SOL-113-17-000001_CCP_BELARUS_FULL_ANNOUNCEMENT.pdf

Date Issued: May 4, 2017 Deadline for Questions: May 18, 2017, 16:00 Hours Local Kyiv Time Closing Date: June 5, 2017 Closing Time: 16:00 Hours Local Kyiv Time

SUBJECT: Request for Proposal (RFP) No. SOL-113-17-000001

REFERENCE: Community Connections Program (CCP) in Belarus

Dear Sir/Madam:

The United States Government, represented by the U.S. Agency for International Development (USAID), Regional Mission for Ukraine, Belarus and Moldova, contemplates award of an 18 month (1.5 year) with an option to extend for an additional three year period Cost-Plus-Fixed-Fee (CPFF) Completion contract to implement the “Community Connections Program (CCP) in Belarus.”

Specifically, the period of performance for this contract includes the Base Period of 18 month and the number of exchange visitors (EVs) groups is approximately 8 (eight). The period of performance for Option Period (if exercised) is three year and the number of exchange visitors (EVs) groups is approximately 18 (eighteen).

This procurement will be conducted under full and open competition procedures, pursuant to Part 15 of the Federal Acquisition Regulation (Far) (48 CFR Chapter 1). USAID encourages your organization to indicate its interest in this solicitation by submitting a proposal in accordance with the instructions in Section L - Instructions to Offerors.

USAID will evaluate the responsive proposal in accordance with the evaluation factors provided in Section M – Evaluation Factors for Award.

USAID encourages the participation to the maximum extent possible of U.S. small business (SB) in this activity as prime or subcontractors in accordance with Part 19 of the FAR.

Offerors are encouraged to read the entire solicitation. Special attention should be paid to Section L – Instructions to Offerors and Section M – Evaluation Criteria. Offerors must comply with FAR Clause 52.204-7, System for Award Management and adhere to the requirements set forth in Section K- Representation, Certifications, and Other Statements of Offerors.

Any amendments to this solicitation will be made available through the Government homepage at http://www.fbo.gov. It is the offeror’s responsibility to check this site periodically for official updates and amendments of the solicitation.

Only electronic responses are required (See Section L). Please submit your proposals to the email addresses below by 16:00 Hours Local Kyiv Time, June 5, 2017. Receipt time is when the proposal is received by AID/Washington internet server. The addresses for the receipt of proposals is morlova@usaid.gov. Hand delivered proposals (including commercial courier) and facsimile transmission will not be accepted.

The Technical Proposal has a strict thirty-three (33) page limit including annexes. Offerors are advised that any pages exceeding this limit will not be evaluated. Offerors are reminded that evaluators have to be able to read the proposals, so presentation and legibility are crucial. The Statement of Work (SOW) is provided in Section C.

http://www.fbo.gov/ mailto:morlova@usaid.gov

1. THIS CONTRACT IS A RATED ORDER RATING PAGE OF PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION 5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

SEALED BID (IFB)

NEGOTIATED (RFP)

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

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

9. Sealed offers in original and _____________________________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in until local time _______________________ (Hour) (Date)

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

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

AREA CODE NUMBER EXT.

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

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

C DESCRIPTION/SPECS./WORK STATEMENT J LIST OF ATTACHMENTS

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA L INSTR., CONDS., AND NOTICES TO OFFERORS

H SPECIAL CONTRACT REQUIREMENTS M EVALUATION FACOTRRS FOR AWARD

K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

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

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _180_ calendar days (60 calendar days unless a different period is inserted by the Offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%) (See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

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

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 15A. NAME AND

ADDRESS OF

OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

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

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM (4 copies unless otherwise specified)

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

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY CODE CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Eduardo Elia

27. UNITED STATES OF AMERICA 28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD N/A

SOLICITATION

OFFER (Must be fully completed by Offeror)

AWARD (To be completed by Government)

SOL-113-17-000001

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05/04/2017 REQ-113-17-000002

USAID/Ukraine/Regional Contract Office Department of State 5850 Kyiv Pl.

