Signed 72066020R00018.pdf

Physical Address:

U.S. Agency for International Development Mobil Building, N° 198 Avenue Isiro Gare Centrale, Gombe/Kinshasa Democratic Republic of the Congo

U.S. Postal Address:

USAID/DRC

Unit 31550

APO AE 09828-1550

Tel: (+243) 81 555 4430 Fax (+243) 81 555 3528 www.usaid.gov/democratic-republic-congo/

Issuance Date September 7, 2020 Deadline for Receipt of Questions: September 18, 2020

Closing Date: September 30, 2020 Closing Time: 17:00 PM (Kinshasa Time)

SUBJECT: Request for Quotations (RFQ) No. 72066020R00018 Blanket Purchase Agreement (BPA) and Call Order RFQs for Financial Management Services

Dear Prospective Offerors:

The United States Government represented by the U.S. Agency for International Development (USAID) Mission to the Democratic Republic of the Congo, is seeking quotations from prospective offerors, to provide Financial Management Services as described in the attached Request for Quotation (RFQ).

USAID contemplates awarding up to three (3) Blanket Purchase Agreements (BPA) to responsible offerors whose quotes representing the best value to the U.S. Government, in accordance with the evaluation factors outlined in Section E.8.

In accordance with BPA procedures described in Federal Acquisition Regulation (FAR) Part 13.303, and the Acquisition of Commercial items procedures described in FAR Part 12, this RFQ consists of the following:

(1) Section A- SF-1449

(2) Section B - Continuation of SF-1449

(3) Section C - Administrative Requirements

(4) Section D - List of Attachments

(5) Section E - Solicitation Provisions

All quotations must be prepared in accordance with instructions contained in Sections E.5 and E.6., and must be submitted no later than the closing time and date indicated above. Failure to comply with the submission date and time may deem any submission unacceptable, and it will not be reviewed or evaluated.

Faxed proposals are not acceptable, nor will they be reviewed or evaluated. Please also note that an early submission is encouraged.

The North American Industry Classification System (NAICS) code for this solicitation is 541990. The authorized geographic code for this procurement is 937.

All questions regarding this RFQ will be submitted by the date indicated above. Questions must be submitted by email to kinshasaexoprocurement@usaid.gov Questions and answers will be posted to beta.sam.gov an amendment to the solicitation.

mailto:kinshasaexoprocurement@usaid.gov

This RFQ and any future amendments can be viewed and downloaded from beta.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 internet site from which you downloaded the solicitation. You are therefore advised to regularly check the above internet site for amendments.

Issuance of this solicitation does not constitute an award commitment on the part of the Government, nor does it commit the Government to pay for any costs incurred in the preparation or submission of a quote.

Furthermore, the Government reserves the right to reject any offer, if such action is considered to be in the best interest of the Government.

Thank you for your consideration of this USAID/DRC initiative. We look forward to your participation.

Sincerely, Priscilla Sampil Contracting Officer

USAID/DRC

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

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FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

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541611

SIZE STANDARD:

% FOR:SET ASIDE:UNRESTRICTED OR720660

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

09/30/2020 1400 A

08/24/2020

+243 81 715 1139Boris Kabeya (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBERa. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

72066020R00018

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 56 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

7.

2. CONTRACT NO.

EFFECTIVE DATE

$16.50

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

9. ISSUED BY

USAID/DROC (Congo) Executive Office 198 Isiro Avenue Kinshasa

DRC

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

DATED

Priscilla Sampil

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

A Blanket Purchase Agreement (BPA) with approved local CPA/ Consulting firms and internationally recognized CPA/Consulting firms authorized to operate in DRC will be awarded to assist USAID/DRC the implementation of the multiple financial management services as necessary and further described in the

SOW

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

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UNIT PRICE

22.

UNIT

21.

QUANTITY

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SCHEDULE OF SUPPLIES/SERVICES

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ITEM NO.

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

56 2 of

B.1 TITLE

Financial Management Services for USAID/DRC

B.2 PURPOSE

The purpose of this award is to establish Blanket Purchase Agreements with three qualified vendors to provide financial management services and assistance to USAID/DRC in accordance with the Statement of Work contained in Section B.11 of this solicitation.

B.3 PERIOD OF PERFORMANCE

The period of ordering of this Blanket Purchase Agreement is five (5) years.

B.4 BPA CEILING

The ceiling for this Blanket Purchase Agreement is $2 million. There is no minimum guarantee.

B.5 CALL ORDER TYPES

The Government will issue BPA Call Orders that are Firm-Fixed Price (FFP), Time and Materials (T&M) and/or Labor Hour (LH).

