Attachment F TORP 3

ATTACHMENT F: TORP 3 to RFP SAQMMA08R0237 Revision 01

Department of State

Bureau of African Affairs

Task Order Request for Proposal 3 Advisory and On-Site Coordination Services to the Democratic Republic of Congo (DRC)

This is a task order request for proposal (TORP) to provide offeror’s with an example of the format and content of TORP’s to be issued under the contract resulting from RFP and to solicit a specific technical and price proposal for the work described below. The offeror’s response to this TORP will be evaluated as indicated in Section M of the RFP ,this task order announcement will not be awarded with award of the IDIQ’s.

Task Order Requirements

1. Background Resolving deep-rooted and widespread problems in the security sector is one of the most crucial challenges for the Democratic Republic of Congo's government. Security sector reform (SSR) is vital for the Democratic Republic of Congo (DRC) to overcome its history of abuse of civilians and become a trustworthy provider of security with respect for the rule of law.

The United Nations mission in the DRC (French acronym MONUC) is presently the only reliable security force in the country. Well-trained police and armed forces are needed as MONUC begins to draw down in 2008.

United States Government (USG) assistance to the DRC’s armed forces (French acronym FARDC) endeavors to meet expressed Congolese needs and complement the activities of other international assistance providers. The following outlines support requirements to provide advisory support to DRC’s Minister of Defense in Kinshasa, Democratic Republic of Congo.

2. Requirements

Task 1: Advisory Services

The Contractor shall deploy qualified (see Key Personnel) individuals who will provide advice and assistance with respect to:

· Force Modernization and Structure:

· Provide senior level advice and guidance with respect to international development, conflict mitigation, disaster recovery, humanitarian assistance management and/or counter-insurgency activities

· Budget/Resource Management:

· Provide guidance and expertise for writing standard operating procedures and information papers that will be used in daily operations.

· Provide budget and resource management advice to guide and assist the DRC in establishing and controlling assets.

· Human Resources:

· Provide guidance and expertise on administrative functions and personnel issues for Ministry of Defense and individual services.

· Assist with the execution of military personnel programs such as promotions, evaluations, personnel actions, assignments and in-out processing, and provide advice on the preparation of documentation for actions that affect the career of the military member.

· Assist in compiling data to identify reports and or briefings to inform management of analysis results for use in the decision making process or for in-progress status information.

· Provide historical documentation for use in developing recommendations for improved operations.

· Assists in writing SOPs and information papers to be used in daily operations.

· Training and Operations:

· Provide guidance and expertise on training and conducting operations at joint and individual service levels for Ministry of Defense and individual services.

· Assist in developing detail-training plans to support modernization efforts and operation objectives.

· Logistics:

· Provide guidance and expertise to strengthen the logistics capacity of the DRC and assist in developing and implementing plans to enhance its logistics capacity though training and enhanced management and communication.

· Assist in ensuring smooth working of an inventory control system for all items.

· Provide guidance on security, inventory management, personnel training and other requirements related to operation and maintenance of the general or sector headquarters.

· As necessary, provide guidance on ground, air, and sea movement planning and transportation operations.

· Defense Procurement and Infrastructure:

· Provide guidance and expertise for establishing a procurement system.

· Provide advice on infrastructure development, covering all aspects of equipment procurement and acquisition of supplies to support modernization efforts.

· Military Health:

· Provide guidance and expertise on developing comprehensive preventive health and treatment programs to support the Ministry of Defense, including establishing professional training programs for medical professionals at all levels.

· Military Justice and Equal Opportunity:

· Provide guidance and expertise on the fundamental and legal aspects of establishing and implementing military justice programs which upholds basic human rights and equal opportunity programs within the military, to include establishing training programs for prosecutors and defense on criminal and non-criminal legal matters.

· Communications:

· Provide guidance and technical assistance for all levels of communications, including signals and information technology within the Ministry of Defense and individual services.

· Develop training and maintenance programs to support the equipment acquired in the established organization.

Task 2: DRC On-Site Coordination

The Contractor shall deploy qualified (see Key Personnel) individuals who shall:

· Ensure that the contractors comply with all requirements of their contracts’ statements of work, specifications, or performance work statements as any new contracts awarded to continue US support to security sector reform in the DRC.