Washington D.C. 20521-5850

16:00 (Kyiv LT) 06/05/2017

Ms. Marina Orlova Sr. Acquisition Specialist morlova@usaid.gov

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USAID/Ukraine/Regional Contract Office

USAID/Ukraine/Office of Financial Management

Request for Proposal SOL-113-17-000001 Community Connections Program (CCP) in Belarus

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The goal of the Community Connections Program (CCP) in Belarus is to support USAID/Belarus’ development effort aimed to further democratic and economic reforms in Belarus by encouraging active citizen participation in democratic processes, and to promote mutual understanding among American and Belarusian people through the project entitled “Community Connections Program (CPP) in Belarus” as described in detail in Section C. STATEMENT OF WORK.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) Completion Contract. For the consideration set forth in the contract, the Contractor must provide the results, deliverables and results described in Section C and Section F (to be incorporated at contract award). The Contractor must also comply with all other contract requirements.

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

(a) Base Period (18 month)

(i) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is __________ [ TBD ]. The fixed fee, if any, is _________ [ TBD ]. The estimated cost plus fixed fee, if any, is ___________ [ TBD ].

(ii) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is _________ [ TBD ]. The Contractor shall not exceed the aforesaid obligated amount.

(iii) Funds obligated hereunder are anticipated to be sufficient through _________ [ TBD ].

(b) Option Period (three year)

(i) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is __________ [ TBD ]. The fixed fee, if any, is _________ [ TBD ]. The estimated cost plus fixed fee, if any, is ___________ [ TBD ].

(ii) Within the estimated cost plus fixed fee (if any) specified in paragraph (i) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is _________ [ TBD ]. The Contractor shall not exceed the aforesaid obligated amount.

(iii) Funds obligated hereunder are anticipated to be sufficient through _________ [ TBD ].

B.4 CONTRACT LINE ITEMS

(a) CLIN 0001 – CCP Base Period (18 month):

Direct Costs $___________ Indirect Costs $___________ Total Estimated Cost $___________ Fixed Fee $___________ CLIN 001 Total Estimated Cost Plus Fixed-Fee $___________

(b) CLIN 0002 – CCP Option One (three year):

Direct Costs Indirect Costs $___________ Total Estimated Cost $___________ Fixed Fee $___________ CLIN 002 Total Estimated Cost Plus Fixed-Fee $___________

The inclusion of any costs in the above cost categories does not obviate the requirement for prior approval by the Contracting Officer of cost items designated as requiring prior approval by any of the terms and conditions of this contract, including the applicable cost principles (see FAR § 52.216-07, “Allowable Cost and Payment”); nor does it constitute a determination of allowability by the Contracting Officer of any item of cost, unless specifically stated elsewhere in this contract. Also, these amounts may not be adjusted without a written modification signed by the Contracting Officer. The Contractor will not bill any amounts against this contract in excess of the amounts specified for each line item.

The Contractor agrees to furnish data that the Contracting Officer may request on costs expended or accrued under this contract in support of the budget information provided herein.

B.5 INDIRECT COSTS

(a) Pending establishment of revised provisional or final indirect costs, USAID will reimburse allowable indirect costs on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the Contractor’s current executed Negotiated Indirect Cost Rate Agreement:

Description Rate Base Type Period

% 1/ 1/ 1/

1/Base of Application:

Type of Rate:

Period:

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

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable, and necessary costs determined in accordance with FAR § 52.216-7, “Allowable Cost and Payment,” FAR § 52.216-8, “Fixed Fee,” FAR § 52.232-20, “Limitation of Cost,” and FAR § 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

B.7 PAYMENT OF FIXED FEE

USAID will pay a proportion of the contractor’s fixed fee each month pursuant to FAR § 52.216-8, “Fixed Fee,” upon the receipt of an invoice deemed proper by the Office Financial Management (OFM) located in USAID/Ukraine.

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

STATEMENT OF WORK

COMMUNITY CONNECTIONS PROGRAM IN BELARUS

I. INTRODUCTION

In October 2017, USAID intends to issue the Community Connections Program in Belarus for 18 month (1.5 year) with an option to extend for an additional three years. The USG has implemented the Community Connections program in Belarus for over a decade. During this period, hundreds of Belarusians have participated in exchange visits to the U.S. Thus far, applicants to the program have been of high quality and many alumni have successfully used their experience in the U.S. to make positive changes in Belarusian society. USAID wants to ensure that these results continue. To do so, USAID will use the base period to determine if there continues to be robust demand by Belarusian society to participate in the Community Connections program. If the planning and implementation of eight groups during the base period demonstrates sufficient demand, then USAID may exercise a contract option to support the participation of up to 18 additional groups over a three year period. Demand will be assessed by USAID during the recruitment of potential participants and post-trip events, including alumni activities.