B.6 PRICE SCHEDULE

In order to perform the Statement of Work set forth in Section B.11, the Contractor must propose a price schedule using the template provided in Attachment D.3. The proposed price schedule must correspond to the minimum education and experience requirements of each proposed position therein.

B.7 COST/PRICE INFORMATION

The prices/costs will be applied to individual order types as follows:

(a) Labor: The price schedule contains loaded hourly ceiling rates for work performed at any location designated in this BPA. “Loaded hourly rate” is defined as the direct hourly labor rate along with appropriate load factors, inclusive of profit or fee. Other load factors include overhead, fringe, and general & administrative (G&A) costs. The loaded hourly rates set forth in the schedule are fully burdened, not-to-exceed, ceiling prices. The contractors may, at their discretions, propose lower loaded hourly rates on a call-by-call order basis.

(1) Fixed Price Call Orders: The quantity of hours of each labor category will be multiplied by the loaded hourly rates listed in the price schedule or lower, and the bkabeya Cross-Out bkabeya Inserted Text C cumulative extended total of all hours will define the fixed price labor amount for the task. The amount negotiated for travel and other Direct Costs (ODCs) will be added to the total labor amount to arrive at the Call Order total fixed price. Travel and ODCs can be reimbursed based on actual expenses incurred, not to exceed the negotiated ceiling on travel and ODCs or at a fixed price. Partial payments may be negotiated based on the completion of milestones.

(2) Labor Hours and Time and Materials (T&M) Call Orders: The quantity of hours ordered of each labor category will be specified as deliverable hours billable at the rates specified in this schedule or lower as negotiated. Travel and ODCs will be estimated for each call order. The cumulative extended total of all labor categories ordered plus travel and ODCs will define the call order ceiling price. The government will not reimburse the contractor for costs incurred beyond the ceiling price, for hours not delivered, for work performed in excess of the ordered labor pool amount, or for travel and ODCs exceeding the ordered pool amount. Labor dollars will not be used to pay for ODCs nor ODC dollars used to pay for labor without a modification to the call order.

(b) The prices (loaded labor rates) included on the BPA list (or applicable "discounted" rates submitted in a response to a Call RFQ which results in award) that are in effect as of the effective date of a Call Order will govern that order's price during the performance period. The BPA holder can voluntarily reduce offered prices at any time by giving 24-hour advance written notice to the Contracting Officer.

(c) Materials/Other Direct Costs (ODCs): ODCs which will be proposed and approved at the Call level includes the following:

(1) Communication; and,

(2) Printing.

(d) Travel: The Government will reimburse the cost of travel required in conjunction with performance of orders issued under the agreement. Reimbursement for travel is limited to that required in the performance of the order and expressed in the offeror’s ODC proposed budget.

Specific Government direction to attend meetings or gather information will be reimbursed on a cost reimbursable basis only. The Government will not pay travel charges for travel to and from the BPA holder employer’s home office location or to and from one company building to another (either within a company or to and from a prime to a sub company). Travel costs subject to reimbursement are limited to travel occurring at the direction of the Government, performed in conjunction with a specific requirement for a trip authorized in the order. Any administrative/clerical support travel costs will be considered and approved by the Contracting Officer on a case-by-case basis. Allowable costs include:

(1) Travel;

(2) Per diem (lodging and meals); and,

(3) Other travel related costs.

Note: Travel as stated above is not limited to airfare. It includes visas, Defense Base Act (DBA) insurance, taxis and local transportation, medical shots, and other costs associated with an assignment that requires travel as designated in the Foreign Affairs Manual (FAM) and General Service Administration (GSA) Federal Travel Regulation.

(e) Subcontracts: If the offerors propose to use subcontract labor under a Call Order, the loaded hourly Ceiling Rates included in this BPA will apply to all subcontracted labor.

However, the contractors may propose discounted labor rates at the Call level and should do so where subcontract or in-country labor may be significantly less than loaded hourly Ceiling Rates.

B.8 INDIRECT COSTS AND ADVANCED UNDERSTANDING ON CEILINGS

(This Indirect Cost will also be applied on the Call Orders when necessary)

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 for the contractor and the USAID.

Offeror Overhead Rate %

Overhead Ceiling Rate%

G&A Rate %

G&A Ceiling Rate %

Contractor(Insert Name)

*Special Note: The unshaded columns in the indirect cost table are the current approved indirect cost rates for the vendor.

The Vendors will make no changes in their established methods of classifying or allocating indirect cost without the prior written approval of the Contracting Officer.

Reimbursement for indirect costs will be at final negotiated rates, but not in excess of ceiling rates specified above. The Government will not be obligated to pay any additional amount associated with indirect costs above the ceiling rates established in the BPA. This advance understanding will not change any monetary ceiling, cost limitation, or obligation established in the BPA.

