BPD-IAF-10-R-0009 ENG-HA.doc

OMB CONTROL NO. 1505-0080/0081

SOLICITATION AND OFFER —

NEGOTIATED ACQUISITION

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I. SOLICITATION

1. SOLICITATION NUMBER

BPD-IAF-10-R-0009

2. DATE ISSUED

October 15, 2010

3. OFFERS DUE BY

November 18, 2010

2:00 pm ET

4. OFFERS VALID FOR 60 DAYS UNLESS A DIFFERENT PERIOD IS ENTERED HERE

90 days

5. ISSUED BY

Department of the Treasury

Bureau of the Public Debt

Division of Procurement

200 Third Street – Avery 5-F

Parkersburg, WV 26106-5312

6. ADDRESS OFFER TO (If other than Item 5)

7. FOR INFORMATION CALL (No collect calls)

PHONE NUMBER

PSB3@bpd.treas.gov

8. BRIEF DESCRIPTION

This solicitation is intended to result in an indefinite-delivery, indefinite-quantity (IDIQ) contract award for Grant Data-Verification Services for Haiti, to support the Inter-American Foundation (IAF).

This acquisition is unrestricted. The NAICS code is 541219 and the size standard is $8.5 million.

9. TABLE OF CONTENTS

II. OFFER

The undersigned agrees to furnish and deliver the items or perform services to the extent stated in this document for the consideration stated. The rights and obligations of the parties to the resultant contract shall be subject to and governed by this document and any documents attached or incorporated by reference.

11. NAME AND ADDRESS OF OFFEROR

12A. SIGNATURE OF PERSON AUTHORIZED TO SIGN

12B. NAME OF SIGNER

12C. TITLE OF SIGNER

AREA CODE

NUMBER

NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION OPTIONAL FORM 308 (9-97)

COMPUTER GENERATED

Prescribed by GSA - FAR (48 CFR) 53.215-1(f)

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1.

CONTRACT SUMMARY

The Contractor shall provide services specified in Section C at a fixed daily rate. Travel and administrative expenses will be paid at actuals (see B.4. and B.5.). The contract term is not-to-exceed 60 months including a base period and four unilateral option periods as shown below:

B.2. CONTRACT MINIMUM/MAXIMUM

The minimum value of this contract shall be $10,000.00 and the maximum value shall be calculated based on the evaluated price. See Section M.2.3.

The Haiti DV should anticipate that his or her workload will be proportional to the size and activities of the Haitian portfolio and will correspond to the needs of the agency, and may increase or decrease, according to any portfolio changes. Fluctuations in the portfolio will affect the workload and amounts paid under this contract.

B.3. CONTRACT PRICING

The unit prices listed below shall consist of the Contractor’s fully loaded daily rate (including benefits) for grant visits, hosting or attending conferences, training or providing other services as required by the Contracting Officer’s Technical Representative (COTR) and are fixed for the duration of the contract. Costs associated with C.6. Hemispheric Meetings and C.8. Other Services, such as reserving meeting facilities, invitations and costs associated with those events will be handled by task order procedures outlined in B.5. Since the number of days varies depending on the type of activity to be performed as described in Section C, the total Contractor’s fee per activity will be handled by the task order procedures described in B.5. The daily fee covers a 24-hour day work period, and must be provided in U.S. dollars.

Base

Option

Option

Option

Option

Period

Period I

Period II Period III Period IV

(Year 1) (Year 2) (Year 3) (Year 4) (Year 5)

Data Verifier

US$

(Daily Rate)

B.4. TRAVEL COSTS

Actual travel costs under this contract will vary, depending on the number and location of the grantees active during the course of the contract. At the time the work plan is submitted, estimated lodging, meal rates and transportation costs will be established. Travel costs are reimbursed at actuals in accordance with Federal Travel Regulations; contractor’s reimbursement for travel shall not be in excess of the rates appropriate for the area as established through reasonable COTR estimates, which should rarely if ever exceed the State Department lodging rates without prior COTR approval. Travel receipts must be provided for flights, lodging, and for all other expenses over twenty-five dollars.

Annual Travel Costs - For Price Evaluation Purposes

The Offeror shall calculate the number of days/nights lodging, meals and travel costs related to the grantee visits (as shown in Section M.2.3.).

