SOL-165-16-000003_Amendment_01.pdf

Request for Proposals (RFP) No.: SOL-165-16-000003 Amendment 01 Issue Date: May 27, 2016 Closing Date: June 28, 2016 at 5pm, Skopje local time

Subject: Request for Proposal (RFP) No. SOL-165-16-000003

Activity for Civic Engagement (ACE)

Dear Prospective Offeror:

The United States Government, represented by the U.S Agency for International Development (USAID), through the Mission in Macedonia, is seeking proposals from qualified organizations interested in providing support to Macedonian civil society and youth as described in Section C of this RFP. USAID/Macedonia anticipates awarding one cost plus fixed fee completion type contract with a period of performance of five (5) years. Offerors must propose costs that they believe are realistic and reasonable for the work described herein.

The dollar range is between $7 and $10 million for the five year period, inclusive of fee, and subject to availability of funds. The principal geographic code is 937 and the NAICS code is 541990.

Due to the questions received and the respective answers, we have slightly amended the RFP as follows:

We made slight revisions to Section C.8.

Added a requirement to submit a rough draft M&E plan.

Added the requirement to submit the proposed subcontracted local organization.

Only electronic proposals will be accepted in response to this RFP, sent to the following e-mail addresses:

rknezevic@usaid.gov and femini@usaid.gov. For detailed submittal instructions, please refer to Section L. No other forms of submission will be accepted. Proposals must be signed by an official who is authorized to bind the Offeror’s organization. All proposals in response to this solicitation must remain available for acceptance by USAID for a minimum of one hundred and eighty (180) calendar days.

Any questions regarding this RFP are to be submitted in writing to Mr. Rade Knezevic at rknezevic@usaid.gov and Mr. Florentin Emini at femini@usaid.gov by the date and time specified above. USAID intends to follow a very tight procurement timeline for this award:

Solicitation Issued: May 13, 2016 Questions Due: May 20, 2016 Answers Posted: May 27, 2016 Proposals Due: June 28, 2016 Competitive Range (if applicable): July 29, 2016 Revised Proposals Due: August 19, 2016 Award: September 16, 2016

USAID intends to move at a faster pace if possible to make the award and get the program up and running. Oral discussions may take place if a competitive range is established. Offerors in a competitive range, if established, must have their proposed Chief of Party available for the discussions if they are conducted orally.

This solicitation in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of the proposal. Furthermore, the Government receives the right to reject any and all offers, if such action is considered to be in the best interest of the U.S. Government.

SOL-165-16-000003: ACTIVITY FOR CIVIC ENGAGEMENT (ACE)

Respectfully, Michael Capobianco Regional Contracting Officer USAID/Kosovo

Table of Content

PART I – THE SCHEDULE 6

SECTION B - SUPPLIES OR SERVICES/PRICES 6

B.1 PURPOSE 6

B.2 CONTRACT TYPE 6

B.3 ESTIMATED COST, FIXED-FEE, AND OBLIGATED AMOUNT 6

B.4 BUDGET 6

B.5 INDIRECT COSTS 6

B.6 ADVANCE UNDERSTANDING ON CEILING ON INDIRECT COST RATES

AND FINAL 7

B.7 MULTI-YEAR CONTRACT AND CANCELLATION CEILING 8

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 9

C.1 TITLE OF ACTIVITY 9

C.2 PURPOSE 9

C.3 BACKGROUND 9

C.4 OBJECTIVES 10

C.5 TRANSITION AND LOCAL PARTNER CAPACITY BUILDING 11

C.6 COLLABORATING, LEARNING, AND ADAPTING 11

C.7 IMPACT EVALUATION 12

C.8 MONITORING AND EVALUATION 12

SECTION D – BRANDING AND MARKING 13

D.1 MARKING AND BRANDING STRATEGY 13

D.2 MARKING 13

D.3 BRANDING POLICY 13

SECTION E - INSPECTION AND ACCEPTANCE 14

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 14

E.2 INSPECTION AND ACCEPTANCE 14

SECTION F - DELIVERIES OR PERFORMANCE 15

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 15

F.2 PERIOD OF PERFORMANCE 15

F.3 PLACE OF PERFORMANCE 15

F.4 PERFORMANCE STANDARDS 15

F.5 AUTHORIZED WORK WEEK 15

F.6 REPORTS, PLANS AND EXPECTED DELIVERABLES:

F.7 KEY PERSONNEL 17

F.8 ENGAGEMENT OF LOCAL STAFF 18

SECTION G - CONTRACT ADMINISTRATION DATA 19

G.1 DOCUMENTATION FOR PAYMENT 19

G.2 CONTRACTING OFFICER’S AUTHORITY 20

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 20

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 20

G.5 PAYING OFFICE 21

G.6 CONTRACTOR’S PRIMARY POINT OF CONTACT 22

G.7 CONTRACTOR’S PAYMENT ADDRESS 22

G.8 ACCOUNTING AND APPROPRIATION DATA 22

SECTION H - SPECIAL CONTRACT REQUIREMENTS 23

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED

BY REFERENCE 23

H.2 SOURCE AND NATIONALITY REQUIREMENTS 23

H.3 EMERGENCY LOCATOR INFORMATION 23

H.4 WORKER’S COMPENSATION INSURANCE 24

H.5 PERSONNEL COMPENSATION 24

H.6 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION 24

H.7 LEAVE AND HOLIDAYS 25

H.8 MEDICAL EVACUATION (MEDEVAC) 27

H.9 USAID DISABILITY POLICY – ACQUISITION 28

H.10 AUTHORIZED GEOGRAPHIC CODE 28

H.11 EXECUTIVE ORDERS ON TERRORISM FINANCING 28

H.12 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION

TECHNOLOGY RESOURCES 29

H.13 LOGISTIC SUPPORT GOVERNMENT FURNISHED FACILITIES OR

PROPERTY 29

H.14 REPORTING OF FOREIGN TAXES 30

H.15 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES 31

H.16 LOGISTIC SUPPORT 31

H.17 LANGUAGE REQUIREMENTS 31

H.18 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS 31

H.19 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR PERSONNEL 31

H.20 HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12) 32

H.21 ACCESS TO USAID FACILITIES AND USAID’S INFORMATION SYSTEMS 32

H.22 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY 33

H.23 DISCLOSURE OF INFORMATION 33

H.24 FACILITIES USED FOR RELIGIOUS ACTIVITIES 34

H.25 GRANTS UNDER CONTRACTs 34

H.26 NONDISCRIMINATION 35

H.27 USAID-FINANCED THIRD-PARTY WEBSITES 35

H.28 CONFERENCE PLANNING AND REQUIRED APPROVALS 36

H.29 FRAUD REPORTING 36

H.30 ENVIRONMENTAL COMPLIANCE 37

H.31 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION 38

H.32 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY 39

PART II - CONTRACT CLAUSES 41

SECTION I - CONTRACT CLAUSES 41

I.1 CLAUSES INCORPORATED BY REFERENCE 41

I.2 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE 41

I.3 CONTRACTOR CODE OF BUSINESS ETHICS AND CONDUCT 44

I.4 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS 44

I.5 NOTIFICATION OF OWNERSHIP CHANGES 47

I.6 FIXED FEE 47

I.7 CANCELLATION UNDER MULTY-YEAR CONTRACTS 48

I.8 OPTION TO EXTEND SERVICES 49

I.9 COMBATING TRAFFIKING IN PERSONS 49

I.10 TAXES - FOREIGN COST-REIMBURSEMENT CONTRACTS 53

I.11 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS

SUBCONTRACTORS 53

I.12 FEDERAL, STATE AND LOCAL TAXES 54

I.13 ORGANIZATIONAL CONFLICTS OF INTEREST DISCOVERED

AFTER AWARD 54

I.14 PERIODIC PROGRESS REPORTS 54

I.15 NOTICES 54

I.16 USE OF GOVERNMENT FACILITIES OR PERSONNEL 54

I.17 APPROVALS 55

1.18 VOLUNTARY POPULATION PLANNING ACTIVITIES 55

PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS 56

SECTION J – LIST OF ATTACHMENTS 56

PART IV - REPRESENTATIONS AND INSTRUCTIONS 57

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER

STATEMENTS OF OFFERORS 57

K.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE 57

K.2 TAXPAYER IDENTIFICATION 57

K.3 ANNUAL REPRESENTATIONS AND CERTIFICATIONS 58

K.4 INFORMATION REGARDING RESPONSIBILITY MATTERS 60

K.5 REPRESENTATION BY CORPORATIONS REGARDING DELINQUENT

TAX LIABILITY OR A FELONY CONVICTION UNDER ANY LAW 61

K.6 BUY AMERICAN CERTIFICATE 62

K.7 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION 62

K.8 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES 64

K.9 INSURANCE - IMMUNITY FROM TORT LIABILITY 64

K.10 SIGNATURE 64

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS 65

L.1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 65

L.2 TYPE OF CONTRACT 65

L.3 SERVICE OF PROTEST 65

L.4 GENERAL INSTRUCTIONS TO OFFERORS 65

L.5 PROPOSAL SUBMISSION 66

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL 67

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL 68

SECTION M – EVALUATION FACTORS FOR AWARD 71

M.1 GENERAL INFORMATION 71

M.2 TECHNICAL EVALUATION CRITERIA 71

M.3 EVALUATION OF PAST PERFORMANCE 71

M.4 COST PROPOSAL EVALUATION 72

M.5 DETERMINATION OF COMPETITIVE RANGE 72

M.6 SOURCE SELECTION 73