NOTE: For Fixed-priced Orders, the overhead ceilings serve as the basis for negotiation only. NOTE:

Indirect costs will not apply to fully burdened rates.

NOTE: The Vendors are allowed to recoup indirect costs (OH, G&A, etc.) as other direct costs if it is part of their usual accounting procedures, consistent with FAR 31 and the vendor’s NICRA.

Vendors may propose ceilings for other indirect rates as appropriate to their indirect rate structure.

NOTE: In accordance with FAR 52.232-7(b)(7), payment of fee on materials, which includes subcontracts for supplies and incidental services for which there is not a labor category specified in the contract is prohibited.

B.9 BILLING

The Call Order will cite the applicable hourly rates selected from the Price Schedule negotiated under the BPA. The hourly rates approved under the Call Order will remain in effect for the entire Call Order period. Any rates billed in excess of the hourly billing rates designated in the Call Order schedule will not be authorized. Each hourly rate listed in Section B.6 is "loaded" and must only include the following:

(1) Salary cost or consulting fee of the individual providing the services;

(2) Payroll costs (fringe benefits, FICA, etc.);

(3) Indirect costs applicable to labor; and,

(4) Profit or fee, if any. Please note fee on fee is not authorized. Fee on ODC’s and materials is not authorized.

B.10 TERMINATION

See FAR Clause 52.212-4 Contract Terms and Conditions-Commercial items (May 2015).

END OF SECTION B

SECTION C - STATEMENT OF WORK

C.1. BACKGROUND

The Democratic Republic of the Congo (DRC), the second largest country in Africa, remains one of the least developed countries in the world. Conflict and instability in several Provinces of the country and lack of good governance have placed significant strain on vital sectors of life, despite its huge natural resources potentialities.

With the right approach, the DRC could be an opportunity for substantial gains not only in the country, but across the sub-region. For this to happen, The United States Agency for International Development (USAID) implements strategies that improve political and economic governance while increasing human capacity and wellbeing to eradicate extreme poverty and decrease the fragility of the country.

USAID/DRC has a yearly budget of approximately $500 million to provide an integrated set of humanitarian and development programs to increase access to health and education services, build democratic structures, and contribute to economic growth in ways that improve food security and protect natural resources and believes that strengthening the capacity of local organizations and institutions to lead their own development is necessary for achieving long-term, sustainable impact on wellbeing of citizens.

Currently, USAID/DRC is funding more than 50 activities (including field support activities) throughout DRC and Central African region implemented by international as well as local organizations.

The Office of Financial Management (OFM) currently does not have the capacity to conduct regular financial reviews of Implementing Partners. This increases the risk of potential waste, fraud and abuse of USG funds, especially as the Mission is planning to work with more local partners. To address this deficiency identified by the Mission Control and Review Committee (MCRC) and in accordance with the USAID Administrative Directive System (ADS), the MCRC decided as a corrective measure to establish a BPA for the provision of Financial Management services to the Mission

The Financial Management Services Scope of Work (SOW) will facilitate the implementation of USAID/DRC Program in accordance with USAID Regulations and USG Financial Standards.

A Blanket Purchase Agreement (BPA) with approved local CPA/Consulting firms and internationally recognized CPA/Consulting firms authorized to operate in DRC will be awarded to assist USAID/DRC the implementation of the multiple financial management services as necessary and further described in the SOW.

The planned outcome of this BPA is that USAID/DRC funds will be expended in accordance with US Government Financial Standards and USAID Regulations. More specifically, the financial management services SOW under the BPA will provide reasonable assurance that:

Funds will be expended for agreed-upon purposes.

Expenditures will be reasonable, allocable and allowable and, Resources will be used effectively, and preventing exposure to fraud, waste and abuse is minimized.

C.2. SCOPE

The following are specific areas that this effort will cover:

(a) Internal Control Structure, Policies and Procedures Assessment and Development

(b) Control Environmental and Risk Assessment

(c) Pre-Award Survey

(d) Financial Review

(e) Audits

(f) Attestation Engagement

(g) Disbursing Agent Functions

(h) End Use Verification

(i) Training

(j) Public Financial Management Risk Assessment Framework (PFMRAF) Stage 2

(k) Host Country Systems Capability Development

C.2.(a) Internal Control Structure, Policies and Procedures Assessment and Development

Internal control structure, policies and procedures will be assessed, developed and implemented using the Organizational Capacity Assessment (OCA) tool as necessary for Local Organizations for the purpose of (1) accomplishments of program goals and objectives, (2) adequate safeguard and efficient use of resources, (3) acceptable organizational and management structure, adequate financial management systems and other administrative systems, accounting and auditing, budgeting, sound procurement systems, reporting and monitoring and technical capabilities, as well as adequate policies, procedures and practices to ensure that USAID funds will be managed and accounted for in accordance with U.S. Government and USAID Regulations and Standards, (4) addressing allowability, allocability and reasonability of costs and (5) complying with applicable laws and regulations. The OCA will cover seven (7) areas of organizational capacity as follow: (1) Governance and Legal Structure, (2) Financial Management and Internal Control Structure, (3) Administration and Procurement Systems, (4) Human Resources Systems, (5) Program Management, (6) Project Performance Management and (7) Organizational Management and Sustainability.