· Provide technical direction to the contractor's technical manager, as may be requested by the contractor. Such technical assistance will be determined by the program office and relayed;

· Ensure that contractor personnel are of the same caliber originally proposed by the contractor to the Government;

· Work closely with the Contracting Office Representative (COR) regarding change order requests, substitutions, or additions to personnel. All contractor deficiencies and failures shall be brought to the attention of the COR or Contract Administrator/Specialist. The contractor shall not modify the contract in any way, nor authorize deviations to any contract terms and conditions. These authorities are reserved to the Contracting Officer Representative only, and are non-delegable;

· Verify the contractor's invoices/vouchers for reasonableness and availability of funds, and provide a written recommendation to the COR. Recommendation shall be made within fifteen days after receipt of the invoice/voucher;

· Conduct frequent, and preferably daily, visits to the contractor's area of operations to: (1) monitor the contractor's performance; (2) monitor changes in the technical performance affecting personnel, the schedule, deliverables, and price or costs; (3) inspect and monitor the use of Government property, if applicable; and (4) ensure that contractor employees being charged to the contract are actually performing the work under the contract;

· Provide reports fully documenting the contractor’s activities and evaluations of the weekly reports produced by the contractor;

· Attend and document critical meetings and telephone conversations with the contractor. A log book shall be maintained, which must reflect the date, time, name, and title of individual(s) involved, the subject matter, and the details of the meeting or conversation;

· To the maximum extent possible, inspect equipment and services (as received) and provide reports (three days after inspection) to COR with a recommendation to accept or reject supplies, services, or construction, in accordance with the terms of the contract; and

· Assist the U.S. Embassy in Kinshasa, and the Government of DRC (GDRC) and the DRC military (FARDC) with respect to the Department’s contracts in DRC. Specifically, the Representative shall:

· Work closely with the Embassy in Kinshasa to coordinate all aspects of the US contribution to FARDC, especially the timing, quality, and process by which deliverables are received.

· Interface with the FARDC to resolve contractual issues which may be approached from a technical position.

· Coordinate with the Embassy in Kinshasa and the Africa Bureau’s Office of Regional and Security Affairs to address any political or technical issues that cannot be resolved through normal channels that arise through the implementation of the contracts in DRC.

3. General Terms and Conditions

· A facility security clearance is not required.

· The Contractor shall report to the Department of State any logistical or administrative issues affecting the progress of the task order.

· The Contractor shall conduct all work and deliver all materials and equipment so as not to interfere with or delay any activities being conducted by the DRC.

· The Contractor shall perform work after regular hours, or on holidays, if specifically approved by the Government. The Government will not be obligated to reimburse the contractor for any overtime/holiday work necessitated by circumstances within the Contractor’s reasonable control.

· The contractor personnel shall not perform any effort considered to be in the realm of policy making, decision-making, or managerial in nature that is defined as the direct responsibility of the U.S. Government, the State Department, the Africa Bureau, the Office of Regional and Security Affairs.

· The contractor shall maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of information. The Representative shall provide information only to the contract employees, contractors, and subcontractors having a need to know such information in the performance of their duties for this project.

· The contractor shall not provide any information to members of the media, advocacy groups, non-governmental organizations, or the public without the specific consent of the U.S. Embassy in Kinshasa, or the Department of State’s Africa Bureau in Washington.

· Information made available to the contractor by the USG for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer Representative.

· If public information is provided to the contractor for use in performance or administration of this effort, the Representative may not use such information for any other purpose without written consent by the Contracting Officer or the Department of State’s Africa Bureau. If the Representative is uncertain about the availability or proposed use of information provided for the performance or administration, the Representative will consult with the Department of State’s Africa Bureau regarding use of that information for other purposes.

· The contractor agrees to assume responsibility for protecting the confidentiality of Government records which are not public information. Each offeror or employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

· Performance of this effort may require the contractor to access and use data and information proprietary to a Government agency or Government Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be adverse to the interests of the Government and/or others.

· The contractor shall not divulge or release data or information developed or obtained in performance of this effort, until made public by the Government, except to authorized Government personnel and the contractor or upon written approval of the COR. The Representative shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the contractor or the COTR without such limitations or prohibit an agreement at not cost to the Government between the contractor and the data owner that provides for greater rights to the contractor.

· All data received, processed, evaluated, loaded, and/or created as a result of this task order shall remain the sole property of the Government unless specific exception is granted by the Contracting Officer Representative.

· Each individual contractor advisor will sign a non disclosure agreement while performing work under this contract and will be aware that any dissemination or discussions of daily activities, logs or reports to any party or person outside the stated list above without prior written approval is not allowed. Violation of this procedure will be immediate grounds for disqualification, which may also include immediate termination for work under this proposal.

4. Place of Performance

Task 1: The place of performance is Kinshasa, DRC.

