Society Activity Solicitation 72066921R00008 Page 2 which you downloaded the solicitation. USAID advises to regularly check the above website for amendments.

Sincerely, /s/ Andrea M. Plucknett Supervisory Regional Contracting Officer Office of Acquisition and Assistance (OAA)

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDERRATING

UNDER DPAS (15 CFR 7900)

PAGE OF

PAGES

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

72066921R00008

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED

May 28, 2021

6. REQUISITION/PURCHASE NUMBER

REQ-669-21-000030

7. ISSUED BY CODE 720669 8. ADDRESS OFFER TO (If other than item 7)

USAID/Liberia Office of Acquisition & Assistance (OAA) 502 Benson Street Monrovia, Liberia

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in until local time

(Hour) (Date) CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME

Andrea M. Plucknett, Contracting Officer, and Aminata Kanta and Pertaingber Noauh, Acquisition Specialists

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

aplucknett@usaid.gov, akanta@usaid.go pnoauh@usaid.gov

AREA CODE

NUMBER

077-755-5060

EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM X I CONTRACT CLAUSES 56

X B SUPPLIES OR SERVICES AND PRICES/COSTS 9 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 12 J LIST OF ATTACHMENTS 78

X D PACKAGING AND MARKING 13 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 14

X K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

X F DELIVERIES OR PERFORMANCE 16

X G CONTRACT ADMINISTRATION DATA 25 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 113

X H SPECIAL CONTRACT REQUIREMENTS 30 X M EVALUATION FACTORS FOR AWARD 134

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

OR

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

AWARD (To be completed by Government) IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33 (REV,. 9-97)

Previous edition is unusable Prescribed by GSA - Far (48 CFR) 53.214 ©

19. ACCEPTED AS TO ITEMS 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) 41 U.S.C. 253 (c)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

(4 copies unless otherwise specified)

24. ADMINISTERED BY (If other than Item 7)

25. PAYMENT WILL BE MADE BY

COD

E

USAID/Liberia Office of Acquisition & Assistance (OAA) 502 Benson Street Monrovia, Liberia

26. NAME OF CONTRACTING OFFICER (Type or print)

Andrea M. Plucknet

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

Project Title: Civil Society Solicitation 72066921R00008 Page 4

TABLE OF CONTENTS

PART I - THE SCHEDULE 9

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS 9

SECTION C - DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT 12

SECTION D - PACKAGING AND MARKING 13

SECTION E - INSPECTION AND ACCEPTANCE 14

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED

BY REFERENCE 14

SECTION F - DELIVERIES OR PERFORMANCE 16

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED

BY REFERENCE 16

SECTION G - CONTRACT ADMINISTRATION DATA 25

Solicitation 72066921R00008 Page 5

SECTION H - SPECIAL CONTRACT REQUIREMENTS 30

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED

BY REFERENCE 30

TECHNOLOGY RESOURCES 31

(APRIL 2018) 32

H.8 INFORMATION TECHNOLOGY APPROVAL (APRIL 2018) (DEVIATION

NOs. M/OAA-DEV-FAR-20-3c and M/OAA-DEV-AIDAR-20-2c) (APRIL 2020) 33

H.9 MEDIA AND INFORMATION HANDLING AND PROTECTION (APRIL 2018) 34

H.10 PRIVACY AND SECURITY INFORMATION TECHNOLOGY SYSTEMS

INCIDENT REPORTING (APRIL 2018) 36

H.11 SKILLS AND CERTIFICATION REQUIREMENTS FOR PRIVACY AND

SECURITY STAFF (APRIL 2018) 40

(DEVIATION NOs. M/OAA-DEV-FAR-20-3c and M/OAA-DEV-AIDAR-20-2c) (APRIL 2020) 47

(DDL) (OCTOBER 2014) 50

H.18 ADS 302.3.4.13 GRANTS UNDER CONTRACTS (GUCS) (Effective Date:

09/28/2016) 51

H.19 ENVIRONMENTAL COMPLIANCE 54

PART II - CONTRACT CLAUSES 56

SECTION I - CONTRACT CLAUSES 56

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

REFERENCE 56

I.2 52.204-1 APPROVAL OF CONTRACT (DEC 1989) 63

Solicitation 72066921R00008 Page 6

I.3 52.204-21 BASIC SAFEGUARDING OF COVERED CONTRACTOR

INFORMATION SYSTEMS (JUN 2016) 63

I.4 52.222-36 EQUAL OPPORTUNITY FOR WORKERS WITH

DISABILITIES (JUL 2014) 65

APPROVALS (AUG 2013) 66

I.7 AIDAR 752.204-72 ACCESS TO USAID FACILITIES AND USAID’S

INFORMATION SYSTEMS (AUGUST 2013) (DEVIATION APR 2020) 67

I.8 752.7036 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (JULY 2014) 68

I.9 752.222-71 NONDISCRIMINATION (JUNE 2012) 69

(FEB 2012) 70

I.12 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (JUL 2007) 71

I.13 AIDAR 752.231-71 SALARY SUPPLEMENTS FOR HOST GOVERNMENT

EMPLOYEES (MAR 2015) 73

I.14 AIDAR 752.245-70 GOVERNMENT PROPERTY USAID REPORTING

REQUIREMENTS (OCT 2017) 73

PARTICIPANT TRAINEES (JAN 1999) 75

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 78

SECTION J - LIST OF ATTACHMENTS 78

PART IV - REPRESENTATIONS AND INSTRUCTIONS 79

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER 79

STATEMENTS OF THE OFFEROR 79

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY 79

REFERENCE 79

K.2 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998) 80

K.3 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (OCT 2018) 81

K.4 52.204-20 PREDECESSOR OF OFFEROR (JUL 2016) 85

K.5 52.204-24 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (OCT 2020) 86

Solicitation 72066921R00008 Page 7

K.6 52.204-26 COVERED TELECOMMUNICATIONS EQUIPMENT OR SERVICES-

REPRESENTATION (OCT 2020) 89

K. 7 52.209-11 REPRESENTATION REGARDING CERTAIN

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR

EQUIPMENT (AUG 2019) 89

K.8 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY

MATTERS (OCT 2015) 90

K.9 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS

(OCT 2018) 92

K.10 52.209-11 REPRESENTATION BY CORPORATIONS REGARDING

DELINQUENT TAX LIABILITY OR A FELONY CONVICTION UNDER ANY

FEDERAL LAW (FEB 2016) 94

K.11 52.209-12 CERTIFICATION REGARDING TAX MATTERS (FEB 2016) 94

K.12 52.209-13 VIOLATION OF ARMS CONTROL TREATIES OR AGREEMENTS-

CERTIFICATION (JUN 2018) 95

K.15 52.222-22 PREVIOUS CONTRACTS AND COMPLIANCE REPORTS

(FEB 1999) 101

OPERATIONS IN SUDAN-CERTIFICATION (AUG 2009) 102

K.19 52.226-2 HISTORICALLY BLACK COLLEGE OR UNIVERSITY AND

MINORITY INSTITUTION REPRESENTATION (OCT 2014) 103

K.20 52.226-3 DISASTER OR EMERGENCY AREA REPRESENTATION

(NOV 2007) 104

RESTRICTED COMPUTER SOFTWARE (DEC 2007) 105

K.24 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND

CERTIFICATION (OCT 2015) 106

K.25 52.230-7 PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE

CHANGES (APR 2005) 109

K.26 52.234-2 NOTICE OF EARNED VALUE MANAGEMENT SYSTEM-

PREAWARD INTEGRATED BASELINE REVIEW (NOV 2016) 110

K.27 52.234-3 NOTICE OF EARNED VALUE MANAGEMENT SYSTEM-POST

AWARD POST AWARD INTEGRATED BASELINE REVIEW. 111

Solicitation 72066921R00008 Page 8

REQUIREMENTS 112

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS 113

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE 113

TECHNICAL PROPOSAL 117

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE

COST/BUSINESS PROPOSAL 123

L.8 WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND

EQUIPMENT 131

SECTION M - EVALUATION FACTORS FOR AWARD 134

MENTOR-PROTÉGÉ PROGRAM 138

ATTACHMENTS 139

SECTION B

Project Title: Civil Society Solicitation 72066921R00008 Page 9

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide services that fall within the Performance Work Statement (PWS) specified in Section C for the Civil Society Activity.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Fixed-Fee (CPFF) completion contract. For the consideration set forth below, the Contractor shall provide the deliverables or outputs described in Section F in accordance with the performance standards specified in Section E.