C.2.(b) Control Environment and Risk Assessment

Control Environment and Risk Assessment of Local Organizations will be conducted as necessary to review (1) management philosophy and operating style, (2) entity’s organizational structure, (3) method of assigning authority and responsibility, (4) management monitoring of performance, (5) human resources and policies and procedures, (6) budget control, (7) compliance with laws and regulations, (8) changing conditions and (9) risk assessment on authorization, approval, segregation of duties, design and use of records, safeguards over access to and use of assets and records, independent checks, valuation of recorded amounts, summarization of accounting data, assets and liabilities and presentation and disclosure.

C.2(c) Pre-Award Survey

Pre-Award Survey of local organizations/contractors using the Non-US Pre-Award Survey (NUPAS) tool will be conducted to assist USAID/RDC in determining whether:

- The implementing entity’s management has enough ability, span of control, and human resources to appropriately perform the project.

- The implementing entity has the operational capacity and financial management systems to perform the project and account for and report on the use of potential USAID funds.

- Evaluate and obtain a enough understanding of the implementing entity’s internal control structure related to the proposed USAID funded project, assess control risk, and identify reportable conditions, including material internal control structure weaknesses.

- Conduct interviews with a questionnaire to determine whether the implementing entity complies, in all material respects, with applicable laws and regulations.

- The method of implementation and financing most appropriate under the potential USAID award/contract.

The NUPAS will cover six (6) criterions as follow: (1) Legal Structure, (2) Financial Management and Internal Control Systems, (3) Procurement Systems, (4) Human Resources Systems, (5) Project Performance Management and (6) Organizational Sustainability

C.2.(d) Financial Reviews

Financial reviews of US and Local Implementing Entities, as deemed necessary, will be conducted to review the organizations/contractors operational and financial policies, procedures, systems and controls. The financial review will determine the adequacy of the entity (1) control environment and internal control structure, (2) financial management and accounting, (3) procurement system, (4) fixed assets management and inventory valuation method, and (5) personnel and payroll systems.

The financial review will provide adequate assurance that local direct and indirect costs incurred and paid in DRC and billed to USAID are accurately recorded, reported, supported by adequate documentation, and are allowable, allocable and reasonable and generally in accordance with the terms of the agreement/contract. Procurement transactions will be reviewed to determine whether sound commercial practices including competitions are used, reasonable prices were obtained, and adequate controls were in place over the qualities and quantities received and billed for salary and fringe benefit charges will be reviewed to determine whether they are reasonable for the position and paid to individuals eligible to receive them and supported by appropriate payroll records. Expenditures reviewed which are considered ineligible or not supported with adequate documentation shall be considered questioned costs and reported.

C.2.(e)Audits

Conduct financial audits of USAID-funded contractors, recipients, and host government entities in accordance with ADS 591.

C.2.(f) Attestation Engagement

Attestation Engagements will be conducted for the purpose of examining, reviewing, or performing agreed- upon procedures on a specific concern (s) or an assertion (s). The attestation engagement may take many forms, including historical or prospective performance, or condition, physical characteristics, historical events, analyses, systems and processes, or behavior. Attestation engagement may cover a broad range of financial or non-financial subjects and can be part of a financial audit or performance audit and any other reviews. An attestation engagement may include reporting on (1) an entity’s internal control over financial reporting, (2) an entity’s compliance with requirements of specified laws, regulations, rules, contracts or grants, (3) management discussion and analysis presentation, (4) prospective financial statements or financial information, (5) the reliability of performance measures, (6) final contract costs, (7) the allowability and reasonableness of proposed contract amounts and specific reviews performed on an agreed-upon procedures scope of work.

C.2.(g)Disbursing Agent Functions

The Consulting/CPA Firm will perform the functions of Disbursing Agent for the implementing entity of USAID Funds received for an initial interim period until such time that entity is able to adequately execute such functions independently.

Disbursing Functions Steps and Procedures

1. The Consulting/CPA Firm will disburse funds to include Operational costs such as salaries, goods and services, etc., and other direct/indirect costs in accordance with the terms of the Agreement or Contract, USAID Regulations and U.S. Government Financial Standards.