Base

Option

Option

Option

Option

Period

Period I

Period II Period III Period IV

(Year 1) (Year 2) (Year 3) (Year 4) (Year 5)

Travel

US$ _______

(not to exceed)

B.5. TASK ORDERS

The Government will issue task orders under this contract in accordance with the pricing parameters stated in this section and the instructions in Section G.5. When the work plan is sent to the Contractor (every twelve months), the Contractor shall submit a budget for each anticipated visit. In addition to the estimated number of days required to complete the visits, the Contractor’s price proposal may include travel costs (transportation, lodging, meals, and incidental expenses), and administrative expenses (bank electronic wire transfers, telephone calls, internet fees, courier charges, cost of copies and faxes). Travel costs into and out of the country cannot be included, except in cases where the COTR deems appropriate.

The COTR will review the proposal and either accept or request revisions to it. The Contracting Officer will issue a Task Order to the Contractor by email which will include a not-to-exceed amount for the task order.

Task Orders will also be issued to the host country Contractor for the hemispheric meeting, for attending the hemispheric meeting, participating in training sessions, and for other required services during the life of the contract.

SECTION C - INTER-AMERICAN FOUNDATION

PERFORMANCE WORK STATEMENT (PWS)

C.1. BACKGROUND

The Inter-American Foundation (IAF) is an independent agency of the United States Government, established as part of the Foreign Assistance Act of 1969. The mission of the IAF is to promote sustainable grassroots development throughout Latin America and the Caribbean. To that end, the IAF provides grants directly to grassroots and community based organizations in Latin America and the Caribbean to help them implement their own creative ideas for development and poverty reduction.

Since beginning operations in 1972, the IAF has distributed over $630 million, through nearly 5,000 grants. Many grants have supported grassroots organizations such as agricultural cooperatives or small, urban enterprises; others were awarded to larger, intermediary organizations that provide grassroots groups with credit, technical assistance, training and marketing assistance. The largest portion of IAF funding has been invested in food production and agriculture, followed by micro-enterprise development, and education and training. For more information about the IAF please visit the website at: www.iaf.gov.

Grassroots development is effective, and the best evidence is that this approach to development is today a priority for many international donors as well as public and private sector entities throughout the hemisphere. Nevertheless, the IAF strives to provide more specific evidence of success by systematically tracking the results of its projects. The IAF designed and developed a data collection instrument in 2000 to collect and assess results data via excel spreadsheets. The instrument measures both tangible and intangible results at three levels: among individuals, organizations, and society at large. As part of grant disbursements, grantees agree to collect and forward their project results to the IAF every six months during the life span of their project. In-country data verifiers contracted by the IAF then verify the results submitted by the grantees and prepare a report of the validated data along with their comments on causes that facilitated or impeded achievement of project objectives for the IAF. The IAF provides training to new data verifiers in the use of the IAF data collection instrument. You may also access more information about it at: http://www.iaf.gov/grants/grassroots_dev_framework_en.asp and then click on “How to measure grant results?”

C.2. OBJECTIVE

The Inter-American Foundation is seeking a qualified Contractor in Haiti to provide grant data verification services for Haiti.

The IAF approves approximately six grants per year per country. Grants are usually awarded for a one, two, or three-year period and include the following verification visits: a Data Verifier orientation visit, a verification visit every six months, and a final visit after the project has closed. Most grants are for a three-year period; therefore, over the life of a 3-year grant, the Contractor will conduct approximately seven visits to the grantee. It is estimated that each visit to a grantee requires approximately 6 days, including preparing for the visit (contacting grantee, reading grant documentation, copying reports, etc.), travel time, interviews with the grantee and its beneficiaries, and drafting visit reports.

While information obtained by the Contractor during orientation and verification visits is submitted to the IAF Office of Evaluation for results reporting, all interaction with IAF grantees must be coordinated with the IAF Office of Programs, usually with the Foundation Representative (FR) assigned to the country in which the Contractor is working.

C.3. POSITION REQUIREMENTS

The Contractor shall possess the requisite experience and/or knowledge necessary to perform the work described in Section C.4. The requirements for the Contractor include:

(a) three years minimum of experience conducting social science research, including field interviews, compilation and analysis of primary and secondary data, or design and/or implementation of survey instruments, with experience related to grassroots development projects (NGO or base-groups);

(b) a degree in the field of Social Sciences (for example, economics, sociology or statistics);

(c) experience in the field of project monitoring and evaluation as it relates to grassroots (local) groups and nonprofit organizations; and

(d) three years minimum of experience working with non-government organizations and/or base groups.