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to support Macedonian civil society through strengthening the influence of Civil Society Organizations (CSOs) and sustained youth engagement.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) Completion contract. For the consideration set forth below, the Contractor must provide the results, deliverables, or outputs as described in this contract.

B.3 ESTIMATED COST, FIXED-FEE, AND OBLIGATED AMOUNT

1) 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 CPFF, if any, is TBD.

2) Within the estimated CPFF 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 must not exceed the aforementioned obligated amount.

3) Fixed Fee: 25% of the Contractor’s total fee is subject to completion of the specific deliverable in Section

C.5. Failure to meet the end requirement in Section C.5 by the end of the contract results in the Contractor forfeiting the portion of the fee.

B.4 BUDGET

Cost Category Amount Direct TBD Grants Under Contract TBD Indirect Costs TBD Fixed-Fee TBD

Total Cost-Plus-Fixed-Fee TBD

B.5 INDIRECT COSTS

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

1/ 1/ 1/ 2/ 2/ 2/ 3/ 3/ 3/

1/ Base of Application

Type of Rate: Predetermined Period:

2/ Base of Application

3/ Base of Application

For Each of the Major Subcontractor(s)*

Description Rate Base Type Period

1/ 1/ 1/ 2/ 2/ 2/ 3/ 3/ 3/

1/ Base of Application

2/ Base of Application

3/ Base of Application

*”Major Subcontractors” are those subcontractors whose proposed cost exceeds 10% of the total estimated Contract cost.

B.6 ADVANCE UNDERSTANDING ON CEILING ON INDIRECT COST RATES AND FINAL

(a) For each of the Contractor's accounting periods during the term of this contract, the parties agree as follows:

(1) The distribution base for establishment of final [rate 1 description to be inserted] is [to be inserted at award].

(2) The distribution base for establishment of final [rate 2 description to be inserted] is [to be inserted at award].

(3) The distribution base for establishment of final [rate 3 description to be inserted] is [to be inserted at award].

(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.

(c) Reimbursement for indirect costs will be at the final negotiated rates, but not in excess of the following ceiling rates:

Description 2016 2017 2018 2019 2020 [Rate 1 description to be inserted] ___% ___% ___% ___% ___% [Rate 2 description to be inserted] ___% ___% ___% ___% ___% [Rate 3 description to be inserted] ___% ___% ___% ___% ___%

(d) The government will not be obligated to pay any additional amount on account of indirect costs above the ceiling rates established in the contract. This advance understanding will not change any monetary ceiling, cost limitation, or obligation established in the contract.

B.7 MULTI-YEAR CONTRACT AND CANCELLATION CEILING

This contract is considered non-severable, and is therefore a multi-year contract as defined in FAR 17.103.

Therefore, this contract is subject to the requirements of FAR 17.106.

a. Performance under this contract during the second and subsequent program years is contingent upon the appropriation of funds. All program years except the first are subject to cancellation. Cancellation shall occur by the dates specified below if the Contracting Officer:

1. notifies the Contractor that funds are not available for contract performance for any subsequent program year or

2. fails to notify the Contractor that funds are available for performance of the succeeding program year.

b. Cancellation Ceiling:

This is a CPFF type contract where the Contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment.” Therefore, the Contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2.

The Government's liability for cancellation charges shall not exceed $0. This amount will be reduced in accordance with FAR 17.106-1(c)(1) at the conclusion of each program year, as follows:

Program Year Cancellation Date Cancellation Ceiling Year 1: 2016/2017 N/A N/A Year 2: 2017/2018 March 31, 2017 $0 Year 3: 2018/2019 March 31, 2018 $0 Year 4: 2019/2020 March 31, 2019 $0 Year 5: 2020/2021 March 31, 2020 $0

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 TITLE OF ACTIVITY

Activity for Civic Engagement (ACE)

C.2 PURPOSE

The purpose of the Activity for Civic Engagement (ACE) is to support Macedonian civil society through strengthening the influence of civil society organizations (CSOs) and sustained youth engagement.