2. The Consulting/CPA Firm shall ensure that all costs charged to USAID Funds under the Agreement/Contract shall be reasonable, allowable and allocable in accordance with USAID regulations, and fully supported by original requisitions, purchase orders/contracts, invoices, receiving reports and payment vouchers. Costs charged to USAID Funds shall be competitively procured with the documented evidence of the competitive process maintained, and should include all detailed information of the expenditures such as multiple bids/quotes, purchase orders/contract numbers, vendor names, invoice numbers, payment voucher numbers, etc.

The Disbursing Agent shall process Request for Payments within one (1) business day upon receiving all adequate supporting documentation in accordance with the terms of the Agreement/Contract and USAID Regulations. All disbursements are to be processed at the Implementing Entity principal office. In making disbursements for Request for Payments, the Disbursing Agent’s obligation shall be to effect disbursements in accordance with the terms of the Agreement/Contract and USAID Regulations and must rely on adequate documentation believed to be genuine, correct and that have been properly executed by the implementing entity duly authorized representatives. However, the Disbursing Agent may, in its sole discretion, require the written approval of USAID/DRC for any Request for Payments if deemed appropriate.

3. The Consulting/CPA Firm shall ensure that all transactions charged to USAID Funds shall be recorded in the implementing entity automated integrated financial system on a timely basis in accordance with GAAP and/or other International Standards.

4. USAID will provide if authorized, periodic advance of funds under the Agreement by Electronic Fund Transfer (EFT) which is limited to the minimum amount needed for immediate disbursing needs of up to 30 calendar days (one month) from the date received until expended. The Disbursing Agent shall hold such funds in a disbursement bank account for the purpose of covering operational costs under the Agreement/Contact. It is expressly agreed that the Disbursing Agent will not commingle subject bank account with other funds and should be held in an interest-bearing account.

5. The Consulting/CPA Firm will provide to USAID/DRC on a monthly basis (1) a request for a 30 days advance and (2) 1034 liquidation/reimbursement vouchers along with USAID required payment forms: the Federal Cash Advance Status Report (W-245), and the Report of Expenditures and Advance Control (REAC). The Consulting/CPA Firm shall submit these monthly vouchers to USAID/DRC within ten (10) business days following the end of the month. However, at the request of USAID/DRC, the Disbursing Agent shall provide additional information/documentation and reports regarding the use of funds.

6. The Consulting/CPA Firm will provide on-site the necessary staff to the implementing entity principal office in order to perform the required Disbursing Agent Functions.

C.2.(h) End Use Verification

The CPA/Consulting Firm upon request will perform End-Use Reviews and verification of USAID financed commodities/NXPs under USAID awards/contracts to ensure they are properly received, recorded documenting the arrival and disposition and used for their intended purpose in accordance with USAID rules and regulations.

C.2.(i) Training

The CPA/Consulting Firm upon request and/or USAID/OFM will conduct the following basic training courses and other courses to be determined, for USAID implementing entities and/or USAID Staff:

- Financial Management Fundamentals Workshops for USAID recipients/sub-recipients.

- Administrative Approval of Vouchers for CORs/AORs.

- Accruals/1311 Review for CORs/AORs.

- USAID Audit requirements and follow up actions to close recommendations.

- Audit courses- USAID staffs & Recipients.

C.2.(j) PFMRAF Stage 2 Risk Assessment

The CPA/Consulting firm will perform a PFMRAF Stage 2 Risk Assessment of the Government of DR Congo Entities Public Financial Management (PFM) systems and other systems as necessary to test and validate applicable and relevant systems operations and internal controls; identify performance risks; and develop associated risk mitigation options related to the proposed USAID project that include Government To Government (G2G) activities in accordance with ADS 220 “Use and Strengthening of Reliable Partner Government Systems for Implementation of Direct Assistance”.

USAID’s PFMRAF risk assessment questionnaire will guide the identification of fiduciary risks associated with the proposed project/activity to be implemented by the respective entity of the Government of the Democratic Republic of the Congo (GDRC) . The CPA firm will use the PFM Risk Assessment Framework Manual to conduct the PFMRAF Stage 2.

C.2.(k) Host Country Systems Capability Development

The CPA firm will strengthen, develop and assist in the implementation of Host Government public financial management, operational and administrative systems to ensure accountability of USAID funds under the proposed G2G activities. The CPA will strengthen and/or develop for the related G2G activity (1) internal control policies and procedures, (2) financial management systems, (3) competitive procurement policies and systems, (4) administration and human resources systems, (5) project performance management and (6) monitoring and evaluation systems.

The CPA firm will also assist USAID in the implementation of the PFMRAF Stage 2 Risk Assessment Mitigation Plan aimed at addressing the fiduciary risks.

