FINAL_GOLD_RFP.pdf

April 12, 2013

TO: Prospective Offerors

SUBJECT: Request for Proposal No.: SOL-168-13-000002

Growth-Oriented Local Development (GOLD) Program in Bosnia and Herzegovina

The United States Agency for International Development (USAID), through the Regional Contracting

Office in Kosovo, intends to award a Cost-Plus-Fixed Fee Completion contract to implement the Growth-

Oriented Local Development (GOLD) Program in Bosnia and Herzegovina. Please note that this is a new procurement and not a follow-on to previous work.

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.” The offeror must send its separate technical and cost proposals to Brian Aaron at baaron@usaid.gov and Viktoria Hollosy at vhollosy@usaid.gov by no later than the date and time indicated in Section L.6 “Acquisition Schedule”.

USAID will evaluate the responsive proposals in accordance with the evaluation factors provided in

Section M, “Evaluation Factors for Award.”

Potential offerors may submit questions, in writing, to the same individuals noted above by no later than the date and time indicated in Section L.6 “Acquisition Schedule”.

This RFP in no way obligates the United States Government to pay any cost incurred in preparing and submitting your proposal. In addition, the Government reserves the right to reject any and all offerors, if such action is considered in the best interest of the Government. Furthermore, the Government reserves the right to make an award with or without discussions.

Thank you for your interest in working with USAID/Bosnia and Herzegovina.

Best regards, /s/ R. Brian Aaron

Brian Aaron

Contracting Officer

Regional Contracting Office

USAID/Kosovo

Arberia, Ismail Qemali Street, House No. 1

10000 Pristina

Kosovo mailto:baaron@usaid.gov mailto:vhollosy@usaid.gov

Request for Proposal No.: SOL-168-13-000002

TABLE OF CONTENTS

PART I—THE SCHEDULE

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose

B.2 Contract Type

B.3 Estimated Cost, Ceiling Price, Fixed Fee, and Obligated Amount

B.4 Price Schedule

B.5 Indirect Costs

B.6 Ceiling on Indirect Cost Rates

B.7 Cost Reimbursable

B.8 Payment of Fixed Fee

SECTION C—STATEMENT OF OBJECTIVES

SECTION D—PACKAGING AND MARKING

D.1 Marking

D.2 Branding

D.3 Branding Implementation and Marking Plan

SECTION E—INSPECTION AND ACCEPTANCE

E.1 Notice Listing Contract Clauses Incorporated by Reference

E.2 Inspection and Acceptance

SECTION F—DELIVERIES OR PERFORMANCE

F.1 Notice Listing Contract Clauses Incorporated by Reference

F.2 Period of Performance

F.3 Place of Performance

F.4 Performance Standards

F.5 Key Personnel

F.6 Authorized Work Day/Week

F.7 Periodic Progress Reports

F.8 Reports

F.9 Evaluation

F.10 Audit

F.11 Deliverables

SECTION G—CONTRACT ADMINISTRATION DATA

G.1 Administrative Contracting Office

G.2 Contracting Officer’s Authority

G.3 Contracting Officer’s Representative

G.4 Technical Direction

G.5 Acceptance and Approval

G.6 Paying Office

G.7 Documentation of Payment

G.8 Invoicing Instructions

G.9 Accounting and Appropriation Data

SECTION H—SPECIAL CONTRACT REQUIREMENTS

H.1 Notice Listing Contract Clauses Incorporated by Reference

H.2 Language Requirements

H.3 Emergency Locator Information

H.4 Source and Nationality Requirements

H.5 Authorized Geographic Code

H.6 Worker’s Compensation Insurance (Defense Base Act)

H.7 Defense Base Act Insurance and Services

H.8 Medical Evacuation (MEDEVAC) Services

H.9 USAID Disability Policy—Acquisition (DEC 2004)

H.10 Reporting of Foreign Taxes (JUL 2007)