The goal of the Community Connections Program (CCP) in Belarus is to support USAID/Belarus’ development effort aimed to further democratic and economic reforms in Belarus by encouraging active citizen participation in democratic processes, and to promote mutual understanding among American and Belarusian people. The CCP is a cross cutting exchange program that supports USG foreign assistance priorities across sectors by introducing Belarusian civil society, private actors and public sector representatives to democratic practices and free-market values, and inspiring them to implement transformational economic and social activities in Belarus.

USAID/Belarus does not operate under a CDCS, as the requirement was waived by the Agency. The goal of this activity contributes to the interagency Integrated Country Strategy (ICS) Mission Objectives. The current ICS Mission Objectives are the following:

1.1: Promotion of a stronger, more active civil society, democratic values, and enhanced access to information for the people of Belarus increases demand for democratic governance and increases the government’s respect for the human rights of all its citizens

1.2: Private sector competitiveness increases.

The CCP objectives are:

1) to expose participants to the advantages and challenges of a democratic, free-market society;

2) to transfer modern knowledge and skills to Belarusians; and

3) to create a network of professionals who will contribute to implementing transformational economic and social activities in Belarus

The program plans to take up to three hundred competitively-selected Belarusian participants on three-week internships to the United States, where they will engage in an intense program of professional and cultural activities. During exchange visits, participants will be hosted by American families.

II. BACKGROUND

USAID/Belarus has managed three iterations of the CCP: A 5-year contract through the E&E Regional FORECAST IQC; a 1-year direct contract; and a 5-year contract through FORECAST II IQC, which expires in September, 2017. For eight years, the in-country component of the CCP has been implemented in house, by using existing USAID resources. The current implementation mode has proved to be optimal. The in-house implementation has resulted in exchanges that are more aligned with and supportive of other USAID programming, allows for more for rapid adjustments as needs arise, and is more cost-effective than contracting with a local partner.

To date, over 600 professionals have successfully visited the United States through the USAID-administered iterations of CCP.

The CCP aims to achieve the following results: strengthened capacity of Belarusian professionals and eventually the institutions they represent to deal with the political, social, and economic challenges the country faces in implementing democratic and free market reforms; increased knowledge and skills by participants to address issues of importance in local communities; increased number of sustainable relationships formed between Belarusians and American professionals and institutions; and a positive change of attitude towards the United States.

III. SCOPE OF WORK

The Contractor shall provide USAID/Belarus with a comprehensive package of services required to ensure the CCP objectives are met under the stated goal and that they are met in accordance with ADS 253 and US government regulations. Services will include, but will not be limited to, assisting USAID/Belarus with pre-training preparation, program implementation, monitoring, and data reporting. The Contractor shall design and deliver up to six three-week (22 calendar days) exchange programs per year within the October 2017- September 2022 timeframe tailored to the Belarusian participants’ professional needs and engaging the exchange visitors (EVs) in program activities on a full-time basis. Each EV group will consist of 10 individuals maximum. In coordination with USAID, the Contractor shall develop a Pre-Departure Orientation Manual that will highlight the following areas: preparation for the exchange program, travel and entrance to the US, American professional and social ethical norms, culture of volunteerism, staying with the host family, general recommendations, etc. The Contractor shall design the pre-program and exit questionnaire using an online survey/questionnaire tool. The questionnaires will identify the participants’ expectations before the program and provide feedback on the preparation to the program, technical and cultural content, the arrangement of volunteer activities, logistics, the program’s impact, and the EVs’ recommendations to improve successive programming cycles upon its completion.

1. Exchange Visit Program Design and Approval

USAID/Belarus will formalize the request to the Contractor to implement specific Community Connections EV programs and identify the goals and expected outcomes for a given exchange program in the Visitor Exchange Request Form (VERF) (Attachment J.5 of the RFP). VERFs shall request the Contractor to design a specific EV program for each group. Upon receipt of the list of the program themes for the upcoming implementation year, the Contractor will be responsible for contributing to the VERF crafting effort by providing input on the US relevant systems and practices, including the overview of brief achievements and gaps in the subject matter field and suggested site visits. USAID/Belarus will be responsible for selecting 10 finalists and submitting the formal request (VERF) to the Contractor. Professional profiles of 10 finalists will be provided to the Contractor to facilitate the program design process.

Stage 1 – HO Selection

Within thirty calendar days after receipt of each VERF, the Contractor shall identify a sub-contractor, Hosting Organization (HO), in each particular case best suited to achieve the results of a certain EV program based on the VERF provided by USAID/Belarus. The Contractor will submit a Recommendation Memo to the Contracting Officer’s Representative (COR) for review and approval.