B.11 REPORTING SCHEDULE/DELIVERABLES

The Consulting/CPA Firm shall submit reports for the required services in accordance with the Scope of Work developed by USAID/DRC for specific tasks/services. The Consulting/CPA Firm reports shall at a minimum:

1. Contain a title page, table of contents, a transmittal letter and summary which includes: (1) a background section with a general description of the USAID Agreement, the period covered, the program objectives, and a clear identification of all entities mentioned in the report; (2) the objectives and scope of the technical assistance/review, and a clear explanation of the procedures performed, the findings and results and the scope limitations, if any; and (3) a brief summary of the recipient’s management comments regarding their views on the results and findings.

Findings must contain enough relevant information to expedite the resolution process (e.g., number of items tested, size of the universe, error rate, corresponding dollar amounts, etc.), and discuss the control risk, the reportable conditions and material weaknesses in the implementing entity internal control structure. Material instances of noncompliance must also be reported and discussed in the related findings.

In reporting material irregularities, or other noncompliance, the Consulting/CPA Firm must place its findings in proper perspective to give USAID/DRC a basis for judging the prevalence and consequences of these conditions. The instances identified must be related to the universe or the number of cases examined, and be quantified in terms of dollar value, if appropriate.

1. The findings contained in the reports must clearly explain the condition, (what is), criteria (what must be), cause (why it happened) and effect (what harm was caused by not complying with the criteria) to provide sufficient information to management to permit them to determine the effect and cause in order to take timely and proper corrective actions. In addition, the findings must contain recommendations that correct the cause and the condition, as applicable.

2. The reports must also contain pertinent views of responsible officials of the implementing entity concerning the findings and actions taken by the entity to implement the recommendations. The Consulting/CPA Firm should obtain written comments.

The progress report and final report shall be supported based on the review and evaluation of the implementing entity managerial capacity and internal control systems providing reasonable but not absolute assurance that assets will be safeguarded against loss from unauthorized use and disposition and that transactions are executed in accordance with management authorization.

C.3. OTHER RESPONSIBILITIES

The Consulting/CPA Firm shall perform the following steps:

1. Hold entrance and exit conferences with the implementing entity. The USAID Mission must be notified of any conferences to be held so that USAID Mission representatives can attend, if deemed necessary.

2. During the planning stages of the work, communicate information to the implementing entity regarding the nature and extent of planned testing steps to be taken. Such communication must be documented in the work papers.

3. Institute quality control procedures to ensure that sufficient understanding of the required tasks is obtained through inspection, observation, inquiries, and confirmations. While the Consulting/CPA Firm may use its standard procedures for ensuring quality control, these procedures must, at a minimum, ensure that:

a. Completed tasks are reviewed at the managing partner level,

b. All factual statements, numbers, conclusions and monetary amounts are footed and agreed with the supporting working papers.

At any time, if the Consulting/CPA Firm concludes that a restriction on their scope of work exists and the restriction cannot be removed, then they should immediately consult the USAID/DRC Contracting Officers Representative (COR) for further course of actions.

C.4 BPA SCOPE AND METHODOLOGY

The following steps should be considered in developing the appropriate methodology and scope to accomplish the required tasks. These steps are not considered all-inclusive or restrictive in nature and do not constitute relief from exercising due professional care and judgment. These steps are provided as general guidance and should be expanded or modified as necessary to meet the needs of fieldwork, environment and risk assessment. The steps must also be modified to fit local conditions and specific project design, implementation procedures, and agreement/contract provisions. Any limitations in the scope of work must be communicated to the USAID/DRC Contracting Officer’s Representative.

Pre-Review Steps

Following is a list of documents applicable to different USAID Programs. The CPA/Consulting Firms should review the applicable documents considered necessary to perform the required financial management services:

1. USAID Automated Directives Systems (ADS) as applicable.

2 . OMB Circular A-122 “Cost Principles for Nonprofit organizations”.

3. OMB Circular A-133 “Audits of Nonprofit organizations”

4. Recipient Contracted Audit Guidelines (RCA).

5 . OMB Circular A-21 “Cost Principles for Educational Institutions”.

6. Federal Acquisition Regulations (FAR)

7. USAID Acquisition Regulations (AIDAR)

8 . Mandatory Standard Provisions for US Nonprofit Organizations (2 CFR 200)

9. Mandatory Standard provisions for Non-US Nongovernmental Organizations

10. Standard Provisions Annex for Agreements with Foreign Governments (USAID

ADS 350)

11. All programs financial and progress reports, and charts of accounts, organizational charts, accounting systems, procurement policies and procedures and receipt, warehousing and distribution procedures for materials, as necessary to successfully complete the required work.

12. Any previous audits, financial reviews etc., that directly relate to the objectives of the financial management tasks.