C.3 BACKGROUND

The civil society sector in Macedonia is confronted by many challenges related to its operation, development, and the current democratic and political environment. While Macedonian civil society organizations (CSOs) are capable of effectively identifying and articulating mission-driven programs, their ability to implement those programs are hampered by their financial insecurity and their tendency to veer away from their mission in order raise the funds needed to survive. This financial insecurity leaves them vulnerable and, at present, few have been able to develop a sustainable financial plan. Further, many organizations pay insufficient attention to developing constituencies and engaging with their communities. Public opinion surveys support the need for CSOs to develop better connections with their communities and point to the potential benefits of doing so. Assisting civil society to address these problems is especially important at this stage of Macedonia’s political development as it remains an important avenue for citizen voice, association, and participation.

In particular, the following factors impact the civil society sector:

Macedonia has strong CSOs, but a weak civil society. For a variety of reasons, Macedonian citizens tend not to actively engage in civic life. At the same time, many CSOs do not develop the constituencies necessary to ensure that they remain relevant and engage citizens in matters of public interest. Without public support, not only do CSOs risk becoming irrelevant, but they cannot fulfill such roles as providing effective accountability. CSOs need to find new ways to encourage active citizenship, rebuilding citizens’ trust in them through constituency building, community building, and other methods of helping to give citizens, especially youth, a voice in the future of their country.

Space for civic engagement exists, but is under-utilized. Despite the enormous challenges, there are avenues through which CSOs can have influence if they think and act differently and creatively. CSOs need to find ways to utilize that space and mobilize communities around issues which are important for increasing and sustaining people's trust in civil society

We must participate in creating our future. While some CSOs have difficulty visualizing a positive and productive role for civil society in the future, many young people remain hopeful that they can effect changes in their neighborhoods and country. Civil society has an important role in building trust in institutions and holding government accountable. Nurturing leadership, vision and cooperation within Macedonian civil society is critical, particularly among youth.

Impact of media environment on civil society. According to Freedom House’s 2016 Freedom of the Press report, media freedom in Macedonia has declined from ‘partly free’ to ‘not free’ over the past year.

An independent media is necessary for ensuring that citizens have access to the information and plurality of opinions required to make informed political choices. However, civil society, along with the democratic political process, gives citizens a way to act upon that information and provides a way of promoting discussion of issues, advocating for basic rights, providing oversight of government policies, and providing services to underserved elements of society. CSOs can work together with independent media to broaden and diversify the dialogue about issues of importance to citizens as well as monitor government commitment to reform. Partnerships between civil society and independent media can amplify the voice of CSOs and media to serve as a check on corruption and misuse of public resources.

Current Political Context: Macedonia is currently embroiled in a political and institutional crisis that escalated in the spring of 2015 as a result of public revelations of alleged government wiretapping. In response, the EU and the United States brokered a political agreement between the main political parties to end the crisis through early parliamentary elections in April 2016 (since postponed until June) and the implementation of urgent priority reforms. Any work with the civil society sector will need to take into account this dynamic political environment.

C.4 OBJECTIVES

At the end of the contract, the contractor must achieve the below two objectives:

1. Strengthened influence of CSOs.

2. Increased and sustained youth engagement.

In order to achieve the objectives, the contractor must perform work under four components. All of the contractor’s interventions in performance of this SOW must be approved by the Contracting Officer’s Representative (COR) via the annual work plan (AWP). The AWP is a living document and can be amended on an as needed basis with the approval of the COR.

The AWP must outline the implementation process and detail activity schedules, resource requirements, roles and responsibilities, monitoring, reporting and review procedures. Quarterly monitoring of milestones, which are identified in the AWP, must be conducted by the contractor with progress being reviewed monthly and reported quarterly to the COR. Annual self-assessments by partners and stakeholders, as well as engagement of civil society and surveys, may be used to identify lessons learned and guide future work plans.

Component One: Strengthen Civil Society Organization (CSO) Alliances

The contractor must establish and support a minimum of three CSO alliances which may operate in such areas as the rule of law, anti-corruption, human rights, economic growth, business enabling environment, and monitoring and oversight of institutions. The alliances can be pre-existing. The contractor must then assess the alliances and develop and deliver interventions to improve their capacity to function and perform their stated purpose.