Task 2: The DRC On-Site Coordinator will be located at Kinshasa, DRC and travel to eastern DRC and other site locations with DRC from time to time. The representative may also be asked to travel to Washington as necessary, including for pre-deployment briefing with DOS representatives.

5. Period of Performance

Task 1: Estimated date of award is 30 September 2008. Initial advisory activities will commence no later than October 20, 2008 and this contract will run until 30 September 2009 with the ability to exercise (2) two additional options of 6 months for each advisor based on the day of deployment and Task Order award which will be stated in the contract. This acquisition will be fixed price and will not extended past two years for each advisor.

Task 2: The following period of performance applies to the DRC On-Site Coordinator: Base 9/15/2008-9/14/2009

6. Invoicing Procedures

The Contractors shall submit monthly invoices no later than 15 days after month end. Monthly invoices shall be submitted in accordance with G.3 of the solicitation to the Contracting Officer’s Representative for the Bureau of African Affairs. The appropriate documentation supporting the invoice shall accompany each invoice or it may be rejected. All invoices shall be submitted to the Representative for the EXBS program.

NAME TBD

Office of Regional and Security Affairs

Bureau of African Affairs

U.S. Department of State

2201 C. St. NW – Room ___

Washington, DC, 20520

PHONE

EMAIL

7. Travel

Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR 31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the Contracting Officer’s Representative (COR). In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

The Contractor shall include a breakout of all authorized travel expenses as an attachment to its invoices. Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor.

When local travel between the Contractor employee’s regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this order. For the purposes of this clause, local travel means travel within a 50 mile radius of the Contractor employee’s regular place of performance and does not include daily commuting or associated costs.

For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from stat starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this order will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for five Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is obtained.

The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have current and valid passports. The Contractor shall also be responsible for obtaining any visas required for travel to foreign countries under this contract. The Contractor shall make no direct labor charges for obtaining/maintaining passports and/or visas.

8. Government Technical Monitor (GTM) (*********NOTE: THE On-Site Coordinator proposed will be the GTM.)

The GTM serves as the Government’s on-the-ground representative overseeing Contractor performance. The GTM monitors task order compliance, answers the Contractor’s task order-level technical questions, and provides direction for all task order-level technical matters.

The GTM is not authorized to direct the Contractor to begin work, change task order funding, alter periods of performance, authorize deviations from Government requirements, direct the Contractor to take any action with cost/price implications, or otherwise modify the task order in any way. Only the Contracting Officer may take such actions.

The GTM for this task order will be: TBD

9. Key Personnel

(a) The Contractor shall assign to this order the following key personnel:

Force Modernization/Structure Advisor

a) Preferably, a retired field grade officer, Lt. Col/ Col with security assistance experience in foreign military training and programs management. Must have senior level knowledge and experience in international development, conflict mitigation, disaster recovery, humanitarian assistance management and/or counter-insurgency activities

b) The position requires training and education in areas associated to, but not limited to, the following:

i) Professional development programs

ii) Budgeting and strategic planning

iii) Development of operational combat training centers

iv) Military staff training

v) Force development and management

vi) Organizational assessments design and structuring

vii) Evaluations and assessments

viii) Logistics management

ix) Doctrine development

x) Peacekeeping and humanitarian affairs / aid

xi) Consequence management

Budget /Resource Management Advisor

Qualifications: Civilian and/or former military finance officers Grades O-4, 5. Strong working knowledge of planning programming, budgeting and execution system (PPBES) and how each module relates to other defense operating systems is a must. Background and experience in defense program and budget development, conducting analytical reviews of budget execution, and participation in or chairing program budget advisory committees (PBACs) essential. Advisor must have strong communication skills with strong meeting/management and facilitator skills.

Personnel Advisor

Qualifications: Civilian and/or former U.S. Military G1 Officers Grades O-4, 5. Knowledge and skills in applying an extensive body of military, HR rules, procedures, and operations concerning military evaluations, promotions, retirements, correspondence, and other personnel action requirements. Candidate must have knowledge of and skills in military rules, procedures, and operations in a number of military human resource automated systems extensive knowledge in foreign military training and programs. Candidate must have senior level knowledge and experience in international development and training programs.