H.11 Personnel Compensation

H.12 Additional Requirements for Personnel Compensation

H.13 Salary Supplements for Host Government (HG) Employees

H.14 International Travel Approval and Notification Requirements

H.15 Leave and Holidays

H.16 Employment Costs of TCNs and CCNs

H.17 Nonexpendable Property Purchases

H.18 Information Technology Resources

H.19 Management of Information Technology Resources

H.20 Title to and Care of Property

H.21 Government Furnished Facilities or Property

H.22 Logistic Support

H.23 Contractor-Mission Relationships

H.24 Disclosure of Information

H.25 Organizational Conflicts of Interest

H.26 Organizational Conflicts of Interest Discovered After Award

H.27 Executive Order on Terrorism Financing

H.28 Foreign Government Delegations to International Conferences

H.29 Environmental Compliance

H.30 Standards of Conduct – Improper Business Practices

H.31 Consent to Subcontract

H.32 Grants under Contracts

H.33 Nondiscrimination (JUNE 2012)

H.34 Prohibition On The Use Of Federal Funds To Promote, Support, Or Advocate

The Legalizations Or Practice Of Prostitution – Tip Acquisition (May 2007)

PART II—CONTRACT CLAUSES

SECTION I—CONTRACT CLAUSES

I.1 Notice Listing Contract Clauses Incorporated by Reference

I.2 52.232-99 Providing Accelerated Payment to Small Business Subcontractors

(Deviation) (AUG 2012)

I.3 52.252-3 Clauses Incorporated by Reference (FEB 1998)

PART III—LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J—LIST OF ATTACHMENTS

J.1 Statement of Objectives

J.2 Branding Strategy, Branding Implementation Plan and Marking Plan

J.3 Local Compensation Plan for Foreign Service Nationals

J.4 Contractor Performance Report—Short Form

J.5 Identification of Principal Geographic Code Numbers

J.6 Summary Budget Format

J.7 Budget Line Item Definitions and Illustrations

J.8 Initial Environmental Examination (Relevant Sections Only)

PART IV—REPRESENTATIONS AND INSTRUCTIONS

SECTION K—REPRESENTATIONS, CERTIFICATIONS, AND

OTHER STATEMENTS OF OFFERORS

K.1 Notice Listing Contract Clauses Incorporated by Reference

K.2 52.204-8 Annual Representations and Certifications (DEC 2012)

K.3 52.209-7 Information Regarding Responsibility Matters (FEB 2012)

SECTION L—INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

L.2 Notice Listing Contract Clauses Incorporated by Reference

L.3 52.215-1 Instructions to Offerors—Competitive Acquisition (JAN 2004)

L.4 52.216-1 Type of Contract (APR 1984)

L.5 52.233-2 Service of Protest (SEP 2006)

L.6 Acquisition Schedule

L.7 General Instructions to Offerors

L.8 Instructions for the Preparation of the Technical Proposal

L.9 Instructions for the Preparation of the Cost Proposal

L.10 Instructions for the Preparation of the Branding Implementation Plan and the Marking Plan .. 69

SECTION M—EVALUATION FACTORS FOR AWARD

M.1 Award Without Discussions

M.2 Source Selection

M.3 Determination of Competitive Range

M.4 Technical Proposal Evaluation Factors

M.5 Evaluation of Cost Proposals

PART I—THE SCHEDULE

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose

The Economic Development Office in the United States Agency for International Development’s (USAID or Agency) Mission in Bosnia and Herzegovina (BiH) requires technical services to implement the

Growth-Oriented Local Development (GOLD) Program in BiH. GOLD will increase the level of growth-oriented economic activity in selected localities in BiH.

B.2 Contract Type

USAID will award a Cost-Plus-Fixed-Fee Completion Contract. For the consideration set forth in the contract, the contractor must provide the 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

USAID estimates the following price range for this contract: $18,500,000-20,000,000.

(a) 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.

(b) 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.

(c) Funds obligated hereunder are anticipated to be sufficient through TBD.