Support for the alliances includes, but is not limited to, the following:

Providing mentoring and coaching services to the alliances. This means providing support to the organic growth and development of alliances, and being available when requested.

Providing networking support. The contractor must provide networking opportunities for the alliances and help to connect them to similar alliances throughout Macedonia and the greater European region. The contractor may connect the alliances to others outside the region if appropriate.

The contractor’s interventions for the alliances can cover a wide range of capacity building areas and must be tailored to the specific needs of the alliances, identified as a result of the contractor’s assessments. For each supported alliance however, the contractor must provide interventions to train and improve the alliances’ abilities to build and maintain constituent relations.

Under a grants under contract (GUC) mechanism, the contractor must award grants to the alliances which further their respective principal purpose. All GUCs issued must be fixed amount awards.

Component Two: Strengthen CSOs

The contractor must identify existing, strong CSOs to support. The contractor must then assess the CSOs and develop and deliver interventions to improve their capacity to function and perform their stated purpose. These CSOs do not have to be part of the supported alliances included in Component One.

Support for the CSOs includes, but is not necessarily limited to, the following:

Providing mentoring and coaching services to the CSOs. This means providing support to the organic growth and development of CSOs and being available when requested.

Providing networking support. The contractor must provide networking opportunities for the CSOs and help to connect them to similar organizations throughout Macedonia and the greater European region. The contractor may connect the CSOs to others outside the region if appropriate.

The contractor’s interventions for the CSOs can cover a wide range of capacity building areas and must be tailored to the specific needs of the CSOs, identified as a result of the contractor’s assessments. For each supported CSO however, the contractor must provide interventions to train and improve the CSO’s abilities to build and maintain constituent relations.

Under a GUC mechanism, the contractor must award grants to the CSOs which further their respective principal purpose. All GUCs issued must be fixed amount awards.

Component Three: Strengthen Youth Engagement

The contractor must identify individual youth to support. The contractor must then assess the youth and develop and deliver interventions to increase their advocacy and leadership skills. The contractor’s interventions must focus on making civic engagement a part of the youth’s normal life.

Support for the youth includes, but is not limited to, the following:

Providing mentoring and coaching services to the youth. This means providing support to the organic growth and development of the youth and being available when requested.

Providing networking and connecting support. The contractor must provide networking opportunities for the youth and connect them to similar organizations throughout Macedonia and the greater European region where appropriate. The contractor may connect the youth to others outside the region if appropriate.

Where appropriate, the contractor must link the supported youth with the supported alliances or CSOs.

Component Four: Strengthen Youth Activism

The contractor must identify and support opportunities to increase youth activism amongst formal and informal youth groups. Supported opportunities are not limited to the youth included in Component Three.

Under a GUC mechanism, the contractor may award grants which further these opportunities. All GUCs issued must be fixed amount awards.

C.5 TRANSITION AND LOCAL PARTNER CAPACITY BUILDING

As part of USAID’s commitment to local solutions, USAID/Macedonia intends to utilize this contract to make transition awards in the future. The contractor must identify and subcontract with an existing local organization, which then must perform substantial portions of this SOW. The contractor must provide capacity building support to the local organization, similar to a small business mentor/protégé arrangement, to improve its systems, take on increasing responsibilities under this contract, and be competitive for future USAID awards. The extent of the capacity building and the nature of the relationship will depend on the experience and strength of the local partner organization.

At the end of the contract, the local organization must have the systems (accounting, procurement, financial, etc.)

and capability to compete and be deemed responsible for full USAID cost-reimbursement contracts, including having a negotiated indirect cost rate agreement. Payment of 25% of the contractor’s fixed fee is contingent on meeting this requirement. The Contracting Officer must make a written determination that the local organization does meet the above requirements in order for the contractor to invoice for and be paid the associated fee.

USAID/Macedonia may, at its discretion, make transition awards to the local organization after the above requirements have been met. The timeframe for the transition award is within one year after the end of this contract.

C.6 COLLABORATING, LEARNING, AND ADAPTING

USAID/Macedonia is committed to obtaining stakeholder input to our activities, coordinating all implementing partners’ efforts for greater efficiency and effectiveness, and measuring high-level indicators in an effort to apply the following Monitoring, Evaluation and Learning objectives:

Evaluate the level of collaboration with other USAID programs and improve synergies.

Use lessons learned to strengthen management systems and activity implementation.

Provide recommendations and improvements to adapt current activities and follow-on programs.