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 $_________. The fixed fee, if any, is $_________. The estimated cost plus fixed fee, if any, is $_________.

(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 $_________. The Contractor shall not exceed the aforesaid obligated amount.

(c) Funds obligated hereunder are anticipated to be sufficient through $_________.

B.4 BUDGET

The budget for this contract is as follows:

Category Total Estimate (US$)

Total Personnel

Total Fringe Benefits

Total Travel

Total Equipment

Total Supplies

Total Contractual

Total Grants Under Contract (GUCs)*

Project Title: Civil Society Solicitation 72066921R00008 Page 10

Total Construction

Total Other Direct Costs

DIRECT COSTS

Total Indirect Costs

Total Fixed Fee-Profit (if any)

TOTAL COSTS

[*Offeror must set aside a minimum of 20% of its total budget to provide Grants Under Contracts (GUCs), most of which will go to entities within the local system, this amount is exclusively reserved for GUCs. This amount does not include any relevant management or administrative expenses incurred by the Contractor]

[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]

B.5 INDIRECT COSTS (DEC 1997)

For the Prime Contractor:

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will 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: Predetermined Period:

For Major Subcontractor(s):

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will 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: Predetermined

Project Title: Civil Society Solicitation 72066921R00008 Page 11

Period:

[A “Major Subcontractor” is a subcontractor that is performing 20% or more of the contract, or is deemed critical by the offeror in achieving the objectives and tasks in the contract.]

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable shall 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, if applicable, and AIDAR 752.7003, Documentation for Payment.

B.7 PAYMENT OF FIXED FEE

Payment of fixed fee will be made upon receipt of a proper invoice and shall directly correspond to the percentage of allowable costs being paid. Specifically, in accordance with FAR 52-216-8, Fixed Fee, the Contracting Officer (CO) will withhold 15% of the total fee or $100,000.00, whichever is less, until the required awards conditions under the reference clause have been met.

Two exceptions to paying fixed fee in this manner apply:

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

(b) The clauses entitled "Allowable Cost and Payment" (FAR 52.216-7) and "Fixed Fee" (FAR 52.216-8) are incorporated into this contract.

[END OF SECTION B]

SECTION C

Project Title: Civil Society Solicitation 72066921R00008 Page 12

SECTION C - DESCRIPTION/SPECIFICATIONS/PERFORMANCE WORK

STATEMENT

[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.]

[END OF SECTION C]

SECTION D

Project Title: Civil Society Solicitation 72066921R00008 Page 13

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JANUARY 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 POLICY

Markings under this contract shall comply with the USAID "Graphic Standards Manual" available at www.usaid.gov/branding, or any successor branding policy.

[USAID will insert the contractor’s Branding Implementation Plan and Marking Plan as an attachment to the contract at award. See SECTION J, ATTACHMENT J.3 - BRANDING

STRATEGY, BRANDING IMPLEMENTATION PLAN (TEMPLATE), AND MARKING

PLAN (TEMPLATE) for the Civil Society Activity.

[END OF SECTION D]

SECTION E

Project Title: Civil Society Solicitation 72066921R00008 Page 14

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with 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.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.246-3 INSPECTION OF SUPPLIES-COST-REIMBURSEMENT MAY 2001

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 take place at:

USAID/Liberia 502 Benson Street Monrovia, Liberia or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer’s Representative (COR) listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

E.3 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

SECTION E

Project Title: Civil Society Solicitation 72066921R00008 Page 15

COR to ensure the QASP monitoring process is implemented and updated. The QASP is incorporated as a component of the Activity.

[END OF SECTION E]

SECTION F

Project Title: Civil Society Solicitation 72066921R00008 Page 16

SECTION 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.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE 1 APR 1984

F.2 PERFORMANCE PERIOD

The period of performance for this contract is ________ through ________.

F.3 PLACE OF PERFORMANCE

Performance of this contract will be in Liberia.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor's overall performance shall be in accordance with the performance standards set forth in Attachment J.1. Statement of Objectives, under Section 4, Activity Objectives, Illustrative Indicators, as well as the Contractors QASP, as incorporated in Section E.3, and the fully incorporated PWS under the contract’s Section C. Reviews will be conducted jointly by the COR and the Contracting Officer and shall form the basis of the Contractor's permanent performance record regarding this contract.

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to the requirements set forth for submission of reports in Sections I and J and in AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor shall submit the following deliverables or outputs to the COR specified in Section G:

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(a) Work Plans, Periodic and Other Reports

SECTION

NO.

DELIVERABLES DUE DATE

(1) Monitoring, Evaluation, and Learning Plan

Within 60 days of contract award date

(2) Annual Work Plans

Within 30 days of signing the contract

(3) Quarterly Reports Within 30 days of the end of each fiscal year quarter

(4) Annual Report No later than October 31 of each year

(5) Final Report No later than 30 days past the end-date of the contract

(6) Ad Hoc Reports As requested by the COR

(7) Short-Term Consultant Reports Submitted within 10 days following the departure of a consultant

(8) Bi-weekly highlights 2-3 highlights per month

(9) Mission Events Calendar Weekly updates

(10) Quarterly Accruals Submitted no later than the fifteenth (15th) day before the completion of each quarter.

(11) Demobilization Plan 90 days prior to the end of the Contract

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(12) Subcontract Reporting: ESRS (Large Business Only)

Within thirty (30) calendar days after the close of each calendar period as follows: (1) April 30th, for the period October 1st, through March 31st; and (2) October 30th, for the period April 1st, through September 30th. Each semi-annual SSR reflects cumulative contract subcontracting accomplishments from the inception of the contract through the relevant SSR reporting period.

(13) Contract Financial Report

Within 30 calendar days of the three-month periods ending on March 31, June 30, September 30, and December 31.

➢ Description of Report Content:

(1) Monitoring, Evaluation, and Learning Plan

The Contractor will develop a performance monitoring, evaluation, and learning (MEL) plan in collaboration with the COR. The Contractor must submit a draft of this plan to the COR within 60 days of contract award. The Civil Society Activity provides only a broad framework for how civil society-state relations are viewed, and how the activity (through its funded partners) may enable change. Funded interventions may work in a number of sectors, support a number of capacity needs (budget monitoring, policy advocacy, etc.), or engage at different levels (grassroots, subnational government, national government, etc.), and with different stakeholders (civil servants, politicians, private firms, community members, CSO staff, etc.). The contractor must emphasize investment in Monitoring, Evaluation, and Learning (MEL) to assist local partners and USAID to capture where results are being achieved, and to understand how and why. In addition to traditional performance-based monitoring and periodic evaluations, the contractor is expected to employ approaches suitable to non-linear change pathways, and focus on understanding the impact on actors with whom partners directly work. The MEL will provide feedback to enable learning and adjustment of program activities where necessary to better cultivate innovations that will achieve development impact for beneficiaries.

Illustrative methodologies include outcome mapping, network analysis, and most significant change. The outcomes and indicators will be better identified as more becomes known about the initiatives being supported, but are likely to cluster around the following:

● The quality of engagement between civil society and the government;

● Sustainability of CSO; and

● Effectiveness of CSO advocacy.

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The Contractor is required to participate in the USAID/Liberia Mission’s monitoring and evaluation systems – including the indicator reporting system managed by the Mission’s monitoring and evaluation contractor -- to provide timely data submission to USAID/Liberia.