The Recommendation Memo shall include details of the HO (name, type of organization, i.e. non-profit, university, etc., address, phone number, point of contact, email address, and website, if available); provide details on the research/competition conducted and a justification for the selection supported by a 3-page program-specific Capability Statement written by the recommended HO. USAID reserves the right to use this information at its own discretion beyond the end date of this project.

The COR shall approve or reject the selection of the HO and can provide recommendations on improving the program design within ten calendar days of receipt of the Recommendation Memo; the approval/rejection will be in writing.

If the COR does not approve the selection of the HO, reasons for rejection (including any comments/recommendations) will be provided to the Contractor as part of the rejection. After receiving the written notification of HO rejection, the Contractor shall respond with a revised Recommendation Letter that would either identify a different HO or provide additional justification to support the original selection within ten calendar days.

Within seven calendar days of the HO approval, the Contractor shall provide to the COR:

• A projected schedule with submission dates for the following key EV program documents:

- VERF-supporting information

- VEP

- Home Stay Placements

- HAC cards’ information

- Contractor’s Individual Program Reports (including VEP closeout budgets, Program

Evaluations by participants, and participants’ Action Plans, etc.).

• A requested submission schedule of the documents which USAID is required to provide, including:

- VERF

- professional profiles of participants, including information from applications and interview notes

- SWOT Report/ SMART Goals

- VEP’s Approval Notice

- VEP’s translation in Russian

• A submission schedule of reports due to the COR.

Stage 2 – Visitor Exchange Plan (VEP) Design

Upon the approval of the HO selection by the COR, the Contractor, together with the HO, shall proceed with a development of a program schedule in the form of a Visitor Exchange Plan (VEP). The VEP shall be submitted to the COR not later than four weeks before the program start.

The VEP introduction section shall include the list of participants; program location, the HO’s contact information; instructions on actions in an emergency (e.g., flight delay/cancellation) including emergency contact phone numbers, instructions for participant arrival at the destination airport, luggage weight and content restrictions at the program location’s State and weather information.

The VEP program design section will describe in detail how the EV program objectives will be achieved on a day to day basis and will provide a budget estimate for the visit. The VEP shall cover each segment of the exchange program, including relationships of exchange visitor program components to the VERF’s goal and objectives, specific training activities, their location, time and duration. The VEP shall include such activities as site-visits, hands-on experience sharing sessions with a diverse range of companies and organizations, professional training, seminars, round table discussions, Q&A sessions, etc. The VEP shall allocate three one-hour “Reflection Time” breaks per week moderated by the HO’s staff or contracted facilitators to accommodate the need for a structured time to review and discuss the activities and experiences. Whenever possible, the VEP shall permit the inclusion of sub-groupings allowing more specialization within the theme.

The VEP shall aim at 9am to 5 pm, as the maximum length of program days.

The COR shall approve or reject VEPs in writing within seven calendar days of the receipt of a VEP. The Contractor shall not proceed with the implementation of the exchange visit before receipt of a VEP approval from the COR. If the COR does not approve the proposed VEP, reasons for disapproval along with any comments/recommendations will be provided to the Contractor as part of the request for revision. The Contractor shall respond with a revised VEP that addresses USAID comments/recommendations within ten calendar days after receipt of COR’s written disapproval of the VEP.

Upon completion of each year’s cycle COR will share with the Contractor the debriefing notes, developed based on the reentry discussions with the alumni. The notes will provide the alumni assessment of the organizational and logistical aspects of the program, including the participants’ preparation to the program, balance of technical and cultural content, the arrangement of volunteer activities, interpretation and transportation services, the Host Organizations’ customer orientation, and the EVs’ recommendations to improve successive programming. The Contractor shall consider the lessons learned from previous implementation cycle when developing the subsequent year’s VEPs and implementing the programs.

2. Exchange Visit Program Implementation

Upon each group’s arrival to the United States, the HO shall conduct a face-to-face group orientation with the participants. The group orientation in the United States will include a review and discussions about all aspects of the program including: the three-week itinerary, the technical program materials, the Action Plan development process, information about the host families, logistics, changing money, food and nutrition, receiving medical services when needed, as well as participant expectations and/or concerns. The HO is encouraged to use videos and short films to clarify or emphasize points.