Training and Operations Advisor

Qualifications: Civilian and or former U.S. military army 18 series background Grades O-4, 5 to 10 years of experience training within Special Forces. Candidate must have served in positions requiring general Special Forces experience or training. Served and have experience as a Commander, Staff Officer, Advisor or Exchange Officer. Advisor must have exceptional knowledge as a plans and operations officer, and service school instructor in positions requiring Special Forces experience or training. Must have conducted area studies of potential operational areas, and be familiar with, and have some detailed knowledge of, the DRC geography, economy, political structure, and knowledge of the Government of DRC armed forces. Exceptional ability to train in planning controls and executing foreign internal defense, strike operations, strategic reconnaissance, unconventional warfare, and other related special operations topics.

Logistics Advisor

Qualifications: Civilian and/or former U.S. Military S4 Officers Grades O-3, 4 or Senior NCO E7-E8. Fifteen (15) years of logistic, equipment, and warehouse management. Advisor will have extensive experience conducting, assisting and supporting modernization efforts and operational objectives. Minimum of five (5) years developing the capabilities to oversee, manage and direct the logistic support to the site’s program. Ten (10) years of logistic support experience is to include overall inventory, accountability, warehousing, maintenance and serviceability of all tactical equipment, supplies and materials (i.e., weapons, vehicles, etc.) needed to deliver the training programs base support and tactical operations. Five (5) years of procurement, in-processing and disbursing equipment. Ten (10) years of managing the accountability and safe and secure storage and transportation of equipment, ammunition, and hazardous pyrotechnic devices. Five (5) years experience in developing inventory, accountability, and other related reports based on computer database information.

Defense Procurement and Infrastructure Advisor

Qualifications: Civilian and/or former U.S. Military G4 Officers Grades O-4, 5. Bachelor’s degree from an accredited educational institution authorized to grant baccalaureate degrees. At least Ten (10) years of experience in several of the following fields: accounting, business finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods or organization and management. Minimum of five (5) years as a procurement analyst or trainer relating to foreign assistance positions related to government modernization. Ten (10) years of experience and knowledge in agency-specific guidelines and business practices. Knowledge of statutes, regulations, policies and procedures that covers different contract types; thorough and comprehensive knowledge of automated contracting systems such as procurement desktop defense (PD2).

Military Health Advisor

Qualifications: Civilian and/or former U.S. military medical officers grades O-5, 6. Advisor will hold a degreee in medical/public health administrationor a related advanced degree relevant to the field of RH/FP. Clinical degree beneficial. Ten (10) years of senior-level experience in military health programs. Candidate must have exceptional technical competence in information systems for military health operations, demonstrated leadership in working and collaborating with a wide range of donor-funded organizations, and experience working with host country officials from the public, private/commercial, and NGO sectors. Candidate must show demonstrated experience in monitoring and evaluating project outputs for ensuring timely completion of project. Candidate must have very strong analytical skills, possess technical management skills, supervision experience, and leadership experience, with emphasis in team building and mentoring with and for a diverse and multicultural staff. Minimum of five (5) years experience living and working in developing countries

Military Justice and Equal Opportunity Advisor Qualification: Civilian and/or former U.S. Military Legal Officers Grades O-5, 6. Juries Doctorate (JD) or equivalent law degree. Previous experience in DRC or post-conflict environment, and at least five (5) years at a senior level implementing development projects in the field

Communications Advisor

Qualifications: Civilian and/or former U.S. Military Communications Officers Grades O-5, 6. Bachelor’s degree, with fifteen (15) years communications experience. Knowledge of governmental communications needs. Candidate must have the ability to travel extensively and have exceptional experience writing both journalistic narratives and technical documents. Candidate must also process excellent editing skills. Advisor must possess strong facilitation and meeting management skills and process or have demonstrated interpersonal skills and have assertive management skills with strong attention to detail. Candidate must be self-motivated and adherent to deadlines.

On Site Coordinators

Preferred Qualifications:

a. 5 year project management experience

b. 5 year contracts experience

c. On the ground experience in a developing country, preferably in Africa

d. Experience working/living in a physically challenging environment, and traveling to remote locations.

e. French speaker.

The employees provided by the Contractor must be multi-faceted, self-reliant, and capable of appropriate professional conduct and performance under challenging conditions and close scrutiny by U.S. and foreign diplomats, military officials, and international audiences.

Upon award of the task order, the contractor shall furnish a list of the key persons meeting the above qualifications.

(b) The Contractor agrees that a partial basis for award of this order is the list of key personnel proposed. Accordingly, the Contractor agrees to assign to this order those key persons whose resumes were submitted with the proposal necessary to fulfill the requirements of the order. No substitution shall be made without prior notification to and concurrence of the Contracting Office Representative. During the first ninety days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment.