To facilitate coordination, USAID/Macedonia or one of the implementing partners (on rotating basis) may convene semiannual meetings which may include sharing of summary annual work-plans, bi-annual summary reports, best practices, and challenges. The contractor is required to attend the above mentioned meetings unless directed otherwise by the COR. The contractor may be required to convene and organize one of the above mentioned meetings.

C.7 IMPACT EVALUATION

According to USAID’s Evaluation Policy and Automated Directive System (ADS) 203.3.2.3 USAID must evaluate all large and pilot activities and the evaluation has to be included in the activity design. If USAID/Macedonia decides to conduct a rigorous evaluation of this activity, the contractor must comply with USAID requirements regarding the evaluation, including selection of sites/beneficiaries, collection of data, and working closely with USAID and the Evaluation Contractor to integrate the evaluation into the AWP. Although the impact evaluation, if undertaken, will only affect one or two components of the activity, it should be noted that, until the evaluation is completed, any major shifts in programming in regard to those components will require written approval from the

COR.

C.8 MONITORING AND EVALUATION

The Activity for Civic Engagement (ACE) will contribute toward the achievement of USAID’s “Improved Democratic Participation and Processes” Project, and will directly support Intermediate Result 1.1: More Inclusive Citizen Engagement; Sub IR 1.1.1 Strengthened Participation of all citizens, CSOs and private sector.

The contractor must develop specific indicators, benchmarks and targets, and establish baseline data against which subsequent performance can be measured.

A final list of indicators, including mandatory Foreign Assistance Framework Standard Indicators, will be confirmed in collaboration with USAID after the award.

[END OF SECTION C]

SECTION D – BRANDING AND MARKING

D.1 MARKING AND BRANDING STRATEGY

The Contractor shall submit a final branding implementation plan and marking plan no later than 30 days after award. The plan must be in accordance with ADS 320.3.2. The plan must be submitted to the COR for approval.

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 Contracting” 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.

Anticipated elements of marking plan: Deliverables to be marked, include products, equipment and inputs delivered;

places where program activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by Contractors or other non-USAID employees must include the following disclaimer on the title page: “The author’s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.” Threats and restrictions to the security of the program need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.

USAID’s web page contains the electronic version of the Graphic Standards Manual that is compulsory for all Contractors. Marking under this contract shall comply with the “USAID Graphics Standards Manual” available at http://www.usaid.gov/work-usaid/branding/acquisition-awards.

D.2 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.3 BRANDING POLICY

The Contractor shall comply with the requirements of the 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 "52.232-2 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

FAR (48 CFR Chapter 1)

52.204-14 SERVICE CONTRACT REPORTING

REQUIREMENTS JAN 2014

52.246-5 INSPECTION OF INSPECTION OF

SERVICES--COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at principal place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. Unless otherwise stated (e.g. Section C.5), the designated Contracting Officer's Representative (COR) has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf 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 AUG 1989

ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance is five (5) years from date of contract award.

F.3 PLACE OF PERFORMANCE

The place of performance is Macedonia.

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 Performance Monitoring Plan (PMP), and quality 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 AUTHORIZED WORK WEEK

The standard work week is from Monday through Friday. No overtime or premium pay is authorized under this Contract. The Contractor is authorized up to a five-day work week for long-term staff. A six-day work week may be authorized on a case by case basis with the prior written approval of the designated Contracting Officer’s Representative (COR).

F.6 REPORTS, PLANS AND EXPECTED DELIVERABLES:

In addition to other required reports and deliverables in this contract, the Contractor must deliver the following for the approval of the Contracting Officer’s Representative (COR). The Contractor will allow at least 10 business days for review and comments from the COR on any draft report submission.

All reports and plans are subject to written approval by the COR, except for the Closeout plan and the Property Disposition plan, which are subject to Contracting Officer’s approval.

The following table summarizes the reports under this award. These reports must be submitted in English, unless otherwise stated herein. Other reports/deliverables may be required during the course of the award and the due dates for these will be agreed to between the contractor and the COR as needed.

No. Reports/Deliverables Due dates

1 Draft First Year Annual Work Plan (AWP) Within 10 calendar days of contract award date.

2 Final First Year AWP Finalize the first year AWP within 45 calendar days of contract award date.

3 Subsequent AWPs Draft: 30 days before anniversary of contract award date.

Final: 15 days after anniversary of contract award date.