The HO shall conduct three face-to-face Action Planning sessions during the course of each group’s stay in the United States to help the EVs in planning future projects which they are encouraged to implement based on the new knowledge acquired. The Action Planning sessions will assist the participants in setting project goals, determining strategy and the resources required, developing specific steps to reach the goal set, as well as establishing project timeframes. Before departure from the United Sates, the HO shall ensure that each participant delivers a Participant Action Plan based on the knowledge and skills acquired during the internship and utilizing the tools obtained during the Action Planning sessions.

The HO shall be responsible for arranging adequate host-family placements in suitable environments (during a disagreement, “suitable” is defined by the COR), arranging local transportation, supplying interpretation services; and making post-placement adjustments, if needed.

Program Monitoring

The Contractor shall ensure that the program meets the training requirements stated in the respective VERF.

While the program shall be implemented by the HO, the Contractor shall liaise with the HO to maintain on-going monitoring to track and monitor participant progress toward original enrollment objectives. The Contractor shall ensure that the HO will quickly resolve any problems that may arise during the EV program implementation to increase the likelihood that the program will be successful.

During the course of each exchange visit, the Contractor shall allocate three distinct one-hour timeframes for monitoring purposes:

• a welcome/orientation call on the first day of the program (for example, telephone, Skype, video-conferencing);

• a monitoring call mid-way through the program to assess the program and the participants’ experiences, identify any problems with the program or home stay arrangements, and any changes that need to be discussed with the host organization; and

• a third call designed to evaluate the program and solicit participant feedback.

The Contractor will initiate the calls or Skype meetings with the EVs and the interpreters. No representative from the HO shall be present during such meetings/calls.

The Contractor shall provide briefing notes upon completion of the mid-program monitoring call to update COR on the progress and issues.

At the end of every EV program, the Contractor shall administer an exit questionnaire to each EV to receive participant feedback on the preparation to the program, technical and cultural content, the arrangement of volunteer activities, logistics, the program’s impact, and the EVs’ recommendations to improve successive programming cycles.

Participants Monitoring

The Contractor shall ensure that:

• the EVs have settled into suitable living quarters upon arrival;

• the EVs are attending scheduled activities;

• serious personal or health problems of EVs that may impair the successful completion of the program are properly addressed; and

• the EVs abide by the terms of the J-1 visa stipulated in ADS 252.

Within two calendar days of the program start date (indicated on the EVs’ DS-2019 form:

http://www.issso.uh.edu/PDF/DS2019.pdf), the Contractor shall confirm that the EVs have arrived in the United States and have begun their program. The Contractor will ensure the EVs’ timely departure from the United States on the program end date. On the group’s departure day, the Contractor will confirm that the EVs have departed the United States.

The Contractor shall immediately report the EV to the COR in the event a participant becomes a “No Show” (ADS 252.3.8.1) or does not depart the United States within three calendar days of his/her program end date, as indicated on the DS-2019form.

Participant Travel

The Contractor will be responsible for arranging the participants’ authorized travel and paying authorized travel-related expenditures, in particular, United States in-country program-related transportation; airfare (in compliance with the Fly America Act.), lodging, and emergency costs such as accommodation during flight delays, etcetera. Please, note that the Belarus in-country transportation to all non-Minsk residents and second baggage fee on the return flight, which were allowed previously, are not authorized in the current SOW.

Participants are authorized to travel only by the lowest price airfare and on American carriers per FAR 31.205-46(b) and ADS 253.3.7.2(a).

Health and Accident Coverage

All USAID-sponsored EVs must have Health and Accident Insurance Coverage (HAC) as required in ADS 253.3.7.3.4(a). The contractor must select a health and accident program that meets or exceeds the Federal requirements established to implement the Mutual Educational and Cultural Exchange Act of 1961 (the “Act”), as amended, Public Law 87–256, 22 U.S.C. 2451, et seq.(1988) as set forth in Code of Federal Regulations, Title 22, Part 62.14 (22 CFR 62.14). ADS 253 policies specify USAID’s minimum coverage requirements. Coverage should begin on the date of departure from Belarus and end on the date of return to Belarus. The Contractor will be responsible for paying the HAC enrollment fees.

Other Program Expenditures

The Contractor will be responsible for paying all necessary miscellaneous expenses approved by the USAID COR (e.g., conference registration fee).

Emergencies and Legal Assistance http://www.issso.uh.edu/PDF/DS2019.pdf http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentType=GSA_BASIC&contentId=24833 http://edocket.access.gpo.gov/cfr_2004/aprqtr/22cfr62.14.htm

The Contractor must notify USAID/Belarus immediately about any extraordinary or emergency situation. The Contractor, if needed and with USAID approval, may have to provide limited legal assistance and/or make appropriate arrangements for provision of professional legal assistance in such cases.