The Contractor shall possess the necessary language abilities applicable to this country, which is French and Creole; the Contractor shall be fluent in French and Creole, speaking, reading and writing in professional business language. The Contractor shall also be able to communicate in either Spanish or English, speaking, reading, and writing in professional business language.

The Contractor shall exhibit openness and sensitivity to multi-cultural and multi-disciplinary settings and be willing to travel to extremely isolated areas to meet with grantees and their beneficiaries, agricultural cooperatives, small businesses, community associations, public and private sector entities, and technical assistance organizations.

The Contractor shall have a physical presence in Haiti for the duration of the contract. The work includes both sedentary tasks in an office environment, as well as extensive travel in rural areas. Field visits could involve physical exertion and discomfort, and may include the use of local transportation to isolated areas, walking and hiking to inaccessible areas, as well as health-related issues such as non-potable water, lack of access to modern medical facilities and potential exposure to disease. The Contractor shall be willing and able to travel to and stay in remote areas of the country to conduct field work at the grantees’ physical locations or where grant activities are taking place.

C.4. TASKS

The Contractor shall perform the following tasks:

· Train grantees in the use of the IAF data collection instrument.

· Train grantees on data collection strategies.

· Assist grantees with indicators that present problems in collecting the required data.

· Document and verify grant results with grantees, beneficiaries, and grantees’ partners.

· Draft reports documenting data verification visit findings.

· Submit to the IAF, via electronic mail, the verified results data according to selected indicators.

· Write project history reports for expired and/or terminated grants.

· Participate in IAF evaluation of expired grants

· Communicate with the FR and the Local Liaison Advisor, either by phone, email or in face-to-face meetings, to exchange information on project progress.

· Accompany IAF staff and contractors on field trips as requested by the COTR.

· Provide grant results verification services in other countries as requested by the COTR.

· Participate in a Quality Performance Assessment (QPA) to be conducted at least once during the contract period. The QPA will be conducted by the COTR and will require access to grant working papers as well as accessibility and availability of the Contractor.

· Participate in training and/or conferences sanctioned by the COTR.

· Undertake any other activity as requested by the COTR in association with this PWS.

C.5. Methodology

C.5.1. Data Verifier (DV) Orientation Visit

The Contractor shall conduct a DV orientation visit for new grantees by visiting them shortly after grants are awarded, but no later than ten weeks after receiving a copy of the grant agreement from the COTR. If requested by the IAF Office of Programs, the Contractor may be required to participate in the IAF Program Office orientation visit conducted by the Foundation Representative, with the LLAS staff assigned to country and the auditor. In the case where the IAF Office of Programs does not request the participation of the Contractor, the Contractor shall conduct the DV orientation visit on his/her own after receiving approval from the COTR. The DV orientation visit report shall be submitted to the IAF no later than 30 days after the visit.

C.5.1.1. Prior to the DV orientation visit, the Contractor shall:

a) Coordinate the orientation visit with the FR and the LLAS to determine whether the Contractor will participate in a group orientation or whether he/she will conduct a separate DV orientation visit;

b) Submit a proposed schedule budget to the COTR for review and approval;

c) Request the full and final version of the Grant Agreement from the IAF, or the LLAS;

d) Review the grant objectives contained in the Grant Agreement;

e) Discuss with the FR which indicators s/he has defined for the grantee’s project and make recommendations if requested by the FR;

f) Review the final indicators defined and/or approved by the FR and request any clarification;

g) Arrange with the grantee the dates of the orientation visit.

C.5.1.2. During the DV orientation visit, the Contractor shall perform the following tasks with the grantee:

a) Review and verify the accuracy and completeness of the baseline information to measure project objectives as presented in the project proposal.

b) Review with the grantee the objectives of the grant and the indicators that the FR has identified as his/her priority indicators prior to the visit. This discussion will provide the grantee with an opportunity to suggest changes in the selection of indicators. If the recommended indicators are accepted by the grantee, the Contractor shall notify the COTR and the FR, if the latter is not present during the orientation visit.

c) Consult with the FR to clarify any questions surrounding the indicators raised by the grantee.

d) Explain how the grantee will be expected to report on the selected indicators. The Contractor shall make recommendations to the grantee as to relevant data to collect, how to go about collecting the data, and how the data shall be reported in the data collection instrument.

e) Install the latest version of the data collection software on the grantee’s computer and train grantee staff members on how to record grant results into the document.

f) Highlight to the grantee the dates of reports submission as per the cover letter attached to the grant agreement.

The Contractor shall not counsel or provide technical assistance to the grantee on grant management or interpretation matters, or grant activity implementation issues. These duties pertain to the IAF oversight and are managed out of the IAF’s Office of Programs. Grant implementation or grant agreement interpretation issues must be referred by the grantee directly to the FR or the LLAS assigned to the country. Any matters related to the interpretation of the contract between the Contractor and the IAF shall be referred to the COTR.

C.5.1.3. After the DV orientation visit, the Contractor shall write an orientation report containing the following:

a) The name of the person who provided the orientation to the grantees and dates of the visit;

b) The names of the persons interviewed in the grantee organization;

c) Project description and objectives;

d) Selected indicators;

e) Expected results;

f) Baseline data for selected indicators;

g) Project stated milestones disaggregated by year over the life of the project;

h) Possible learning opportunities (emerging development trends, effective techniques, etc.)

The Contractor shall also contact the FR and COTR to notify the IAF of any issues that require clarification or resolution during the orientation visits, or concern related to the indicators previously selected.

C.5.2. Grant Results Verification Visits

After the DV orientation visit, the Contractor shall visit each grantee once every six months until the termination of the grant period to verify the data reported in the grantees report on indicators. The Contractor shall submit a proposed schedule for the results verification visit to the COTR and FR for approval and coordination prior to conducting the visit. Each six-month verification visit shall take place within four weeks of grantee’s report submission, unless notified otherwise in writing by the COTR. The Contractor shall send to the IAF, via email, the Verified Grant Results Data report using the IAF data collection instrument within 30 days from the end of the grant visit. Also, within 30 days after each verification visit, the Contractor shall draft a paragraph for the Evaluation Office, summarizing the most important results attained by the project since the last visit and reasons or conditions that facilitated or limited the attainment of results.

C.5.2.1. Prior to the verification visit, the Contractor shall:

a) Receive from the grantee a copy of Program Activity and Results Report of the Grant Agreement.

b) Inform and coordinate with the FR all proposed visits.

c) Make an appointment with the grantee to go over the grant results data.

d) Review the grant results submitted by the grantee for each of the selected indicators.

C.5.2.2. During the verification visit, the Contractor shall perform the following tasks with the grantee:

a) Conduct interviews and focus group sessions with the grantee staff, the beneficiaries and the grantee’s partners to verify grant results.

b) Compare the data from the last reporting period to the current one to ensure that no data from the previous reporting period has been transposed or duplicated in the current grant results report.

c) Verify that no data corresponding to any of the selected indicators has been omitted.

C.5.2.3. After each verification visit, the Contractor shall enter into the IAF data collection instrument the grantee data including:

a) The name of the person who conducted the grant results verification visit and date of the visit;

b) The names of the persons interviewed in the grantee organization as well as in other private and public organizations, and a sample of interviews conducted;

c) Recommendations on data collection methodologies made by the Contractor to the grantee to ensure quality of results data;

d) Recommendations for updating the IAF data collection instrument.

C.5.2.4. The data verification task requires, at a minimum, for the Contractor to:

a) Review the last report submitted by the grantee, including the indicators.

b) Review grantee’s files and documents, and conduct interviews, focus sessions and/or surveys with the grantee, the beneficiaries, and the grantee’s partners.

c) Submit to the IAF the verified grantee result data according to the selected indicators. The grant results shall be submitted, via email, to the IAF in the IAF data collection instrument.

d) Train or provide technical assistance to the grantee with indicators that present problems in collecting the required data.

e) Coordinate any site visit or scheduled trip with the FR with a copy to the COTR for input regarding the timing and any additional issues identified by the IAF that relate to grant activities and reports that may be relevant to the Contractor.

C.5.3. Final Visit and Documentation

In the case of recently expired grants, the Contractor shall visit grantees, and, on a sample basis, project beneficiaries, no later than 45 days after grant expiration. The Contractor shall notify the FR of the final visit and coordinate such visit if necessary. The Contractor shall verify, clarify and complete, if necessary, the grant results data presented by the grantee in the final results report. In addition, the Contractor shall prepare a narrative report to document grant achievements and/or failures and lessons learned. The Contractor shall prepare an analysis of the expiring grant by objective, sustainability and impact and be delivered to the IAF within 45 days from the end of the final grantee visit.