B.4 Price Schedule

Cost Category Amount

Total Estimated Cost TBD

Small Grants Fund See Section L.9.2.9

Fixed-Fee TBD

Total Estimated Cost-Plus-Fixed-Fee TBD

(a) The inclusion of any costs in the above budget 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.

(b) 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

For the Prime Contractor:

(a) Pending establishment of revised provisional or final indirect cost rates, 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.

For Major Subcontractor(s)*:

(a) Pending establishment of revised provisional or final indirect cost rates, 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:

% 1/ 1/ 1/

*“Major Subcontractors” are those subcontractors whose proposed cost exceeds 15% of the offeror’s total proposed cost.

B.6 Ceiling on Indirect Cost Rates

For the Prime Contractor:

(a) Reimbursement for indirect costs will be at the lower of the negotiated final (or predetermined) rates or the following ceiling rates:

Indirect Cost X % 1/ 1/ 1/

Indirect Cost Y % 2/ 2/ 2/

Indirect Cost Z % 3/ 3/ 3/

2/Base of Application:

3/Base of Application:

(b) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

(c) This understanding will not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs require the prior written approval of the Contracting Officer.

For Major Subcontractor(s):

(a) Reimbursement for indirect costs will be at the lower of the negotiated final (or predetermined) rates or the following ceiling rates:

Indirect Cost X % 1/ 1/ 1/

Indirect Cost Y % 2/ 2/ 2/

Indirect Cost Z % 3/ 3/ 3/

2/Base of Application:

3/Base of Application:

(b) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

(c) This understanding will not change any monetary ceiling, obligation, or specific cost allowance or disallowance. Any changes in classifying or allocating indirect costs require the prior written approval of the Contracting Officer.

B.7 Cost Reimbursable

(a) 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.8 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 Regional Financial Management Center

(RFMC) located in USAID/Bosnia and Herzegovina.

END OF SECTION B

SECTION C—STATEMENT OF OBJECTIVES

The contractor’s proposed statement of work will become Section C in the resultant contract.

END OF SECTION C

SECTION D—PACKAGING AND MARKING

D.1 Marking

AIDAR 752.7009, “Marking,” (JAN 1993) provides:

(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

This Program will be branded and marked in accordance with ADS 320 requirements for USAID direct contracting, but also taking into account Sida’s contribution for the Program. 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 project materials that will showcase the USAID and Sida identities.

1. A well-defined Branding Implementing Strategy describes how the program is named and positioned;

how it is promoted and communicated to beneficiaries, and BiH citizens; and how both donors, USAID and Sida, will be identified and acknowledged.

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

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

www.usaid.gov/branding or any successor branding policy.

D.3 Branding Implementation and Marking Plan

(a) Attachment J.2 of the contract includes the approved Branding Implementation Plan and the

Marking Plan submitted by the contractor on TBD (to be incorporated at contract award).

END OF SECTION D

http://www.usaid.gov/branding

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 FAR § 52.252-2, “Clauses Incorporated By Reference,” in

Section I of this contract.

NUMBER TITLE DATE

Federal Acquisition Regulation (48 CFR Chapter 1)

52.246-3 Inspection of Supplies – Cost Reimbursement MAY 2001

52.246-5 Inspection of Services—Cost Reimbursement APR 1984

E.2 Inspection and Acceptance

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

Economic Development Office

USAID/Bosnia and Herzegovina

Robert Frasure Street #1

71000 Sarajevo

Bosnia and Herzegovina

(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 FAR § 52.252-2, “Clauses Incorporated by Reference,” in

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

(a) The period of performance for this contract is five years effective the date of the contracting officer’s signature on the cover page until [•].

(b) Subject to the Cost-Plus-Fixed-Fee amount of this contract, the COR may extend the estimated completion date, provided that the extension does not cause the elapsed time for completion of the work, including the furnishing of all deliverables, to extend beyond sixty (60) calendar days from the original completion date of the contract. Prior to the original completion date, the contractor will provide a copy of the COR’s written approval for any extension of the term of the contract to the contracting officer; in addition, the contractor will attach a copy of the COR’s approval to the final voucher submitted for payment.