Participant Taxes

All USAID-sponsored J-1 visa holders are subject to the Internal Revenue Service (IRS) requirement to file U.S. tax returns, whether or not tax payments are due. To ensure compliance, the HO shall:

• Obtain a tax-related Individual Taxpayer Identification Number (ITIN) for each EV participant using the

BCIS W-7 request form (http://www.irs.gov/pub/irs-pdf/iw7.pdf ), and retain a copy in the Participant’s file;

• Provide a Statement of Expenditures to the EVs (detailing training-related expenditures paid from U.S.

sources on behalf of the participant);

• Assist the EVs with filing appropriate Federal tax forms with the IRS, or file on their behalf;

• Fund all Federal, state, or local taxes on sponsored EVs' U.S. source income resulting from the official

USAID-funded EV program.

The procedures concerning Participant taxes are contained in the Internal Revenue Code, 1986, that can be found at http://www.irs.gov/.

The Contractor shall be responsible for arranging assistance in filling in and filing the tax returns (this may include contracting out a tax advisor and paying tax preparation fee).

USAID Support

USAID will assist with pre-travel security clearance and visa processing. USAID will enter, update, track, report, verify and approve EVs’ and program information in the USAID Training Results and Information Network (TraiNet) and Visa Compliance System (VCS), allowing sufficient time for the EVs to receive the DS-2019 form.

USAID will design and facilitate pre-departure orientation for participants on all aspects of USAID sponsorship, in accordance with USAID policy.

USAID will administer the pre-program questionnaire to identify the participants’ expectations before the exchange visit.

USAID shall arrange for putting together the participants’ profiles based on the information from the EVs’ applications, and pay for translation of VEPs and certain documents describing Host Family Placements from English into Russian. Participants’ medical certification cost will also be handled by the USAID.

[END OF SECTION C]

http://www.irs.gov/pub/irs-pdf/iw7.pdf http://www.irs.gov/

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

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

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

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

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

D.2 BRANDING STRATEGY (BS)

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

A. Program Name of the Activity/ Positioning:

In English: Community Connections exchange visitor program

In Russian: программа профессионально-культурного обмена Соединяя Сообщества

B. USAID Logo: No separate activity logo is allowed. The activity title should be typeset as a headline.

To support brand consistency, the activity name should be written in Gill Sans font across all program-related materials. USAID identity and the activity program name will be used together.

In English:

In Russian:

Community Connections

Community Connections

The USAID Logo and the activity name must be used on all reports, memoranda, printed materials and other activity-related documents. As many info products as possible featuring the CCP’s activities will incorporate USAID Logo and the activity name, and the message that this was made possible by the support of “USAID from the American People” as per the Logo shown above.

All program materials must follow the USAID graphic standards (http://www.usaid.gov/branding)

Digital file formats of the USAID Logo are available for download at www.usaid.gov/branding/resources.

C. Desired level of visibility: the USAID Identity and the program logo should be of equal or greater prominence than all other logos and symbols.

D. Other organizations to be acknowledged: No other organizations are required to be acknowledged. The presence of any logo or symbol belonging to the Contractor must conform to the policy in ADS 320 and is subject to negotiation.

E. Branding Implementation Plan (BIP) and Marking Plan: Contractor is required to submit a

Branding Implementation Plan and Marking Plan prior to award.

D.3 BRANDING AND MARKING POLICY AND CREATION AND DEVELOPMENT OF

WEBSITE

This Activity will be branded and marked in accordance with ADS 320 requirements for USAID direct contracting. Agency policy requires that implementing partners provide a "Branding Implementing Strategy," indicating how they propose to name and promote the USAID-funded programs, and a "Marking Plan," detailing Activity materials that will showcase the USAID identity.

1. A well-defined Branding Implementing Strategy describes how the Activity is named and positioned; how it is promoted and communicated to beneficiaries, and Ukrainian citizens; and how USAID will be identified and acknowledged.

2. A well-defined Marking Plan details the public communications, commodities, and Activity materials and other items that will visibly bear the USAID identity.

The Contractor must comply with the requirements of USAID “Graphic Standards Manual” available at:

www.usaid.gov/branding with the policies found at Automated Directives System (ADS) Chapter 320, or any successor branding policy.