4 Final Performance Management Plan Final PMP within 60 calendar days of the effective date of the contract

5 Quarterly Progress Report Within 15 calendar days after the end of each fiscal quarter.

6 Quarterly Financial Report To be submitted as part of the quarterly progress reports

7 Grants Under Contract Manual Draft manual 30 calendar days of contract award date. Final manual within 60 calendar days of contract award date.

8 Demobilization Plan Not later than 90 calendar days before the completion date of the contract

9 Final Report 30 calendar days before contract completion date

AWPs: See Section C. The AWP must contain clear performance indicators and benchmarks against which the Contractor will report quarterly. Using a Gantt chart or similar format, AWPs must demonstrate how proposed activities and sub-activities are timed and sequenced. The AWP will also contain a budget projection for the covered period, which relates quantifiable outputs to costs estimates. The AWP process is an opportunity to re-evaluate priorities.

Performance Monitoring Plan (PMP): The Contractor must submit the final PMP, to the COR for final approval within 60 days of the award of the contract.

The contractor shall propose indicators and report on implementation progress towards activity goals and objectives.

Indicators that track beneficiaries will be disaggregated by gender.

Under the Strategic Framework for Foreign Assistance, a list of standard indicators has been developed that are designed to enable the USG to track certain outputs. When appropriate, standard indicators should be selected for inclusion in the PMP. In addition, customized performance indicators are needed to adequately measure activity results at the Intermediate level. The activity’s indicators should be disaggregated gender and any other relevant characteristics. The Contractor must update data on a quarterly basis for all activity indicators and targets.

Quarterly Progress Reports: The main purpose of the quarterly report is to discuss progress towards the indicators and results in the PMP and AWP and how the contract objectives have been achieved that quarter. These reports will discuss progress made during the previous quarter, problems encountered when not routine, successes, and good practices. The Contractor must submit reports on a quarterly basis, which must be submitted within 15 days after the end of each fiscal quarter. The Contractor must use a clear, logical format for progress reports. The Final Report will be submitted in lieu of a report for the last quarter. Reports must not be longer than 15 pages unless approved by the COR in writing.

The Contractor will not have to submit a report for the first USG fiscal quarter after contract award if there are less than two months for performance in that quarter. For example, if the contract is awarded on November 5, the Contractor would not have to submit a report by January 15. If the contract is awarded on October 13, the Contractor would have to submit a report by January 15.

Quarterly Financial Reporting: These reports must be submitted in conjunction with the Quarterly Progress Report for the approval of the COR. These reports must have a financial summary page that lists the amounts expended for the quarter by major cost item, showing cumulative expenditures to date, and a variance analysis.

The variance analysis will use the detailed cost proposal submitted for the contract award, or any revision made for a subsequent contract budget revision (authorized by the CO), as the baseline budget plan, and, as requested, will be able to explain significant actual expenditure variance in relation to the detailed baseline. The contractor will also include a brief note on any significant or accrued expenditures for the quarter that have not yet been billed to the contract, along with the specific amount involved, to enable the COR to accurately track the expenditure rate.

Grants under Contract Manual: The contractor must describe the objectives, target beneficiaries, procedures for approval, disbursal process, and monitoring mechanisms for utilizing the available grant funds. The draft Grants Under Contract Manual will be submitted to the COR within 30 calendar days of the effective date of the contract.

The Contractor must then work with USAID to finalize the document within 60 calendar days of the effective date of the contract. The manual must be approved in writing by the Contracting Officer.

Demobilization Plan: The contractor will submit a demobilization plan to the COR for approval 90 days before the end of the contract. The demobilization plan will include an illustrative property disposition plan, a plan for phase out of in-country operations, a delivery schedule for all reports or other deliverables required under the contract and a timetable for completing all required actions in the demobilization plan, including the submission date of the final property disposition plan to the Contracting Officer. USAID will approve or disapprove the proposed plan in writing, at least 60 days prior to the completion of the Contract. However, regardless of any prior approval of all or portions of the proposed disposition plan for assets, USAID reserves the right to direct or redirect such disposition plan.

Final Report: The Contractor must submit a detailed final report 30 calendar days before contract completion for the approval of the COR. The report must at least address the following:

(1) Financial report showing the amounts expended by major cost categories.

(2) Summary of accomplishments achieved under this contract tied to the contract objective and Intermediate

Results.

(3) Clearly show how the contract objectives, deliverables and PMP have been accomplished or not, and why.

(4) Discussion of problems encountered and where objectives were not achieved.

(5) Lessons learned.

(6) Suggestions concerning desirable future and follow-on projects, if any.

(7) Index of all reports and information products produced under this contract.