C.5.4. IAF Evaluations of Expired Grants During each fiscal year, a few expired grants will be chosen by the IAF for an Evaluation. As determined by the COTR and assigned in task order requests, the Contractor shall participate in the Evaluations, including preparatory work, visits, and final reporting, and may be required to assist the IAF in identifying/acquiring a subcontractor/consultant as a local evaluation expert (subcontractor to be paid directly by the IAF via a separate order). The Contractor shall also play a role which may include making observations, conducting interviews, documenting project impact, and subcontract management. Assigned Evaluation Reports shall be delivered to the IAF within 45 days from the end of the final Evaluation visit.

C.6. Hemispheric Meeting with IAF Staff and Contractors

Once a year, or when deemed necessary by the Evaluation Office, the Contractor shall participate in a hemispheric meeting and/or workshop with other contractors and the IAF staff , to evaluate contract activities, review and update data collection strategies and methodologies, and share best practice and insights pertaining to the impact of grants by region and by country. Travel cost incurred by the Contractor to attend this meeting shall be covered by the IAF in accordance with invoice requirements (Section G.4.). The Contractor shall be paid a daily fee in accordance with the unit price listed in Section B for attending the hemispheric meeting.

A host country Contractor shall be selected to assist with the planning and logistics for the hemispheric meeting. The site of future meetings shall change from year to year. To organize the meeting, the host country Contractor will be expected to make arrangements to reserve the meeting facility. The costs associated with the meeting place, participants’ lodging allowances, per diem, and transportation shall be covered by the IAF. No later than two weeks after the conclusion of the meeting, the host country Contractor shall write and submit a copy of the minutes of the meeting to the COTR. Once the COTR approves the minutes, the Contractor shall distribute a copy of the report to each meeting participant.

C.7. QUALITY PERFORMANCE ASSESSMENT

A quality performance assessment will be completed during contract performance in addition to the annual contractor performance evaluations. The quality performance assessment will be performed by the COTR to observe and evaluate the administrative records and data verification methodology during a data verification visit. Within one month of the visit, the COTR conducting the assessment shall submit a report to the Contractor detailing the observations of the assessed contractor’s performance. The Contractor shall have 30 days to clarify any items on the report prior to its becoming a final document.

C.8. Other services

The IAF may require other technical assistance or other related services for grantees, IAF staff and contractors under this contract. The exact requirements for such other services will be described in appropriate task order requests. These other services shall be provided in addition to basic data verifier services as determined by the COTR and priced in accordance with the daily rates in Section B.3. This may require the Contractor travel to other countries to carry out other services requested by the IAF.

C.9. Deliverables

Deliverables for data verifying services shall consist of the following documents:

1.

DV Orientation Visit Report

2.

Verified Grant Results Data Report (one of two reports for Grant Results Verification visit)

3. Summary of Data Verification on important achievements during the period, and contributing factors

(two of two for Grant Results Verification visit)

4.

Final Grant Results Data Report (one of three reports for Final Visit)

5. Project History Documentation (two of three for Final Visit)

6. Analysis of expiring grants by objective, sustainability and impact (three of three for Final Visit)

7.

IAF Evaluation Report (Expired grants)

8.

Minutes of Hemispheric Conference (host country contractor only) C.10. Document Requirements

All reports submitted by the Contractor to the IAF shall be in Spanish. All communications with the COTR shall be in Spanish or English.

1. Guidance and Instructions -The Contractor shall follow existing and new guidance from the COTR on data collection, data recording, and data transmission for the results and evaluation reports of expired grants. The Contractor shall meet in Haiti with the COTR and other IAF staff, as requested, to receive new guidance or instructions, and to report on result data collection, and other tasks set forth in this contract.

2. Filing System - The Contractor shall establish a filing system for documents on individual grants and their results. These files are confidential, and shall be available to IAF staff and to independent consultants authorized by the COTR in writing.

At the end of the contract, all data files and documentation of grants shall be returned to the IAF. All electronic files shall be compatible with software already existing in the IAF, which is MS Office 2003 (Word, Excel). All data and information collected during the contract shall be regarded as confidential and shall not be released to third parties without prior approval from the IAF.

C.11. PERFORMANCE REQUIREMENTS

The purpose of the Performance Requirement Summary (PRS) is to provide a quality assurance plan for the grant data verification services in Haiti. This plan provides a basis for the COTR, with input from the IAF Office of Programs, to evaluate the quality of the Contractor's performance. The oversight provided for in the contract and in this plan will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COTR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required past performance evaluations.

The Contractor is responsible for performing the requirements of this contract in accordance with the Performance Requirements Summary detailed on the following page. The Contractor will be subject to the incentives/disincentives associated with the PRS.

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The COTR will record the date the Visit Report was received by the IAF and reviewed for correct content.

Payment of invoices associated with this requirement is contingent upon performing the required visit, and acceptance of the associated report by IAF. No payment shall be processed for the particular grant in question until the Orientation Visit Report is received and accepted.

a final grant results data report; a project history (narrative report to document grant achievements, failures, and lessons learned); and an analysis of grant by objective, as well as sustainability and impact. All reports are to be delivered within 45 days of the end of the final Evaluation visit, and contain all required information.

SECTION D - PACKAGING AND MARKING

D.1. PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information and materials to the Contracting Officer (CO) or the COTR shall be paid by the Contractor unless mutually agreeable alternate arrangements are made between the COTR and the Contractor.

D.2. PREPARATION FOR DELIVERY

All items shall be packaged in accordance with normal commercial practice.

D.3. MARKING OF SHIPMENTS

To facilitate identification, the Contractor and each subcontractor making shipments to the Government shall mark each piece, bundle, or container (inside and outside) with the Government contract number, including task order number and mark all shipments in accordance with normal commercial practice.

SECTION E - INSPECTION AND ACCEPTANCE

E.1. 52.252-2

CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Office will make their full text available. Also, the full text of a clause may be accessed electronically at this address: www.acquisition.gov/far.

The following clause is incorporated by reference:

E.2. 52.246-6 INSPECTION – TIME-AND-MATERIAL AND LABOR-HOUR (MAY 2001)

E.3. INSPECTION AND ACCEPTANCE

Inspection and acceptance of all work performed under this contract shall be performed by the COTR to ensure compliance with the contract and assess conformance with the Performance Requirements Summary.

E.4. RECORDS

The Contractor shall maintain and provide the CO and the COTR access to all documents and records for services performed during the contract. The Contractor shall comply with requirements in FAR 4.7, Contractor Records Retention.

E.5. QUALITY CONTROL

The Contractor is required to immediately notify the COTR of problems or situations that could negatively impact compliance with the provisions of the contract and task order and to inform the COTR of the plan the Contractor will implement to resolve problems.

SECTION F - DELIVERIES OR PERFORMANCE

The following clauses are incorporated by reference:

F.1. 52.242-15

STOP-WORK ORDER (AUG 1989)

F.2. 52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.3. DELIVERABLES

In addition to the deliverables outlined in the performance work statement (C.9.), deliverables associated with Other Services, see C.8., will be identified in the task order issued under the contract.

F.4 PLACE OF DELIVERY

Delivery of all items to the COTR shall be made to the address specified in the contract, G.3.

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. CONTRACTING OFFICE REPRESENTATIVES

Contracting Officer: Gina Hanna

Administrative Contracting Officer(s): to be named at award

Contract Negotiator: Mindy Wargowsky

Address:

Department of the Treasury

Bureau of the Public Debt

Division of Procurement, 200 Third Street - Avery 5F

Parkersburg, WV 26106-5312

E-mail Address: to be provided at award Fax: (304) 480-7204

G.2. CONTRACT ADMINISTRATION

In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and persons other than the Contracting Officers be effective or binding upon the Government. The Contracting Officers are the only persons authorized to make or approve any changes in any of the requirements of this contract and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officers. In the event the Contractor makes any changes at the discretion of any persons other than the Contracting Officers, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.

G.3. DTAR 1052.201-70 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR) DESIGNATION AND AUTHORITY (APR 2004)

a) The Contracting Officer’s Technical Representative is to be named at award.

b) Performance of work under this contract shall be subject to the technical direction of the COTR identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, fills in details, and otherwise serves to ensure that tasks outline in the work statement are accomplished satisfactorily.

c) Technical direction must be within the scope of the specification(s)/work statement. The COTR does not have authority to issue technical direction that:

1) Constitutes a change of assignment or additional work outside the specification(s)/work statement;

2) Constitutes a change as defined in the clause titled “Changes”;

3) In any manner causes an increase or decrease in the contract price or the time required for contract performance;

4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

5) Interferes with the Contractor’s right to perform under the terms and conditions of the contract; or

6) Directs supervises or otherwise controls the actions of the Contractor’s employees.

d) Technical direction may be oral or in writing. The COTR shall confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

e) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COTR. If, in the Contractor’s opinion, any direction of the COTR, or his/her designee, falls within the limitations above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

f) Failure of the Contractor and Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause titled “Disputes.”

G.4. INVOICE REQUIREMENTS

a) Invoices for costs associated with travel or materials shall be submitted on a monthly basis in arrears. For time-and-materials orders, the Contractor may render invoices in arrears as work is performed, but not more frequently than monthly unless authorized at intervals that are more frequent by the Contracting Officer. Work performed under multiple task orders cannot be combined into a single invoice. The Contractor shall retain a copy of all invoices for inspection upon request by the Contracting Officer/COTR.

b) Invoices shall be submitted electronically. Protected Microsoft Excel files are the preferred format, however, Adobe Acrobat Portable Document Format (PDF) and Microsoft Word are also acceptable. The email address will be provided at time of award.

c) A proper invoice must include the following information and/or attached documentation:

1) Name of the business concern and date of invoice.

2) Contract number or other authorization for delivery of property or services.

3) Task order number, description, price, quantity of services actually delivered or rendered, and the date thereof.

4) Shipping and payment terms.

5) Name, title, and phone number of responsible official preparing the invoice.

6) Name and signature of contractor’s certifying official, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.

7) For time-and-materials task orders, documentation supporting time billed (description of tasks performed), subcontractor’s invoices, or any other documentation supporting the invoice.

d) Invoices will be paid upon receipt and after certification by the COTR.

G.5. ORDERING

G.5.1. Task Proposal Requests A request for services shall be initiated by the submission of the “Task Under Contract” form (Attachment A) by either the COTR or the Contractor. Such requests may be issued by facsimile, or by electronic commerce methods at any time during the term of this contract.

a) The task proposal request will specify, at a minimum, the following information:

1) A description of the work to be performed

2) The desired period of performance or required completion date

3) Reporting requirements and deliverables

b) Acceptance of task proposal requests will result in task orders subject to the terms and conditions of this contract. In the event of a conflict between a task order and this contract, the contract shall prevail.

c) The Contractor shall not proceed with any work under a proposed task order unless authorized by the Contracting Officer. Each task order will indicate an effective date which shall be considered the start date as far as the determination of due date(s) for deliverables is concerned.

d) The task proposal request neither commits the Government to pay any costs incurred in the submission of any proposal or in making necessary studies for the preparations thereof, nor does it commit the Government to issue a task order for such services. The Contracting Officer is the only individual who can commit the Government to the expenditure of funds in connection with this contract.

G.5.2. Task Proposals/Authorization

a) The Contractor shall provide a written response to the task proposal request within ten calendar days, unless otherwise specified in the task proposal request. The Contractor’s written response shall consist of the following:

1) A technical proposal with the contractors approach to performing the required work

2) A work schedule identifying the person days, travel and deliverables

3) The Contractor shall complete the “Contractor’s Estimated Task Cost” portion of the Task Under Contract form. The price shall be calculated using the unit price specified in Section B times the number of days required to perform the requested task. Any travel estimate shall be priced in accordance with FAR 31.205-46

b) The Government may enter into discussions with the Contractor regarding the task proposal for purposes of negotiating the technical approach, proposed person-days, or any other issues.

G.5.3. Task Orders Should the Government determine to proceed with the work identified in the task proposal request, a task order will be issued by the Contracting Officer to specify the work to be performed by the Contractor. All task orders will be unilateral, not requiring the Contractor’s signature. Task orders may be transmitted via electronic mail. At a minimum, each task order issued under this contract will include the following:

a) A task order number

b) A description of the work to be performed

c) The work schedule, period of performance, or required completion date

d) The reporting requirements and deliverables

e) The not-to-exceed amount for time-and materials orders to complete the requirements

f) The obligation of funds

g) The payment schedule/terms

G.6. CORRESPONDENCE PROCEDURES

To promote timely and effective administration, correspondence (with the exception of invoices) shall be subject to the following procedures:

a) Technical correspondence shall be addressed to the COTR.

b) All other correspondence shall be addressed to the Contracting Officer.

G.7. PRICING OF ADJUSTMENTS

When costs are a factor in any determination of a contract price adjustment pursuant to the “Changes” Clause, or any other clause of this contract, such costs shall be in accordance with the contract cost principles and procedures in Part 31 of the Federal Acquisition Regulation (48 CFR 31) in effect on the date of the contract award.

G.8. ADVANCE PAYMENT GUIDELINES

In accordance with FAR 32.404(a)(9) and 32.404(b), Part 32 “does not apply to advance payments authorized by law for other types of transactions excluded by agency procedures under statutory authority”, and “agencies may issue their own instructions to deal with advance payment items.” Accordingly, procedures for advance payments are described in Attachments B-C.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1. PUBLIC RELEASE OF INFORMATION PERTAINING TO THIS CONTRACT

Any proposed public release of information pertaining to this contract or the work called for hereunder shall be submitted to the Contracting Officer for approval prior to release. No information shall be released without written approval from the Contracting Officer.