Prior to creation and development of any website, the Recipient must receive the approval of the Agency's Website Governance Board (WGB). The WGB, which is a part of the Agency's Management operations Council, will review and approve all requests for new external facing websites. To submit a request to redesign a site or create a new site at: https://sites.google.com/a/usaid.gov/usaid-gov/request-creation-of-new-website

D. 4 BRANDING IMPLEMENTATION PLAN (BIP) AND MARKING Plan (MP)

Approved Branding Implementation Plan (BIP) and Marking Plan (MP) submitted by the Contractor TBD (to be incorporated at contract award) as Attachment J.1.

http://www.usaid.gov/branding http://www.usaid.gov/branding/resources https://sites.google.com/a/usaid.gov/usaid-gov/request-creation-of-new-website https://sites.google.com/a/usaid.gov/usaid-gov/request-creation-of-new-website

D.5 APPROVAL OF BRANDING IMPLEMENTATION PLAN

The contractor Branding Implementation Plan and Marking Plan will be finalized and submitted for Contracting Officer approval prior to award. The contractor will follow the approved plan during implementation of this contract unless a waiver is requested and approved. Guidance applying for waivers can be found at USAID Automated Directive Supplement Chapter 320, Branding and Marking.

[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.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.246-5 INSPECTION OF APR 1984

SERVICES--COST-REIMBURSEMENT

E.2 INSPECTION AND ACCEPTANCE

(a) USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at:

U.S. Agency for International Development USAID/Belarus 46 Starovilenskaya Street Minsk, Belarus, 220002

(b) USAID reserves the right to inspect and accept any services, reports, and other required deliverables or outputs where the services are performed and where reports and deliverables or outputs are produced or submitted. The contracting officer has delegated authority to inspect and accept all services, reports, and required deliverables or outputs to the Contracting Officer’s Representative (COR) listed in Section G below.

[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.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION

(48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER (AUG 1989)

52.242-15 STOP-WORK ORDER ALTERNATE I (APR 1984)

F.2 PERIOD OF PERFORMANCE

The period of performance for this contract includes the Base Period of 18 month from __________ [ TBD ] to __________ [ TBD ] with an option to extend for an additional three years.

The decision to exercise an option will be subject to funds availability and if the planning and implementation of eight groups during the base period demonstrates sufficient demand, then USAID may exercise a contract option to support the participation of up to 18 additional groups over a three year period. Demand will be assessed by USAID during the recruitment of potential participants and post-trip events, including alumni activities.

F.3 PLACE OF PERFORMANCE

The place of performance of this contract is the U.S. (as specified in the Statement of Work in Section C).

F.4 PERFORMANCE STANDARDS

USAID will evaluate the Contractor’s performance in accordance with FAR § 42.15, corresponding USAID procedures, and the Contractor’s adherence to the annual work plan, reporting against its Monitoring & Evaluation Plan (M&E), and quality of reports described in Section F below. USAID will evaluate the Contractor’s performance during the initial, intermediate, and final periods of the contract in accordance with the Contractor Performance Assessment Reporting System (CPARS). The Contracting Officer and the COR will jointly conduct the evaluation of the contractor’s overall performance. This evaluation will form the basis of the contractor’s permanent performance record under this contract.

F.5 KEY PERSONNEL

Contractor Staff should be located in the United States and the Contractor is not required to provide in-country presence or support.

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

Position Name

Program Coordinator or equivalent title ___________________________

Program Officer or equivalent title ___________________________

(b) The key personnel identified above are considered essential to the work being performed under this contract. The Contractor must remain responsible for providing such key personnel for full-time performance for the term of this contract unless otherwise agreed to by the Contracting Officer.

(c) The failure to provide the key personnel designated above may be considered nonperformance unless such failure is beyond the control, and through no fault or negligence, of the contractor.

(d) The Contractor must immediately notify the Contracting Officer and the COR of any key personnel’s departure and the reasons therefore.

(e) The Contractor must take steps to immediately rectify this situation and will propose a substitute candidate for each vacated position along with a budget impact statement in sufficient detail to permit evaluation of the impact on the program.

(f) The Contractor must not replace any of the key personnel without the written consent of the

Contracting Officer whether provided in advance or by ratification.

Key Personnel and Qualifications (EXAMPLES):

The Contractor shall employ the following Key Personnel on the CCP Program:

1. Program Coordinator or equivalent title

The Program Coordinator shall be responsible for overall technical and administrative management of CCP Program.