(c) The contractor must ensure that the COR-approved adjustments to the original estimated completion date do not result in costs incurred that exceed the total estimated contract cost. Under no circumstances will such adjustments authorize the contractor to be paid any sum in excess of the total estimated contract cost.

(d) The contracting officer must approve in advance any adjustments that will cause the elapsed time for completion of the work to exceed the contract’s original completion date by more than 60 calendar days.

F.3 Place of Performance

The place of performance under this contract is Bosnia and Herzegovina as specified in the

Statement of Objectives incorporated under Section J.1.

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 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

(a) The contractor must furnish the following individuals deemed key personnel for the performance of this contract.

No. Key Personnel Position Individual

1 Chief of Party [•]

2 TBD [•]

3 TBD [•]

4 TBD [•]

5 TBD [•]

(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 and the COR whether provided in advance or by ratification.

(g) USAID reserves the right to adjust the level of key personnel during the performance of this contract.

F.6 Authorized Work Day/Week

(a) Overseas Employee - The work week for the Contractor's overseas employees shall not be less than 40 hours and shall be scheduled to coincide with the work week for those employees of the USAID Mission and the Cooperating Country associated with the work of this contract.

(b) A six-day work week may be authorized for short term personnel while in Bosnia if approved by the

COR.

No premium pay will be approved under this contract.

F.7 Periodic Progress Reports

AIDAR 752.242-70 provides:

(a) The contractor shall 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.

F.8 Reports

The cover page of all reports prepared by the contractor, pursuant to AIDAR 7572.242.70 “Periodic

Progress Reports”, shall include a descriptive title, the author’s name(s), the activity name, the activity number, the contract number, the Contractor’s name, the name of the USAID activity office and the COR, and the publication or issuance date of the report.

The Contractor shall be responsible for delivery of draft reports, schedules, plans, and other documents described below. Such documents as schedules or plans that do not readily confirm to the forgoing format will be presented in a form to be agreed by COR.

Unless USAID/BiH provides specific instructions, all reports must be submitted in a hard and electronic copy to both USAID and Sida to the following addresses:

U.S. Agency for International Development

R. Frausera b

Sarajevo 71000

Embassy of Sweden

Development Cooperation/Sida

Ferhadija 20

Sarajevo 71 000

F.8.1 Reports Submission Schedule

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

No. Reporting Requirement Submission Date

1 Annual Work Plan Within 60 calendar days from the start date of the contract and subsequent annual work plans are due no later than 30 days before the beginning of succeeding years.

2 Performance Management Plan (PMP) Within 60 calendar days from the start date of the contract for JMC (USAID and Sida) review and endorsement and USAID approval. Draft PMP will be considered final after all JMC comments and recommendations are addressed by the Contractor.

3 Grants Manual 75 calendar days from the date of contract award for

JMC review and CO review and approval.

4 Quarterly Performance Reports 15 calendar days after the end of the quarter

5 Quarterly Financial Reports 15 calendar days after the end of the quarter

7 Quarterly Accrual Reports 10 calendar days before the end of the quarter

8 Annual Summary Reports 30 calendar days after the end of the year

9 Annual Program Reviews As needed, may be requested annually

10 Demobilization Plan Four months prior to the completion date of the contract 11 Completion Report 60 calendar days from the end date of the contract

12 Development Experience Clearinghouse submissions

As appropriate documents are finalized

F.8.2 Annual Work Plans

Within 60 calendar days from the start date of the contract, the Contractor shall provide to

USAID/Sida/JMC for review and endorsement the work plan for the first year’s activities, schedules and targets. The JMC, appointed by Sida and USAID with a mandate to monitor, discuss and advise regarding implementation of the Project, will review these documents. USAID will provide approval to the

Contractor of the work plan for the first year’s activities, schedules and targets. This work plan shall include a description of the principal tasks and assistance activities to be undertaken by the Contractor over the first year of the contract, a proposed schedule of such activities, a listing of principal counterpart for each proposed activity, and a description and estimate of amounts of short-term expertise, training and other support resources that would be required to provide the assistance proposed.

The work plan shall also include a description of what each assistance activity or combination of activities is expected to accomplish and its baseline data and will indicate how and to what extent those accomplishments will contribute to the achievement of overall targets and benchmarks for the project. It shall further include a detailed performance monitoring plan indicating results indicators. Subsequent annual work plans will be updated annually, or more frequently as conditions warrant, due no later than

30 days before the beginning of succeeding year.

F.8.3 Performance Management Plan

As a part of the initial work plan, the Contractor shall provide a Performance Monitoring Plan (PMP) that allows for documenting implementation progress against specified performance indicators and related targets and benchmarks. The PMP will include indicators for the overall performance period as well as for each year. Appropriate consideration/indicators for youth, gender and environment are required. The

Contractor will utilize performance indicators to measure the results for each project components and establish baseline measurements to assess the impact of proposed interventions as well as data sources and collection methods.

The Contractor shall develop a Return on Investment (ROI) or similar cost-benefit framework that will track the effectiveness of use of project resources and to produce a verifiable and quantifiable impact of project interventions. As a part of the PMP, the Contractor will propose to the JMC the ROI expected to be achieved over the life of project. The Contractor is expected to propose to the JMC for approval the

ROI/cost benefit methodology (including data sources and validity).

F.8.4 Grants Manual

The Contractor shall follow ADS 302 and ADS 303 in all respect and all relevant rules and regulation and is required to submit a Grants Management Manual for JMC review and CO review and approval. The

Contractor may not award Grants to Foreign Governments (See guidance at:

http://inside.usaid.gov//ADS/300/302.doc, http://inside.usaid.gov//ADS/300/350.doc). Contractor may proceed with the award of grants upon receipt of notice to proceed from the USAID Contracting Officer.

F.8.5 Quarterly Performance Reports

Quarterly performance reports will present progress on all activities and will include the following information at a minimum:

– Outline of project purpose and project approach;

– Description of significant events during the reporting period;

– Status of each of activities and tasks as defined in the Work Plan;

– Status of overall project progress per impact indicators as defined in the Work Plan and the performance monitoring plan;

– Elements of PMP, including ROI/cost benefit as described in the approved PMP and

ROI/cost benefit framework;

– Achieved outputs compared to planned outputs;

– Achieved outcome objective(s) compared to planned outcome objective(s), or progress towards achieving the outcome objective(s), and an assessment of the likelihood of achieving the planned outcome objectives;

– An assessment of risk factors that may affect achievement of planned objectives; and

– An assessment of possible adjustments in Project implementation, including risk management.

– List of reports/deliverables completed in the reporting period;

– Performance problems during the reporting period;

– Status of budget expenditures;

– List of major activities planned for next quarter including indicators and associated targets;

– Any relevant information that has affected or will affect project progress.

F.8.6 Quarterly Financial Report

Quarterly financial reports will be submitted to USAID. They should be disaggregated by element level and contain, at a minimum:

Total funds awarded to date by USAID into the contract;

Total funds previously reported as expended by contractor by main line items;

Total funds expended in the current quarter by the contractor by main line items;

Total un-liquidated obligations by main line items;

List of the significant expenses incurred during the period;

Projected expenditures for next quarter http://inside.usaid.gov/ADS/300/302.doc http://inside.usaid.gov/ADS/300/350.doc

The contractor is solely responsible for not exceeding obligated amounts, and is reminded of the required notification to the CO as to the percentage of funds expended against the total obligated and available amount as set forth in FAR § 52.232-22 “Limitation of Funds.”

F.8.7 Quarterly Accrual Report

Quarterly accrual reports will be submitted to USAID that will provide contractual information pertaining to the following information:

Total Estimated Cost remaining in the contract;

Unliquidated balance in the contract;

Accrual amount;

Estimated Pipeline amount

The COR will provide a template for the contractor to follow.

F.8.8 Annual Summary Report

The contractor will prepare and submit to the USAID COR an annual report within 30 calendar days after the end of the first full fiscal year and annually thereafter (unless a different annual schedule is provided by USAID), for each authorized year of performance. Annual reports will summarize activities and results during the year in relation to the approved Work Plan and will be based on the USAID fiscal year, which runs from October 1-September 30. The report should contain an executive summary and the following, at a minimum:

Progress (activities completed, benchmarks achieved, performance standards completed -indicator table using format provided by COR shall form part of the report)) since the last report by program area;

Status of overall project progress per impact indicators as defined in the Work Plan and the performance monitoring plan;

Elements of PMP, including ROI/cost benefit as described in the approved PMP and ROI/cost benefit framework;

Achieved outputs compared to planned outputs;

Achieved outcome objective(s) compared to planned outcome objective(s), or progress towards achieving the outcome objective(s), and an assessment of the likelihood of achieving the planned outcome objectives;

An assessment of risk factors that may affect achievement of planned objectives; and

An assessment of possible adjustments in Project implementation, including risk management.

Problems encountered and whether they were solved or are still outstanding;

Proposed solutions to new or ongoing problems;

Success stories (if available) and a brief analysis on the general economic context;

Documentation of best practices that can be taken to scale; and

Environmental Status Report (ESR) section based on the approved IEE and EMMP (if required).

F.8.9 Annual Program Reviews

Complementing the Annual Summary Report, the contractor may, at the COR’s request, hold annual program reviews with USAID and Sida and selected stakeholders to present results, review progress, and determine adjustments to the program. Agenda for the review should be determined in collaboration with

USAID.

F.8.10 Demobilization Plan

Four months prior to the completion date of the contract, the Contractor shall submit a Demobilization

Plan to the COR. The Demobilization Plan shall include at a minimum, an illustrative Property disposition Plan; a plan for the phase out of in-country operations; a delivery schedule for all reports and other deliverables required under the contract; and a timeline for completing all required actions in the

Demobilization Plan to the cognizant Contracting Officer. Both the illustrative and final Property

Disposition Plans shall address all requirements under U.S. and Bosnia and Herzegovina’s law for the transfer of property and shall include the inventory schedule required by FAR 52.245-5, a plan for the disposition of property to eligible parties and a timeline for disposition of such property. The

Demobilization Plan shall be approved in writing by the Contracting Officer.

F.8.11 Completion Report

60 calendar days from the end date of the contract, the Contractor shall prepare a completion report which highlights accomplishments against the work plan, gives the final status of benchmarks and tangible results, addresses lessons learned during the implementation and suggests ways to resolve constraints identified. A final PMP including the ROI/cost benefit will be part of the final report.

F.8.12 Submission of Development Experience Documents

Pursuant to AIDAR 752.7005, “Submission Requirements for Development Experience Documents

(DEC 2004):

(a) Contract Reports and Information/Intellectual Products.

(1) The contractor will submit to USAID’s Development Experience Clearinghouse (DEC) copies of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results and experience as outlined in the Agency's ADS Chapter 540. Information may be obtained from the

COR. These reports include: assessments, evaluations, studies, development experience documents, technical reports and annual reports. The contractor will also submit to copies of information products including training materials, publications, databases, computer software programs, videos and other intellectual deliverable materials required under the Contract

Schedule. Time-sensitive materials such as newsletters, brochures, bulletins or periodic reports covering periods of less than a year are not to be submitted.

(2) Upon contract completion, the contractor shall submit to DEC an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause.

(b) Submission Requirements.

(1) Distribution. (i) At the same time submission is made to the COR, the contractor will submit, one copy each, of contract reports and information/intellectual products (referenced in paragraph

(a)(1) of this clause) in either online, by email or paper form to one of the following:

Online: http://www.usaid.gov/results-and-data/information-resources/development-experience-clearinghouse-dec http://www.usaid.gov/results-and-data/information-resources/development-experience-http://www.usaid.gov/results-and-data/information-resources/development-experience-

Via email: docsubmit@usaid.gov

Via mail (for pouch delivery):

USAID Development Experience Clearinghouse

M/CIO/ITSD/KM/DEC

RRB M.01-010

Washington, DC 20523-6100

(ii) The contractor will submit the reports index referenced in paragraph (a)(2) of this clause and any reports referenced in paragraph (a)(1) of this clause that have not been previously submitted to DEC, within 30 days after completion of the contract to one of the address cited in paragraph

(b)(1)(i) of this clause.

(2) Format. (i) Descriptive information is required for all contractor products submitted. The title page of all reports and information products shall include the contract number(s), contractor name(s), name of the USAID cognizant technical office, the publication or issuance date of the document, document title, author name(s), and strategic objective or activity title and associated number. In addition, all materials submitted in accordance with this clause shall have attached on a separate cover sheet the name, organization, address, telephone number, fax number, and

Internet address of the submitting party.

(ii) The report in paper form will be prepared using non-glossy paper (preferably recycled and white or off-white) using black ink. Elaborate art work, multicolor printing and expensive bindings are not to be used. Whenever possible, pages shall be printed on both sides.

(iii) The electronic document submitted will consist of only one electronic file which comprises the complete and final equivalent of the paper copy.

(iv) Acceptable software formats for electronic documents include Microsoft Word and Portable

Document Format (PDF). Submission in PDF is encouraged.

(v) The electronic document submission will include the following descriptive information:

(A) Name and version of the application software used to create the file, e.g., WordPerfect

Version 9.0 or Acrobat Version 5.0.

(B) The format for any graphic and/or image file submitted, e.g., TIFF-compatible.

(C) Any other necessary information, e.g., special backup or data compression routines, software used for storing/retrieving submitted data or program installation instructions.

For more information see ADS 540.

F.9 Evaluation

USAID and Sida intend to conduct a minimum of two programmatic evaluations of the GOLD project– a midterm evaluation and a final evaluation. Unless agreed otherwise by USAID and Sida, each donor will administer and fund one evaluation. Funds for evaluations are outside the budget for the Contract.

Subject to funds availability and congressional appropriation, USAID intends to fund and conduct one performance midterm evaluation; this evaluation will meet all the high-quality evaluation criteria as mailto:docsubmit@usaid.gov described in USAID's Evaluation Policy (the link for this policy:

http://transition.usaid.gov/evaluation/USAIDEvaluationPolicy.pdf)

If either donor (USAID or Sida) carries out an evaluation or a monitoring mission, the Contractor shall provide any documentation or other information required to assist with the evaluation or monitoring mission, and grant access rights.

F.10 Audit

The GOLD Contractor will be subject to audit standards and procedures based on USAID regulations.

For annual audits of the GOLD Project required by Sida and not covered by USAID requirements, USAID shall require the GOLD Contractor to enable Sida to carry out these annual audits. The administration, procurement and cost of Sida-required annual audits will be the responsibility of Sida.

Sida may at any time commission or request any additional audits (such as procurement or forensic audits), follow-ups, or financial studies. USAID shall require the Contractor cooperate with Sida in any such audits. The donors may carry out additional audits, as needed.

F.11 Deliverables

(a) The contractor must electronically submit all written deliverables to the COR. Additionally, the

COR may request bound or color deliverables.

[TBD at contract award based upon the deliverable table proposed by the Offeror.]

No. Deliverable Submission Date

END OF SECTION F

http://transition.usaid.gov/evaluation/USAIDEvaluationPolicy.pdf

SECTION G—CONTRACT ADMINISTRATION DATA

G.1 Administrative Contracting Office

(a) The contracting officer(s) in the Regional Contracting Office at USAID/Kosovo, physically located at the address found on the cover page of this contract, have the authority to administer this contract.