USAID recognizes that shifts in the local context can have implications for the achievement of results. Significant shifts may trigger adaptation of the approach and indicators to better reflect the context. The contractor, in close collaboration with USAID, shall undertake risk analyses not only to measure progress, but to test whether or not the assumptions continue to hold, providing USAID, the Project Advisory Council (AC); see Section Management and Administrative Services of the Statement of Objectives, and the contractor with information to make key management decisions regarding the project. The responsibility for monitoring critical assumptions and risks and responding to changes will be shared by the contractor, the AC, and USAID. The contractor shall refine, monitor, and report on risks as part of the Annual Report.

USAID will commission at least one external evaluation, either at mid-term or at the end of the project.

(2) Annual Work Plans

Within 30 days of signing the contract, the Contractor must submit for the COR’s review and approval an Annual Work Plan covering the time period from the date of award through September 30 of the first year of implementation. For all subsequent years, the Contractor will submit the corresponding Annual Work Plan 15 days before the start of the following fiscal year.

The COR will provide comments or questions on the Work Plan within 15 days of the date of submission. The Contractor must incorporate any required revisions into a final Work Plan no later than 15 days after receipt of such comments. The USAID COR will provide a written approval of the final Work Plan to the Contractor. Should revised activities, performance indicators or performance targets become necessary, the Contractor must submit a revised Work Plan to USAID for approval.

Each Work Plan must set forth in reasonable detail the Contractor’s plans for pursuing interventions in this contract during this time period and must be organized in such a way as to be a useful, “living” program management tool for both the COR and COP. The Work Plan must include a schedule of interventions and tasks planned to be conducted, and the inputs planned to be provided by the Contractor, including a description of planned activities and tasks and an estimated budget organized by intervention. The Work Plan should also break out activities by state and/or judicial district. The Work Plan must be linked to the performance indicators set forth in the MEL Plan. As may be necessary due to circumstances beyond the Contractor’s control, and subject to the COR’s approval, the Work Plan may be amended and benchmarks added, deleted, or revised from time to time.

(3) Quarterly Reports

(i) Quarterly Activity Reports

Project Title: Civil Society Solicitation 72066921R00008 Page 20

The Contractor must submit brief quarterly performance reports to the COR within 30 days of the end of each fiscal year quarter reflecting results and interventions of the preceding quarter.

USAID/Liberia will provide a template for this report, which must describe the plan for the reporting period (as set forth in the Work Plans) and report on progress to date for MEL indicators for that quarter. The Contractor must provide a description of the specific accomplishments of the activity as well as any short-term technical assistance, including information on all interventions, both ongoing and completed, by component, and geographically by state and/or judicial district. The quarterly reports must highlight any issues or problems that are affecting the delivery or timing of services provided by the Contractor. These reports must summarize activity progress against tasks and benchmarks, including tasks assigned through technical directives and identify implementation issues that may inhibit or enhance Contractor performance. The reports must also discuss interaction with counterparts, and any necessary alterations to the work plan and initial timetable.

In each quarterly report, the Contractor must include success stories, which provide information that demonstrates the impact that the activity has had during the reporting period through materials such as stories, quotes and photos. These success stories must also be submitted separately via the Agency’s Telling Our Story website (http://www.usaid.gov/stories/). Note: the Mission’s Development and Outreach Communications (DOC) team may assist in reviewing stories prior to their posting on the website.

As agreed upon by the COR, quarterly reporting must begin after the end of the first quarter from the Contract award date. Each quarterly report must be a stand-alone document and must briefly summarize activity from the beginning of the project. The quarterly report is due to the COR on or before the last day of the month following the end of each quarter. The COR may make exceptions to this schedule depending on when exactly the agreement is signed; for example, if the activity begins in May, the time remaining in Q3 may be incorporated into the quarterly report for Q4.

Quarterly Reports Schedule for Submission:

USG Fiscal Year Q1: October 1 to December 31 Quarterly Report due January 31 USG Fiscal Year Q2: January 1 to March 31 Quarterly Report due April 30

USG Fiscal Year Q3: April 1 to June 30 Quarterly Report due July 31

USG Fiscal Year Q4: July 1 to September 30 Quarterly Report due October 31

(ii) Quarterly Financial Reports

The Contractor must submit to the COR quarterly financial reports, which will contain a summary page which shows spending by program component for the quarter, cumulative spending to date, available funding for the remainder of the activity and any variances from planned expenditures. If there are significant accrued expenditures for the quarter being reported upon which for some reason have not yet been billed to the contract, the Contractor must include a brief note to that effect, with the specific amount involved, in order to allow USAID to

Project Title: Civil Society Solicitation 72066921R00008 Page 21 accurately track the activity’s expenditure rate. These reports must be submitted no later than thirty days after the end of the quarter.