(END OF SECTION C)

SECTION D – PACKAGING AND MARKING

D.1 MARKING, AIDAR 752.7009 (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

D.2 BRANDING STRATEGY FOR THIS ACTIVITY

The branding strategy for this contract as specified in USAID ADS 320.3.2.1 is as outlined in Section J

– Attachment 1.

Other Organizations: The branding may acknowledge other organizations deemed as partners of an event or deliverable.

D.3 BRANDING AND MARKING

In accordance with provision D.2 above, and where applicable, the Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID Automated Directive System (ADS) 320.3.2 “Branding and Marking in USAID Direct Contracts” (effective date:01/08/2007) at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID “Graphic Standards Manual” available at www.usaid.gov/branding, or any successor branding policy.

END OF SECTION D

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 FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-6 Inspection – Time-and-Material and Labor-Hour (May 2001)

E.2 INSPECTION AND ACCEPTANCE

The financial management services work plan (including detailed review steps), the draft report, the progress report and the final report shall be subject to approval and acceptance by USAID/DRC Contracting Officer Representative (COR).

USAID/DRC i s responsible for assuring that the work performed under these financial management services complies with USAID Regulations. To accomplish this objective, USAID/DRC shall perform desk reviews and quality control reviews of the working papers, if deemed necessary.

For quality control reviews, the Consulting/CPA Firm must ensure that all records related to the financial management services scope are available to enable USAID/DRC to complete and support their review.

To this end, USAID/DRC must have access to the Consulting/CPA Firm’s pertinent working papers and records and be able to make excerpts, photocopies, and transcripts.

If USAID/DRC does not accept the Consulting/CPA Firm’s reports because of deficiencies in their work, the Consulting/CPA Firm must perform any additional work requested at no additional cost.

END OF SECTION E

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 FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER ALTERNATE 1 AUG 1989

F.2 PERIOD OF PERFORMANCE

The period of ordering of this Blanket Agreement is five (5) years.

F.3 PLACE OF PERFORMANCE

Place of performance under this BPA will be the Democratic Republic of the Congo. Call Order Request for Quote (RFQ) will specify specific location for requested services.

F.4 DELIVERABLES

Deliverables must be submitted in the English language.

All deliverables must meet the requirements specified in the Call Order. The BPA holder will be responsible for delivering all services in each fully executed Call Order.

F.5 REPORTING REQUIREMENTS

The Consulting/CPA Firm shall submit reports for the required services in accordance with the Scope of Work developed by USAID/DRC for specific tasks/services. The Consulting/CPA Firm reports shall at a minimum:

1. Contain a title page, table of contents, a transmittal letter and summary which includes: (1) a background section with a general description of the USAID Agreement, the period covered, the program objectives, and a clear identification of all entities mentioned in the report; (2) the objectives and scope of the technical assistance/review, and a clear explanation of the procedures performed, the findings and results and the scope limitations, if any; and (3) a brief summary of the recipient’s management comments regarding their views on the results and findings.

Findings must contain enough relevant information to expedite the resolution process (e.g., number of items tested, size of the universe, error rate, corresponding dollar amounts, etc.), and discuss the control risk, the reportable conditions and material weaknesses in the implementing entity internal control structure. Material instances of noncompliance must also be reported and discussed in the related findings.

In reporting material irregularities, or other noncompliance, the Consulting/CPA Firm must place its findings in proper perspective to give USAID/DRC a basis for judging the prevalence and consequences of these conditions. The instances identified must be related to the universe or the number of cases examined, and be quantified in terms of dollar value, if appropriate.

2. The findings contained in the reports must clearly explain the condition, (what is), criteria (what must be), cause (why it happened) and effect (what harm was caused by not complying with the criteria) to provide sufficient information to management to permit them to determine the effect and cause in order to take timely and proper corrective actions. In addition, the findings must contain recommendations that correct the cause and the condition, as applicable.

3. The reports must also contain pertinent views of responsible officials of the implementing entity concerning the findings and actions taken by the entity to implement the recommendations. The Consulting/CPA Firm should obtain written comments.

The progress report and final report shall be supported based on the review and evaluation of the implementing entity managerial capacity and internal control systems providing reasonable but not absolute assurance that assets will be safeguarded against loss from unauthorized use and disposition and that transactions are executed in accordance with management authorization.

F.6 PERFORMANCE MONITORING AND EVALUATION

Contractor performance will be evaluated jointly by the COR and Contracting Officer and will form the basis of the Contractor’s permanent performance record with regard to this contract.

Contractor performance will be evaluated in part on the timely completion of the scope of work in Section C.