(b) The contractor will submit any questions concerning the administration of this contract to the contracting officer through the COR unless a situation warrants urgent attention or the COR is indisposed.

(c) It is the contractor’s sole responsibility to inform the contracting officer of any requests that will affect any and all sections of the contract.

G.2 Contracting Officer’s Authority

(a) 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 shall be considered to have been made without authority and no adjustment shall be made in the contract terms and conditions, including price.

G.3 Contracting Officer’s Representative

(a) The contracting officer designated TBD as the COR.

(b) The contracting officer will provide a copy of the COR designation letter to the contractor after award.

G.4 Technical Direction

(a) The Economic Development Office in USAID/Bosnia and Herzegovina will provide technical direction and oversight to the contractor through the designated COR.

(b) 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 the Statement of Objectives incorporated under Section J.

(c) 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. All requests from the contractor to the contracting officer must be through the COR.

(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. Record and report to the contracting officer incidents of faulty or nonconforming work, delays or problems.

(6) Obtain necessary security clearance and appropriate identification if access to Government facilities is required. If to be provided, ensure that Government furnished property is available when required.

(7) Review and approve statements of work for individuals proposed to provide short-term technical assistance.

(d) Limitations. The COR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the U.S. Government. The COR may not take any action which might impact on the contract schedule, funds and scope of work. All contractual agreements, commitments or modifications which involve prices, quantities, quality and schedules shall be made only by the contracting officer.

(e) In the absence of the designated COR, the COR may designate someone to serve as Alternate

COR in their place. However, such action to direct an individual to act in the COR's stead shall immediately be communicated to the Contractor and the Contracting Officer.

(f) Contractual Issues. Contractual issues, of any nature, that might arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e. Federal

Acquisition Regulation and Agency for International Development Acquisition Regulation). The contractor, through the COR, shall bring all contracting issues to the immediate attention of the contracting Officer. Only the contracting officer is authorized to formally resolve such issues.

The contracting officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The contracting officer is the sole authority authorized to approve changes in any of the requirements under this contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the contracting officer. These changes include, but will not be limited to the following areas: rate of utilization of LOE, scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the contractor effects any changes at the direction of any other person other than the contracting officer, the change will be considered to have been made without authority.

(1) Failure by the contractor to report to the contracting officer any action by the Government considered to a change, within the specified number of days contained in FAR § 52.243-7

(Notification of Changes), waives the contractor's right to any claims for equitable adjustments.

G.5 Acceptance and Approval

(a) The COR must accept and approve all deliverables before receipt of final payment.

G.6 Paying Office

(a) The Regional Financial Management Center (RFMC) located in USAID/Bosnia and Herzegovina will serve as the paying office for this contract.

G.7 Documentation of Payment

AIDAR 752.7003, “Documentation for Payment,” (NOV 1998) provides in full:

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying Office indicated in the schedule of this contract. The COR is the authorized representative of the United

States 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 shall 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-XX)

Line Item Description Amt. Vouchered to Date

Amt. Vouchered this Period

0001 Product/Service Desc. for Line Item 0001 $XXXX.XX $XXXX.XX

Product/Service Desc. for Line Item 0002 $XXXX.XX $XXXX.XX

Total

$XXXX.XX $XXXX.XX

(2) The fiscal report shall 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 shall 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.8 Invoicing Instructions

1) Paper Invoice Submission:

The contractor will submit one (1) original of each invoice on an SF-1034, Public Voucher for Purchases and Services Other Than Personal, to the Regional Financial Management Center (RFMC) and one (1) copy of the voucher and the invoice to the COR at USAID/Bosnia and Herzegovina:

Regional Controller

Regional Financial Management Center

USAID/Bosnia and Herzegovina

Robert Frasure Street #1

And

USAID/Bosnia and Herzegovina

Robert Frasure Street #1

The contractor must sign the SF-1034. Also, the contractor must submit the SF-1034 with the invoice and any other documentation in Adobe.

2) Electronic Invoice Submission: USAID encourages the electronic submission of invoices

The…