(4) Annual Report

The Annual Report shall reflect the structure of the annual work plan and shall report overall performance against MEL indicators during the year, with explanations as to why targets were not achieved or were exceeded as applicable. The Annual Report will describe any relevant analytical work, evaluations and assessments over the year, along with any recommendations therefrom and how they are being applied. The Annual Report will highlight specific accomplishments and summarize results and interventions for the year, both ongoing and completed, by component and geographically. The report must also identify any problems, obstacles or challenges to performance that arose and proposed or applied solutions.

With COR approval, the final quarterly report can be combined with the Annual Report. The Annual Report shall be submitted no later than October 31 of each year.

(5) Final Report

Thirty (30) days before the contract completion date, the Contractor must submit a draft final report to the COR. The final performance report is a detailed report which summarizes the accomplishments and impact in relation to the expected results, in accordance with the approved Performance Management Plan. It should contain a three-page executive summary, an index of all reports and information products produced under this contract, and must discuss the following:

● The activity impact as compared to baseline conditions and data;

● A description of all institutions and organizations worked with in connection with activity components and an evaluation of their strengths and weaknesses;

● Problems encountered, objectives not fully achieved and why, and lessons learned; and

● Incorporation of any additional/available evaluative data compared to activity results and any explanatory background.

The final report may suggest ways to resolve identified constraints and provide recommendations for follow-on work that might complement the work completed under the Contract. The COR will provide written comments, and the Contracting Officer may likewise add written comments, which the Contractor must address in revising the draft and submitting a final completion report.

The final completion report should also be accompanied by a flash drive with select activity photos and captions and a flash drive with all activity deliverables. This final report should not exceed 25 pages, with no more than 50 pages of annexes.

The report must be submitted no later than 30 days past the end-date of this contract as follows:

● One copy, in electronic format, to the COR; and

● One copy, in electronic (preferred) or paper form (with all final documents) to one of the following: (a) Via E-mail: docsubmit@dec.cdie.org ; (b) Via U.S. Postal Service:

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Development Experience Clearinghouse, 8403 Colesville Road, Suite 210 Silver Spring, MD 20910, USA; (c) Via Fax: (301) 588-7787; or (d) Online:

http://www.dec.org/index.cfm?fuseaction=docSubmit.home.

(6) Ad Hoc Reports

The Contractor must be prepared to submit ad hoc reports on the status of its interventions as requested by the COR. The reason for such ad hoc requests might be, for example, for purposes of annual reporting, strategic planning, VIP visitors, etc.

(7) Short-Term Consultant Reports

Unless otherwise agreed to in writing by the COR, the Contractor must submit within 10 days following the departure of a consultant, a written report not more than 5 pages, that describes the purpose of the consultancy, progress made, and any observations to be shared; identifies issues and/or problems encountered; and details expected follow-on interventions by resident Contractor staff, as well as actions to be performed by participating counterparts.

(8) Bi-weekly highlights (2-3 highlights per month)

Bi-weekly highlights (2-3 highlights per month), submitted by email to the COR, are intended to highlight noteworthy interventions/studies, significant events/workshops/conferences, upcoming key dates, and/or milestones met.

(9) Mission Events Calendar (weekly updates)

Uploading high-profile events (as defined by the Mission) to Mission front office calendars to allow planning for Mission and Embassy representatives and lead time for internal clearances and authorizations.

(10) Quarterly Accruals

Accruals reporting must be submitted no later than the fifteenth (15th) day before the completion of each quarter.

(11) Demobilization Plan

The Contractor is required to develop a demobilization plan. This plan will include a property disposition plan, a plan for the phase-out of in-country operations, a delivery schedule for all remaining reports or other deliverables required under the contract, and a timetable for completing all required actions in the demobilization plan. The Demobilization Plan must be submitted by the Contractor for approval by the CO 90 days prior to the end of the Contract.

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(12) Subcontract Reporting (Large Businesses Only)

The Contractor's subcontracting plan dated ______________ is hereby incorporated as a material part of this Contract. The Contractor must comply with the subcontract reporting requirements in

FAR 52.219-9.

Large business prime contractors must submit periodic reports which show compliance with their subcontracting plan. The Contractor must submit its report via the electronic Subcontracting Reporting System (eSRS) in accordance with the instructions on the website.

The annual Subcontracting Report and the final Summary Subcontracting Report (SSR) are available online at http://www.esrs.gov. The email to use is: ______________ (Administering CO) and ______________ (COR).

The work of the small businesses identified in the Subcontracting Plan must be tracked against the Prime’s proposed goals.

The Contractor must submit the Subcontracting Report electronically via the eSRS within the deadlines specified in the above table.

One (1) SSR is required at the contract level for all subcontract awards accomplished and submitted to the Contracting Officer via eSRS for review and acceptance. When failure to meet the goals of the small business subcontracting plan as stated in Section H, Subcontracting, of the contract, the Contractor must state in the report (either remarks field or separate letter) what good faith effort has been made to meet the goals; and/or future plan on how to improve small business opportunities for future subcontracts.

(13) Contract Financial Report

The contractor must provide to the COR a concise quarterly report by the due date specified in the above table. The report must include the following:

a. Summary of New Contract. To include the following:

i. Contract number

ii. Title

iii. Statement of Work / Activity Description

iv. Mission/Bureau contracting

v. Period of performance

vi. Contracting Officer

vii. COR

viii. Ceiling Price

ix. Initial Obligated Amount

x. Small and Disadvantaged Business participation.

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(b) Language of Reports and Other Deliverables

All reports and other deliverables must be in the English language, unless otherwise specified by the USAID COR or in this contract.

(c) Meetings

The Contractor will be responsible for attending, at a minimum, semi-annual meetings with the COR, and possibly more frequently if deemed by the COR. USAID will develop a meeting schedule with the contractor during the start-up phase of the project.

F.6 KEY PERSONNEL

(a) The key personnel whom the Contractor must furnish for the performance of this contract are as follows:

Name /Position Title

(b) The personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and USAID Contracting Officer’s Representative reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the activity. No replacement will be made by the Contractor without the written consent of the Contracting Officer.

[END OF SECTION F]

SECTION G

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SECTION G - CONTRACT ADMINISTRATION DATA

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

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The Contracting Officer’s Representative (COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034--Public Voucher for Purchases and Services Other Than Personal. Each voucher 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 Description Amt vouchered Amt vouchered Item No. to date 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: ______________________________________________________

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(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.2 ADMINISTRATIVE CONTRACTING OFFICER

The Administrative Contracting Office is:

USAID/Liberia Office of Acquisition and Assistance (OAA) 502 Benson Street Monrovia, Liberia

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

Contracting Officer’s Representative:

Telephone:_____________ E-mail:________________

G.4 CONTRACTOR’S PRIMARY POINT OF CONTACT

The contractor’s primary point of contact is ________________ and can be reached at ( ) - .

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G.5 PAYING OFFICE

The paying office for this contract is:

U.S. Agency for International Development USAID/Liberia 502 Benson Street Monrovia, Liberia

Telephone: +231-0777-555-060 E-mail: monroviapayments@usaid.gov

G.6 ACCOUNTING AND APPROPRIATION DATA

Budget Fiscal:

Operating Unit:

Strategic Objective:

Team/Division:

Benefiting Geo Area: 669 Expanded Object Class Code (EOCC):

Amount Obligated:

G.7 CONTRACTOR'S PAYMENT ADDRESS

Telephone:_____________ E-mail:________________

G.8 TECHNICAL DIRECTION/RELATIONSHIP WITH USAID

(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:

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(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…