(c) All proposed substitutes shall meet or exceed the qualifications of the person to be replaced. The Contracting Office Representative shall be notified in writing of any proposed substitution at least forty-five days, or ninety days if a security clearance is to be obtained, in advance of the proposed substitution. Such notification shall include:

(1) an explanation of the circumstances necessitating the substitution;

(2) a complete resume of the proposed substitute; and

(3) any other information requested by the Contracting Office Representative to enable him/her to judge whether or not the Contractor is maintaining the same high quality of personnel that provided the partial basis for award.

10. General Provisions

All contract clauses contained in the IDIQ contract are hereby incorporated into this solicitation and the resultant task order. If there are any conflicts between the contract clauses and the information outlined in the resultant task order, the contract language takes precedence over the information in the task order.

11. Performance Standards and DoS Monitoring Method In addition to the performance standards contained in Activity 1 of the IDIQ Contract #??????????, the following performance standards apply to this task order:

Performance Objective

Performance Standard

Monitoring Method

Timely deployment of key personnel.

· All key advisory personnel are on-site no later than 5 days after commencement of the applicable period of performance.

· Verification by GTM.

Advisors have necessary training and experience.

· All key personnel meet the requirements contained in Paragraph 9. above.

· Review of qualifications by GTM.

Proposal Submission Requirements

The contractor shall submit a proposal for the above requirements in two parts as follows:

Volume One –Technical Proposal (not to exceed 15 pages): Explain how you will monitor and report performance against all performance standards in Activity 1 of the IDIQ and the performance standards contained in this specific task order proposal. In preparing your technical proposal, you should:

· Discuss the steps you will take to ensure that all staffing deployments will be executed in accordance with USG performance standards.

· Discuss your firm’s capabilities and experience in providing services similar to those required by this solicitation.

· Discuss your employees’ experience and expertise with similar work and identify and provide resumes for all proposed personnel.

· Discuss your quality control plan for ensuring that the DRC receives timely, and effective advisory services under this task order.

· Provide past performance information on previous contracts for advisory/support services similar to those required by this solicitation.

Volume Two-Price Proposal (not to exceed 10 pages, narrative excluded from page count): Price proposal, the only volume in which cost/price information may appear. The Offeror shall submit a price proposal pursuant to the following instructions:

(1) The offeror shall propose based upon the following CLIN structure:

CLIN 0001 – Direct Labor (Exclusive of Overtime) FFP/LOE

CLIN 0002 - Direct Labor, Overtime (Note: This is a pool that will be funded at the discretion of DOS) FFP/LOE

CLIN 0003 - Travel (Cost Reimbursable only)

CLIN 0004 - Special Pay (i.e Danger Pay) and Allowances (Cost Reimbursable only)

(2) Direct Labor shall be provided as loaded rate (Salary and applicable indirect rates) with the proposed profit as a separate line item totaling a final Firm Fixed Price rate. Separate monthly prices for tasks 1 and 2 should be proposed based on the labor categories required for contract performance and the period of performance details in Section 5 above.

Labor Category

Fixed Rate

Proposed Profit

Total FFP Rate

Proposed Labor Hours

Total Extended Price

Translator

$50.33

12%

$56.00

$105,280.00

(3) Overtime does not require a proposed amount. It will be a funded pool by DOS.

(4) Travel does not require a proposed amount. It will be a funded pool by DOS and reimbursed based upon current FTR.

(5) Special Pay and Allowances may be proposed based upon DOS requirements. This CLIN will only be included only if DOS determines after evaluation that Special Pay and Allowances is applicable.

(6) This volume must be provided utilizing Microsoft Excel where all formulas are visible. It must contain a Summary Page (Entire Period of Performance), a separate spreadsheet for each period of performance (Base – Option ).

(7) Cost Narrative: The offeror shall provide a Basis of Estimate (Justification for labor, material, and special pay proposed). A separate justification showing how your profit was calculated. Profit will be fixed throughout the base and option periods. If the offeror is utilizing subcontract labor, documentation to support

(8) Offeror shall provide a statement certifying that the fixed rates proposed were derived from the accounting practices, Disclosure Statement and approved indirect rates submitted in response to Base ID/IQ. This statement should be included on the Price Proposal cover page and signed by the approving official.

(9) Any other information that you feel materially supports your price proposal.

Each of the above volumes shall be labeled as a response to Task Order Request for Proposal 3 and submitted as corresponding parts of the technical and cost proposals in response to the RFP.

Proposal Evaluation

Proposals in response to the sample task order will be considered as described in Section M of the RFP.