H.2. INTERPRETATION OF CONTRACT REQUIREMENTS

If the Contractor finds clarification necessary with respect to the scope of the services to be performed or manner in which the services are to be performed hereunder, he/she shall request such clarification from the Contracting Officer. No interpretation of any provision of this contract, including applicable specification, shall be binding on the Government unless furnished or agreed to in writing by the Contracting Officer.

H.3. NON-PAYMENT FOR ADDITIONAL WORK

Any additional services or a change to work specified which may be performed by the Contractor, either at his own volition or at the request of an individual other than a duly appointed Contracting Officer, except as may be explicitly authorized in the contract, will be done at the financial risk of the Contractor. Only a duly appointed Contracting Officer is authorized to bind the Government to a change in the specifications, terms, or conditions of this contract.

H.4. INDEMNIFICATION

The Contractor shall indemnify and hold harmless the Government and its officers, agents, representatives, and employees from all claims, loss, damage, actions, causes of action, expense, and/or liability resulting from, brought for, or on account of any personal injury or property damage received or sustained by any person or property growing out of or attributable to any work performed under or related to this contract, regardless of whether such claims, loss, damage, actions, expense, and/or liability may be attributable to the fault, failure, or negligence of the Contractor.

H.5. NON-PERSONAL SERVICES

The Contractor agrees that this is a non-personal services contract; that for all the purposes of the contract the Contractor is not, nor shall he/she hold himself/herself out to be, an agent or partner of, or joint venture with, the Government; and that he/she shall neither supervise, nor accept supervision from, Government employees.

H.6. REASSIGNMENT AND REPLACEMENT OF KEY CONTRACTOR PERSONNEL

a) The Government reserves the right to require the Contractor to reassign key Contractor employees who are deemed incompetent, careless, unsuitable or otherwise objectionable, or whose continued use under any task order issued under this contract is deemed contrary to the best interests of the Government. The Contracting Officer will give notice of such reassignment, in writing.

b) In the event the Contractor finds it necessary to replace the key personnel during the life of the contract, the COTR shall be notified in writing. In cases of Contractor-initiated reassignment of personnel, the request shall be submitted at least fifteen calendar days prior to reassignment to the COTR for review and approval as well as allowing for sufficient time allowed for training of replacement personnel. This notice shall also include the resume(s) of the proposed replacement personnel. All replacement personnel are subject to the written approval of the Contracting Officer prior to their beginning work under this contract.

h.7. COMPLIANCE WITH LOCAL LABOR LAWS (OVERSEAS)

(a) The Contractor shall comply with all-

(1) Local laws, regulations, and labor union agreements governing work hours; and

(2) Labor regulations including collective bargaining agreements, workers' compensation, working conditions, fringe benefits, and labor standards or labor contract matters.

(b) The Contractor indemnifies and holds harmless the United States Government from all claims arising out of the requirements of this clause. This indemnity includes the Contractor's obligation to handle and settle, without cost to the United States Government, any claims or litigation concerning allegations that the Contractor or the United States Government, or both, have not fully complied with local labor laws or regulations relating to the performance of work required by this contract.

(c) Notwithstanding paragraph (b) of this clause, consistent with paragraphs 31.205-15(a) and 31.205-47(d) of the Federal Acquisition Regulation, the Contractor will be reimbursed for the costs of all fines, penalties, and reasonable litigation expenses incurred as a result of compliance with specific contract terms and conditions or written instructions from the Contracting Officer.

H.8. CONFLICTS OF INTEREST

The Contractor shall disclose to the IAF immediately in writing any material financial, personal, or professional relationships between the Contractor or a member of the Contractor’s staff, on the one hand, and a grantee, proponent, or prospective proponent, on the other. The Contractor shall not accept any compensation from grantees, proponents, or prospective proponents, without the express written authorization of the Foundation.

H.9. OWNERSHIP OF PROPERTY

Any materials, equipment, or other property acquired in the course of performing this contract shall be deemed property of the Contractor, unless otherwise agreed to in writing by the COTR and Contractor.

H.10. GOVERNING LAW

This contract shall be governed by the law of the United States of America.

H.11. PAST PERFORMANCE EVALUATION

This contract is subject to a performance evaluation. Following the end of each contract period and at contract completion, a completed Government…