END OF SECTION F

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 MAXIMUM ORDERING LIMIT

It is expected that most call orders will have a ceiling not to exceed $200,000.00

G.2 FUNDING

BPA do not obligate funds. The Government is obligated only to the extent of authorized orders made under the BPA. Funds will be obligated upon issuance of a Call Order.

G.3 ORDERING PROCEDURES

G.3.1 GENERAL

(1) Ordering activities will use the procedures in this subsection when ordering services under this

BPA.

(2) Statement of Work (SOW): Ordering activities will prepare SOWs that include, at a minimum, work to be performed, location of work, period of performance, deliverable schedule, applicable performance standards, and any special requirements. The ordering activities must work with the BPA Contracting Officer Representative (COR) to ensure that the SOW is aligned with the BPA SOW and objectives. Each SOW should be accompanied by a Call Order Independent Government Cost Estimate (IGCE) based on Section B.6 and Section B.7 of the BPA.

(3) Request for Quotation (RFQ) Procedures. The Call Order Contracting Officer will provide the Request for Quotation (RFQ) to the BPA holder. The Call Order RFQ will include at a minimum the SOW and evaluation criteria.

• Call Orders will be awarded using form SF-1449 Purchase Order.

• The ordering activity will develop a SOW in accordance with paragraph (b) above.

• The BPA COR must concur with the Call Order RFQ (if s/he is not the ordering personnel) prior to the CO issuing it to the BPA Holders.

• The following are the minimum technical evaluation criteria to be included in each Call Order RFQ. Additional technical evaluation criteria data may be included in each Call Order RFQ to fit the needs of the requirement:

(i) The proposed technical approach and draft implementation plans are consistent with the scope of work and objectives of the BPA Call RFQ and BPA.

(ii) The proposed personnel meet minimum qualifications as defined in the BPA and specific technical requirements as described in the BPA Call RFQ.

D. The following are the minimum cost/price criteria to be included in each RFQ.

Additional cost/price data should be included in each call RFQ to fit the needs of the requirement:

A. All proposed prices are in line with Section B.6 of the BPA, or are reflective of appropriate labor chart for Third Country National (TCN) or Cooperating Country National (CCN) staff.

B. The Level of Effort and Mix of Labor proposed to perform specific task being ordered and for determining the total price are reasonable.

C. All proposed ODCs/Travel Costs are allocable, verifiable, realistic, and allowable.

E. Minimum Documentation. The ordering activity will document:

A. A description of the service purchased;

B. The amount paid;

C. The evaluation methodology used in choosing to place the final order;

D. The cost/price reasonableness determination required by paragraph (d) of this subsection; and E. The rationale for the Call Order type.

F. If the BPA holder does not intend to submit a response to the Call Order RFQ, the BPA holder will respond within 24 hours electronically to the ordering office

CO, a Negative Response to the Call Order RFQ.

G. The Offeror’s quote will be evaluated based on the information requested in the Call Order RFQ.

G.3.2 ORDERING PERIOD

(1) The ordering period is the period in which call orders may be placed. Orders may be placed at any time during the effective dates of the BPA. No orders may be placed prior to the BPA start date or after the BPA end date.

(2) Although Call Orders may be issued at any time during the ordering period, the CO may not award a Call Order for a period of performance that goes more than five (5) years.

G.3.3 CALL ORDERS

The vendor will furnish all services in accordance with the specific requirements outlined in Call Orders issued by the Call Order CO.

Subject to the ceiling price, the vendor may adjust the level of effort actually employed in the performance of the work by each labor category specified in an order. The vendor will obtain the Call

Order COR approval of changes in proposed level of effort in advance and will attach a copy of the COR’s written approval to the final voucher submitted for payment.

It is the vendor’s responsibility to ensure that the COR – approved adjustments to the level of effort ordered for each labor category do not result in costs incurred which exceed the ceiling price of the Call Order.

G.4. ACCOUNTING AND APPROPRIATION DATA

REQ Number: REQ-660-20-0000XX Amount $ (Will be completed upon award)

G.5. PAYING OFFICE

(a) The paying Office for this contract is:

The Controller U.S. Agency for International Development- DRC (USAID/DRC) 198 Isiro Avenue Kinshasa/Gombe

DRC

(b) The contractor shall submit invoices as follows: One (1) original of each invoice shall be submitted on an SF-1034 Public Voucher for Purchases and Services Other Than Personal to the Controller, USAID/DRC. One copy of the voucher and the invoice shall also be submitted to the COR. Electronic submission of invoices is encouraged. The SF- 1034 must be signed, and it must be submitted along with the invoice and any other documentation in Adobe. Paper Invoices shall be sent using the address indicated above.

If submitting invoices electronically, do not send a paper copy.

(c) Electronic invoices shall be sent to Kinshasaofm@usaid.gov . If submitting invoices electronically, do not send a paper copy.

G.6.