Minimum qualification requirements for the Program Coordinator are as follows:

• A Master’s degree in education or a related area (e.g., social sciences, economics, history, sociology, anthropology, etc.);

• Demonstrated experience in the successful implementation of international development and/or intercultural communications activities;

• 5-7 years of experience in working with sector assessment, strategic planning, project management, education-training/capacity development programs, and related project management skills (e.g., program design monitoring and evaluation, etc.);

• Prior experience in working with international donors in Belarus, or Central and Eastern Europe, or the former Soviet Union; and

• A demonstrated track record of building and effectively managing a strong team.

2. Program Officer or equivalent title

Minimum qualification requirements for the Program Officer are as follows:

• A Bachelor’s degree in education or a related area (e.g., social sciences, economics, history, sociology, anthropology, etc.);

• Demonstrated experience in the successful implementation of international development and/or intercultural communications activities;

• 5 years of experience in working with sector assessment, strategic planning, project management, education-training/capacity development programs, program design, monitoring and evaluation, etc.

The Program Officer will be the primary point of contact with USAID/Belarus concerning the day-to-day implementation and management of the task order.

The personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing these specified individuals, the Contractor must submit a formal request to both the Contracting Officer (CO) and the COR reasonably in advance and submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement will be made by the Contractor without the written approval of the USAID/CO.

Other Professional (Non-Key) Personnel:

Offerors may identify non-key personnel in their proposals. Professional personnel, for purposes of this contract, are defined as technical specialists in the disciplines needed to achieve the results set forth in Section C, Statement of Work (SOW).

Support personnel such as accountants and financial management staff, logistic support personnel, interpreters/translators, office managers/administrative assistants, secretaries/receptionists, drivers, janitors, guards, etc. are considered as support labor.

F.6 AUTHORIZED WORK DAY/WEEK

The work week for the Contractor's employees must not be less than 40 hours and must be scheduled to coincide with the work week for those employees of the USAID Mission associated with the work of this contract.

F.7 DELIVERABLES AND REQUIRED REPORTING

AIDAR 752.242-70 provides:

(a) The Contractor must prepare and submit progress reports as specified in the contract schedule.

These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR § 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the Contractor's performance.

(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government's ability to monitor the contractor's progress.

In addition to providing the services described in Section C, and requirements as set forth in AIDAR 752.242- 70, Periodic Progress Reports, the Contractor must submit the following reports to the COR specified in Section G.

All written documentation (correspondence, reports, information sheets, updates) submitted to USAID must be written in professional-level English. Reports must be submitted electronically unless otherwise agreed or directed by USAID. In addition to the reports outlined below and elsewhere in this contract, the fluid nature of the planned activity may require the contractor to respond quickly to information requests, often with little preparation time.

All written documentation (correspondence, reports, information sheets, updates) submitted to USAID must be written in professional-level English. Reports shall be submitted in Times New Roman 12-point font unless otherwise agreed or directed by USAID. In addition to the reports outlined below and elsewhere in this contract, the fluid nature of the planned program may require the Contractor to respond quickly to information requests, often with little preparation time. The reports listed below will be the initial reports required from the Contractor. Based on the evolving needs of the contract, USAID may approve modified reporting requirements.

Reports listed below are required. The cover page of all reports prepared by the Contractor shall include a descriptive title, the author's name(s), the activity name, the activity number, the contract and task order number, the contractor's name, the name of the USAID activity office and COR, and the publication or issuance date of the report.

The Program Coordinator shall be responsible for delivery of draft reports, schedules, plans, and other documents that are described below. Such documents, schedules or plans that do not readily conform to the foregoing format will be presented in a form to be agreed to by COR. All written documents shall be provided in English.

The Implementation Plan (Work Plan) and all scheduled periodic reports are to be submitted electronically.

All reports must be submitted to the USAID/Belarus/COR at e-mail:TBD@usaid.gov.

The Contractor will consult the COR on the format and expected content of reports prior to their preparation.

Each of the reports shall be submitted electronically. All reports shall be written in English. All reports shall be submitted by the due date to the USAID/COR.

The required reporting documents are the implementation plans (work plans); the performance reports; and the Monitoring, Evaluation and Learning (MEL) Plan. These documents shall be consistent, interrelated, and shall complement each other. The work plan, based upon the Statement of Work (SOW), shall define how the Contractor will organize its work to achieve the objectives and expected results outlined in the SOW.

Performance reporting shall account for the project's performance against agreed upon activities in the work plan and indicators in the MEL Plan.

The contractor must comply with the below schedule for the submission of each report listed below.

The Contractor shall submit the following documentation to USAID.