F.7 KEY PERSONNEL

The following positions have been designated as key personnel, and are essential to the work being performed under this contract. Prior replacing any of these individuals, the Contractor must notify both the Contracting Officer and the Contracting Officer’s Representative (COR) reasonably in advance and must submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the project. No replacement can be made by the Contractor without the prior written consent of the Contracting Officer:

Chief of Party:

The Contractor must provide a resident Chief of Party (COP) for the duration of the Contract. The Contractor must delegate adequate authority to the COP to make all ACE project implementation decisions and speak for the Contractor. The COP shall be responsible for all reporting to USAID and is expected to play a lead role interacting with USAID and other development partners.

Minimum Qualifications:

The COP must have the following minimum qualifications:

Master’s degree from an accredited university in a field such as business administration, political science, international relations, or other relevant field.

At least 7 years’ experience in international development, which includes project management experience, with strong financial and personnel management expertise.

Proven, excellent oral and written communications ability.

Proven ability to properly engage with diverse populations and stakeholders in accomplishment of project objectives.

Grants Manager:

The Contractor must provide a resident Grants Manager to manage the GUCs program.

Minimum Qualifications:

The Grants Manager must have the following minimum qualifications:

Bachelor’s degree from an accredited university in business administration, finance, law, or other related field.

At least 5 years’ experience in grant/procurement management.

At least 2 years’ experience and familiarity with USG grant/procurement regulations.

Proven, excellent oral and written communication skills.

F.8 ENGAGEMENT OF LOCAL STAFF

To the maximum extent practical, all full time project personnel must be local staff with the exception of Key Personnel. By the beginning of year 3 of the contract, all full time project personnel, including Key Personnel, must be local staff unless waived in writing by the Contracting Officer.

[END OF SECTION F]

SECTION G - CONTRACT ADMINISTRATION DATA

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

a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The Contracting Officer’s Representative (COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034--Public Voucher for Purchases and Services Other Than Personal. Each voucher must be identified by the appropriate USAID contract number, in the amount of dollar expenditures made during the period covered.

1) The SF 1034 provides space to report by line item for products or services provided. The form provides for the information to be reported with the following elements:

TOTAL

EXPENDITURES

(Document Number:

XXX-X-XX-XXXX)

Line Item Description Amt.

Vouchered To Date

Amt. Vouchered This Period

Product/Service Desc. For Line Item 0001 example:

Salary/Wages

$XXXX.XX $XXXX.XX

Product/Service Desc. For Line Item 0002 example:

Travel

$XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

2) The fiscal report must include the following certification signed by an authorized representative of the Contractor:

“The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract.”

BY: ______________________________________________________

TITLE: _____________________________________________________

DATE: _____________________________________________________

b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this contract. Local currency will be provided to the Contractor in accordance with written instructions provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions must be provided to the Contractor's Chief of Party and to the Contracting Officer. The costs of bonding personnel responsible for local currency are reimbursable under this contract.

c) Upon compliance by the Contractor with all the provisions of this contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.

d) The Contractor agrees that all approvals of the Mission Director and the Contracting Officer which are required by the provisions of this contract shall be preserved and made available as part of the Contractor's records which are required to be presented and made available by the clause of this contract entitled "Audit and Records-- Negotiation".

G.2 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in the requirements of this Contract and notwithstanding any provisions contained elsewhere in this Contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including cost.

All questions concerning the administration of this award will be sent to the Contracting Officer.

It is the responsibility of the Contractor to inform the Contracting Officer of requests that affect any and all sections of this award. The Contracting Officer is located at:

Kosovo Address:

Regional Contracting Office (RCO) USAID/Kosovo Ismail Qemali (Arberia), House no.1 10000 Pristina, Kosovo

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative (COR) for this Contract will be designated in a separate letter, a copy of which will be provided to the Contractor by the Contracting Officer..

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

a) Technical Directions is defined to include:

1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

2) Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

b) The COR is authorized by designation to take any or all action with respect to the following which could lawfully be taken by the Contracting Officer, except any action specifically prohibited by the terms of this Contract:

1) Assure that the Contractor performs the technical requirements of the contract in accordance with the contract terms, conditions, and specifications.

2) Perform or cause to be performed, inspections necessary in connection with a) above and require the

Contractor to correct all deficiencies; perform acceptance for the Government.

3) Maintain all liaison and direct communications with the Contractor. Written communications with the

Contractor and documents shall be signed as "Contracting Officer’s Representative" with a copy furnished to the Contracting Officer.

4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction.