SOL-168-14-000010-02.pdf

Amendment No. 02 — Request for Proposal No.: SOL-168-14-000010

Marginalized Populations Support Activity in Bosnia and Herzegovina

PART I—THE SCHEDULE

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose

B.2 Contract Type

SECTION C—STATEMENT OF WORK

C.1 Objective

C.2 Scope of the activity

C.2.1 Effects of May 2014 Floods on Marginalized Groups

C.3 Links to USAID/BiH development objectives

C.4. Technical Components of Work Requirements

C.4.1: Grants Award and Management

C.4.2 Component 2: Organizational development services

C.4.3 Component 3: In-kind logistical support

C.5 Expected Results

C.6 Management and staffing plan

SECTION D—PACKAGING AND MARKING

D.1 MARKING

D.2 BRANDING STRATEGY

D.3 BRANDING AND MARKING POLICY

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 Reports and deliverables or outputs

F.5.1 752.242-70 Periodic progress reports (October 2007)

F.5.2 Reports Submission Schedule

F.5.3 Reports

F.6 Evaluation

F.7 Communications: Project activities and events

F.8 Key personnel

F.9 Audit

F.10 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.2 302.3.5.17 Limitation on Subcontracting to Non-Local Entities (July 2014)

H.3 Language Requirements

H.4 Authorized Geographic Code

H.5 USAID Disability Policy—Acquisition (DEC 2004)

H.6 Gender consideration

H.7 USAID implementation of Section 508 of the Rehabilitation Act of 1973 and Federal

Acquisition Circular (FAC) 97-27 “Electronic and Information Technology Accessibility

H.8 Reporting of Foreign Taxes (JUL 2007)

H.9 Logistic Support

H.10 Disclosure of Information

H.11 Organizational Conflicts of Interest

H.12 Executive Order on Terrorism Financing

H.13 Foreign Government Delegations to International Conferences

H.14 Environmental Compliance

H.15 Standards of Conduct—Improper Business Practices

H.16 Consent to Subcontract

H.17 Nondiscrimination (JUNE 2012)

H.18 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 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.3 52.204-1 Approval of Contract (DEC 1989)

I.4 752.209-71 Organizational Conflicts of Interest Discovered After Award (JUN 1993)

I.5 752.225-70 Source and Nationality Requirements (FEB 2012)

I.6 752.227-14 Rights in Data – General (OCT 2007)

I.7 752.231-71 Salary Supplements for HG Employees (OCT 1998)

I.8 752.245-71 Title to and Care of Property (APR 1984)

I.9 752.7013 Contractor-Mission Relationships (OCT 1989)

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

SECTION J—LIST OF ATTACHMENTS

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 (JAN 2014)

K.3 52.209-7 Information Regarding Responsibility Matters (JUL 2013)

K.4 52.230-7 Proposal Disclosure-Cost Accounting Practice Changes (APR 2005)

K.5 52.230-7 Insurance – Immunity from Tort Liability

K.6 Signature

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.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.7.1 Questions and Clarifications

L.7.2 Electronic Submission Procedures for the Technical and Cost Proposals

L.7.3 Hard Copy and CD-ROM Submission Procedures for the Technical and Cost Proposals

L.8 Instructions for the Preparation of the Technical Proposal

L.8.1 Technical Approach (See Section M.4.1)

L.8.2. Management Approach (See Section M.4.2)

L.8.3. Recommended Key Personnel

L.8.4 Past Performance (See Section M.4.4)

L.9 Instructions for the Preparation of the Cost Proposal

L.9.2 Part 2—Proposed Costs/Price

L.9.2.1 Budget by cost categories, and price schedule based on milestones

L.9.2.2 Instructions on the submission of the budget by cost categories:

L.9.2.3 Instructions on the preparation of the payment schedule for the completion of the contract:

L.9.3 Part 3—Representations, Certifications, and Other Statements of Offerors

L.9.4 Part 4—Evidence of Responsibility for prime and major subcontractor

L.9.5 Part 5—Letters of Commitment (Subcontractors)

L.9.6 Part 6—Information to Support Consent to Subcontractors

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

Plan 68

SECTION M—EVALUATION FACTORS FOR AWARD

M.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

M.1 Award Without Discussions

M.2 Source Selection

M.3 Determination of Competitive Range

M.4 Technical Proposal Evaluation Factors

M.4.1 Technical Approach (35 points) (See Section L.8.1)

M.4.2 Management Approach and Staffing (35 points) (See Section L.8.2)

M.4.4 Institutional Capability (10 points) (See Section L.8.3)

M.4.5 Past Performance – (20 points) (See Section L.8.4)

M.5 Evaluation of Cost Proposals

M.6 Evaluation of Options (JUL 1990)

Attachment J.1- CONTRACTOR PERFORMANCE REPORT

Attachment J.2 - IDENTIFICATION OF PRINCIPAL GEOGRAPHIC CODE NUMBERS

Attachment J.3 - LOGICAL FRAMEWORK

Attachment J.4 - SAM Quick Start Guide For New Foreign Registrations

Attachment J.5 - BRANDING IMPLEMENTATION PLAN AND MARKING PLAN FORMAT

PART I—THE SCHEDULE

SECTION B—SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 Purpose

The Program and Project 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

Marginalized Populations Support Activity in Bosnia and Herzegovina.

B.2 Contract Type

This is a fixed-price contract. For the considerations set forth below, the Offeror shall propose milestones i.e. units of project implementation and fixed amounts payable upon completion of each milestone, in accordance with tasks and results described in Section C, and the performance standards specified in

Section F.

B.3 Price, Payment Schedule and Obligated Amount

(a) The fixed price for the performance of the work required hereunder for the three-year base period is to be determined (TBD), two additional one-year option periods are TBD.

(b) Based on tasks set forth under Section C.4, ‘Technical Components of Work Requirements’, USAID has identified basic milestones below. Contractors shall propose a milestone schedule based on the tasks listed below (e.g. each subgrant out of the total 8 per year for each year can be a distinct milestone) and may include additional tasks/milestones as appropriate in accordance with Sections C.4. and F.5.

1. Completion of a Grants Manual.

Upon approval of the Grants Manual by the USAID Contracting Officer’s Representative (COR), Contractor will be paid the agreed-upon fixed-price for the Grants Manual. USAID will provide a grants manual template. It is expected that the Contractor will have to exert limited effort towards tailoring the

Grants Manual to this project.

2. Completion of pre-award surveys.

Upon completion of each pre-award survey, and acceptance of the report and finding on pre-award survey by the USAID COR, Contractor shall be paid the agreed-upon fixed-price for each pre-award survey.

3. Issuance of grants. Upon issuance of each grant, the Contractor will be paid the amount of the grant issued plus the fixed administrative fee set forth in the contract. Payment will be subject to acceptance of a signed grant and memorandum of negotiation by the USAID COR. An annual amount of

$200,000 is set aside for grants exclusive of an administrative fee. The Contractor will award and manage approximately 8 grants each year.

4. Procurement of in-kind support. The contractor will be paid the cost of procurement and the proportionate fixed-administrative fee for in-kind support procurements. A milestone for payment for this type of procurement shall be each procurement in excess of $1,000. In case procurement is below

$1,000, the contractor will submit a request for payment of the cost of procurement and proportionate administrative fee, when the aggregate value of completed procurements exceed $1,000. An annual amount of $65,000, exclusive of an administrative fee is set aside for in-kind support to target organizations in case of a disaster. Up to $10,000, Contractor may expend for the procurement of goods for target organizations regardless of the prevalence of a disaster.

5. Training. The Contractor shall be paid the fixed-price of every training upon delivery of each training. Contractor shall certify delivery of trainings by each participant's successful score on a post-training test, as developed by the contractor and approved by USAID.

USAID will not pay an administrative fee completion of trainings in addition to the fixed-price of the training nor will proposals of an administrative fee for the trainings be entertained. All costs associated with the training shall be included in the training price.

6. Subcontracting. The Contractor will be paid the cost of each subcontract and the proportionate fixed fee as established in the contract after it has provided evidence to the USAID COR that the work under each subcontract was completed.

(c) The fixed price for a Grants Manual, pre-award surveys, trainings and subcontracts, and fixed administrative fee on subawards (grants), procurements, and subcontracts, shall be based on a detailed contract budget for all the work proposed for the contract in accordance with the instructions under

Section L.9.2.3, and subject to USAID’s acceptance.

(d) USAID’s preferred method of payment is paying the fix price of each milestone upon completion and presentation of deliverables to USAID by the Contractor. Therefore Offerors shall propose a milestone schedule that best allows financing of project implementation in terms of frequency and price of milestones. Offerors shall propose a timeline for milestone completion, proposal of milestones for each quarter is preferred. Performance under the contract is expected to start in September 2014.

Offerors may propose milestone prices that are different from the cost of completing specific milestones.

However the total contract price (the sum of all milestones) must equal the grand total of the detailed budget (see requirement under Section L.9.2). For example, initial milestones may be proposed at a higher fixed-price than their actual cost, thereby allowing advance financing of contractor’s efforts to deliver subsequent milestones.

(e) Based on the offeror’s proposed milestones and price for each milestone, the following payment schedule will be established in the contract:

“Payment of fixed amounts associated with each milestone of contract completion shall be made to the

Contractor based on the following schedule:

Milestone Timeline Amount Payable

1. Quarter 1 TBD

2. Quarter 1 TBD

3. Quarter 1 TBD

4. Quarter 2 TBD

5. Quarter 2 TBD Etc.”

END OF SECTION B

SECTION C—STATEMENT OF WORK

C.1 Objective

The primary objective of the USAID/Bosnia and Herzegovina (BiH) Marginalized Populations Support

Program will be to rapidly respond to the changing socio-political situation of marginalized populations and tense political situation in BiH.

C.2 Scope of the activity

The Contractor will manage USAID’s support to local groups that represent the interests of marginalized populations through the following three project components:

The first component will provide specific project-focused funding opportunities in the form of grants to local organizations that advocate for the rights and dignity of underrepresented groups.

These include youth, women, disabled persons, and the Roma and LGBT communities.

The second component will build the programmatic and financial management capacity of grantees and other local organizations, institutions, and USAID government partners that are promoting the rights and needs of marginalized populations.

The third component will be to provide humanitarian and/or material assistance to promote the dignity and welfare of marginalized groups in the event of a disaster.

This mechanism will be nation-wide in scope and will be able to flexibly and swiftly respond to current public demands for democratization and economic opportunities. This includes providing funds to local nascent groups and movements advocating for students’, workers’ and pensioners’ rights; freedom of expression; women’s empowerment; and youth employment and political engagement.

C.2.1 Effects of May 2014 Floods on Marginalized Groups

States of emergency were declared in parts of BiH on May 15 and 17, 2014 after heavy rains caused widespread flooding across northeastern and central BiH. Overflowing rivers burst into towns and villages, cutting off whole communities. While the rains have stopped, many areas are still suffering the consequences of floods and landslides. At least 25 people have been confirmed dead and 40,000 have been displaced. Approximately 1,500 of these are still being housed in collective centers (24 total collective centers). Many of these are from the most vulnerable members of society, including disabled, women, youth, and Roma and other minorities. Additionally, 122 educational institutions were damaged by the disaster (14 preschools, 81 primary schools, 22 secondary schools, 1 boarding school, and 4 higher education institutions), affecting approximately 44,000 students. The offeror shall consider the effects of the flood on marginalized populations and address their needs as expressed by the representational groups when preparing their proposal.

C.3 Links to USAID/BiH development objectives

USAID’s strategic goal in BiH is to assist BiH to become a more stable country that moves closer to Euro

Atlantic integration. One of the specific benchmarks for measuring achievement of that goal is progress in the path to EU accession. The USAID/BiH Country Development Cooperation Strategy (CDCS) includes two development objectives to achieve the overarching goal of having BiH as a more stable country closer to Euro-Atlantic integration. Development Objective (DO) 1 includes development of “more functional and accountable institutions and actors that meet citizens’ needs.” The planned activities under this activity will contribute to the attainment of Intermediate Results 1.2: Increased citizen participation in governance by engaging citizens in decision-making processes to improve government responsiveness and trust of citizens in government. This approach is necessary for the creation of a democratic society -improving governance and democratic processes raises economic growth, and economic growth in conjunction with strong institutions and rule of law provides the foundation for long-term stability.

USAID/BiH believes a three pronged approach is necessary to increase citizen participation in governance. First, this includes ensuring that civil society is representative and credible by building their capacity, giving them the tools they need to influence government policy development decision-making, and by providing opportunities for them to partner with other stakeholders to advocate for citizen led issues. Within this first result, USAID is also working to strengthen the media sector to establish channels for BiH citizens to access unbiased information as part of a separate project. Under the second prong, USAID/BiH is continuing its conflict mitigation work to improve trust and build reconciliation between people of all ethnicities. USAID/BiH has designed a package of reconciliation activities that work together to assure that communities demonstrate tolerance and respect for human rights, and that partnerships between communities and individuals are strengthened to support an open environment for reconciliation. These activities are being implemented throughout BiH and are particularly focused on youth. In this second result, media is also a key component in promoting diversity and tolerance throughout BiH.

The third result, which is in line with this activity, is focused on constructively engaging under-represented groups in civic and political issues. This includes youth, women, the Roma population, disabled persons, and the LGBT community. These groups are often overlooked or outright ignored by the BiH government, yet they represent key portions of the population, which once engaged in civic and political issues, could have long-term positive development impacts on the country. Through this third result USAID is focusing on involving under-represented groups in government policy development and civil society organizations. Complimentary to this goal, activities under this result also strive to ensure that government sees under-represented groups as necessary and respectable partners. The grants, capacity-building support, and other activities described below will directly contribute to this IR. All grants will be designed to support the results as outlined in the mission’s results framework and

Intermediate Results logical frameworks. USAID/BiH logframes, with related indicators and results, can be found in Attachment 3.

C.4. Technical Components of Work Requirements

C.4.1: Grants Award and Management

Task 1: Grants Management

The Contractor will be responsible for awarding and managing different types of grants to local organizations on behalf of USAID/BiH. USAID expects that on average approximately $200,000 per year will be dedicated to providing grants to targeted organizations in alignment with the goals stated under C.5. Three types of grants to local organizations are anticipated under this activity – unsolicited, topic specific, and directed grants. Based on the proposals received, USAID anticipates that the

Contractor will award approximately 8 grants annually. The Contractor will be responsible for all aspects of the grant management process and must ensure that all grants are managed in compliance with the

USAID’s rules and the contractor’s procedures as set forth in the Grants Manual that the Contractor shall develop under Task 2 of Component C.4.1.

Unsolicited Proposals: All unsolicited proposals requesting assistance from USAID/BiH will be directed to the contractor on a weekly basis. The average number of unsolicited proposals that USAID receives each week and intends to forward to the contractor is 8-10. The contractor will review the merits of each proposal and recommend to USAID whether or not funding should be awarded based on the

USAID’s and the contractor’s procedures as set forth in the Grants Manual that the Contractor shall develop under Task 2 of Component C.4.1. USAID and the Contractor will establish a set of evaluation criteria that the Contractor will use to rate unsolicited proposals that are forwarded to them by USAID.

The Contractor will then propose to USAID proposals that they recommend funding for small grants.

USAID will make the final decision on the grantees that are selected and the Contractor will conduct follow-up with applicants and facilitate all aspects of awarding grants.

Directed Grants: From time to time, USAID, through its own internal selection process, may direct the contractor to award and manage a grant to a selected organization. The contractor will manage these awards in the same manner as stated above.

Annual Program Statements: On a rolling basis, USAID will direct the contractor to solicit awards based on a specific topic area directly related to USAID/BiH Mission Development Objectives outlined in

Section C.3. The contractor will be responsible, upon the direction of USAID, to develop solicitation and evaluation criteria, solicit proposals, evaluate submitted proposals, and recommend to USAID proposals to be awarded. The contractor will manage these awards in the same manner as stated above.

The Contractor must seek Contracting Officer’s Representative (COR) approval for all grants. Once

USAID approves the grants the contractor has proposed, the contractor will be responsible for preparing the organization for receipt of USAID funding consistent with the scope of activities illustrated in

Component 2. The contractor will be responsible for awarding the grant, managing, and conducting appropriate performance monitoring of the activities. Contractor will notify applicants if their proposal will not be selected for funding and justify the decision.

Task 2: Grants Manual

The Grants Manual will serve as the rules in which the contractor must abide in soliciting, evaluating, awarding, and monitoring the performance of funding grants. USAID will provide a grants manual template to the Contractor. The Contractor, in conjunction with USAID, will tailor the Grants Manual to this project. The final Grants Manual will be subject to Approval by USAID, and will abide by all

USAID rules and guidelines. When the Contractor makes grants under this Contract, the Contractor must comply in all material respects with USAID’s Automated Directives System (ADS) Chapter 303

(including mandatory and supplementary references) in awarding and administering grants, as well as the

Code of Federal Regulations 22 CFR 226. The Grans Manual to be developed, shall be in conformity with these policies and regulations. USAID retains the right to terminate any grant unilaterally. ADS 303 is available from http://www.usaid.gov/sites/default/files/documents/1868/303.pdf and 22 CFR 226 can be accessed at http://www.gpo.gov/fdsys/pkg/CFR-2012-title22-vol1/pdf/CFR-2012-title22-vol1-part226.pdf. The Contractor is expected to perform due diligence in reference to this SOW to ensure appropriate management of USAID funds by grantees.

Task 3: Conduct Pre-Award Surveys of Grantees

The Contractor will be responsible for conducting pre-award surveys on each grantee. Surveys will consist of conducting desk review, interviews, file audits, and other fieldwork to assess each prospective recipient’s internal control, management structures, as well as technical and financial management capabilities. Depending on the nature of the potential award, the Contractor will review grantees’ legal structures, financial management and internal control systems, procurement systems, human resource systems, program performance management, and organizational sustainability. The USAID Regional

Financial Management Center will work with the Contractor to ensure that they are following current pre-award survey protocols. In case the pre-award survey findings require the prospective grantee to improve their management and internal controls, the Contractor will follow-up with such grantees to ensure their compliance pre-award survey requirements. USAID may waive this requirement for particular grantees if http://www.usaid.gov/sites/default/files/documents/1868/303.pdf http://www.gpo.gov/fdsys/pkg/CFR-2012-title22-vol1/pdf/CFR-2012-title22-vol1-part226.pdf http://www.gpo.gov/fdsys/pkg/CFR-2012-title22-vol1/pdf/CFR-2012-title22-vol1-part226.pdf the nature of the grant will not require in-depth scrutiny (low amount, fixed-amount grants for a clearly defined purpose) as it deems appropriate.

C.4.2 Component 2: Organizational development services

Human and Organizational Capacity Development

Task 1: Conduct Organizational Capacity Assessments

For each of the awards it manages, at the discretion of USAID, and as additionally directed by USAID, the Contractor will perform Organizational Capacity Assessments (OCA) of grantees. USAID anticipates not more than five OCAs of grantees per year. The OCA Tool was developed by USAID in 2012 and is being used by USAID Missions throughout the world. OCAs assess technical capacity in seven domains, including: 1) governance, 2) administration, 3) human resources, 4) financial management, 5) organizational management, 6) program management, and 7) project performance management.

Contractor will use this tool three times (over the life of the project) with each grantee to determine a baseline, mid-term progress, and final progress related to each grantees organizational capacity development. OCA reports include concrete action plans to improve the organizational, management, human resource, and financial capacity of local organizations and institutions. The plan will be agreed upon by USAID and the local organization and implemented by the Contractor. A copy of the OCA

Facilitators Guide can be found online at:

http://www.usaid.gov/sites/default/files/documents/1864/OCA%20Tool%20Generic%20Version%20Faci litators%20Copy.pdf.

Task 2: Provide One-on-One Capacity Building Support to Grantees

For selected awards it manages, and for implementing partners identified by USAID as needing support, the Contractor will provide capacity-building technical assistance to grantees through mentoring, one-on-one coaching, and training. This support may also directly respond to findings and recommendations made in USAID’s Regional Financial Management Office’s pre-award and post-award surveys for

USAID’s own direct awards. This may include, directly or indirectly, (1) development of policies and procedure manuals, (2) reforming the organization structure to improve segregation of duties, (3) development of internal control procedures, (4) improving human resource capacity, (5) strengthening financial and accounting systems, (6) improving financial management capability, (7) improving procurement systems, (8) management, governance, administrative and support function development and

(9) developing monitoring and evaluation systems, etc. USAID anticipates between three to five capacity-building assistance actions per year. Due to the technical nature of institutional capacity-building assistance, the contractor may need to subcontract cognizant local providers, such as CPA and

Management Consultancy firms.

Task 3: Conducting Training

The Contractor will provide training assistance (approximately 8 per year to BiH non-governmental organizations, including associations, civil society organizations, and community leaders. The Contractor will be responsible for including in these training activities at least 75 current USAID local partners

(approximately 15 per year) and at least 50 (approximately 10 per year) community leaders that are working in collaboration with USAID – with the goal of enhancing their performance and management capacity. Selection of training participants will be a collaborative effort of USAID and the Contractor.

The COR will have final approval of the participants for each training course.

The table below outlines the types of training that will be provided by the Contractor and types of training that, due to its technical nature, may have to be subcontracted to cognizant local providers, such as CPA and management consultancy firms. The Contractor must give each of these trainings at least once a year http://www.usaid.gov/sites/default/files/documents/1864/OCA%20Tool%20Generic%20Version%20Facilitators%20Copy.pdf http://www.usaid.gov/sites/default/files/documents/1864/OCA%20Tool%20Generic%20Version%20Facilitators%20Copy.pdf for the duration of the contract. For each of the below areas, the ability to meet and maintain minimum standards required by the European Union, USAID, United Nations and other donors to apply for and obtain funding will be a priority throughout these trainings as described below. The content of training however is not limited to USAID requirements as stated below.

Contractor Led Trainings Subcontractor Led Trainings2

Legal and Organizational Structures Financial Management

Administration and Human Resources Internal Control Systems

Project Performance Management Procurement Systems

Organizational Sustainability

Monitoring and Evaluation

Legal and Organizational Structures: The Contractor will provide training on appropriate legal and organizational structures for NGOs and CSOs in BiH. This will include discussing legal registration of

NGOs/CSOs at the Entity and State level, compliance with local tax and labor laws, organizational vision and mission statements, creating and establishing a board of directors, and development of procedures and oversight to ensure that boards are capable of providing adequate guidance to the organization.

Administration and Human Resources: The Contractor will provide training on developing and implementing effective organizational policies and procedures, administrative systems, and operational policies. During this training, the Contractor will discuss best practices for developing, disseminating, following and updating job descriptions to ensure that staff roles and responsibilities are clearly defined and understood; and discussing the importance of recruitment policies, keeping personnel files, and developing personnel manuals.

Project Performance Management: The Contractor will provide training on project performance management best practices. This includes organizational strategic planning, developing effective operational and communication strategies, project design and implementation, developing budgets and mobilizing resources, developing monitoring and evaluation plans, and utilizing data from assessments for decision making, learning, and improving procedures and activities. A session on change management and the ability to respond to internal or external shocks will also be covered.

Organizational Sustainability: The Contractor will provide training on how to conduct strategic planning for organizations to ensure smooth operations, and manage programs in the event of an absence of, or shift in leadership. This will also include a session on budgeting, effective fundraising, utilization of constituents, and ways in which organizations can become financially sustainable by securing a diversified revenue base.

Monitoring and Evaluation: The Contractor will provide training on the fundamentals of planning and implementing program-based monitoring and evaluation activities. This includes developing results, output and outcome indicators, best practices related to data collection and analysis, and how to measure the impact of activities.

2 Please see Section C.6 for more information on the management structure and requirements for Subcontractors.

Financial Management: The Contractor will provide training on best practices in financial management, and the development of effective financial management systems, policies, and procedures. This includes requirements necessary for a fully operational, computerized accounting system, how to document all transactions through accounting journals and a chart of accounts, financial record keeping, use of vouchers, and ensuring files are in order for financial audits. This will also include a session on financial reporting, which will discuss how to produce annual financial statements, financial reports for donors, management reports, keeping senior management meeting minutes, and board meeting minutes.

Internal Control Systems: The Contractor will provide training on five internal control functions that will adequately safeguard the organization’s assets, mange internal risks, and ensure the accuracy and reliability of accounting data. These include: 1) developing a strong organizational control environment, which is related to the organizations integrity and ethical values, commitment to competence, and participation by the board of directors or audit committee in internal control matters; 2) methods for assessing risks relevant to financial reporting; 3) implementing control procedures related to documentation, management of cash on hand and in bank accounts, management of personnel, timekeeping, salaries, and benefits, procurement procedures and practices, and procedures for recording, use, safeguarding, and disposing of commodities; 4) developing transparent accounting systems; and 5) developing a system for monitoring to ensure that internal controls are operating as intended and that they are modified as appropriate in response to changed conditions.

Procurement Systems: The Contractor will provide training on how to develop and implement effective procurement policies and procedures. This includes developing and documentation of procurement plans, payment vouchers, and keeping procurement files. During this training, the Contractor will also hold a session on policies and systems for managing fixed assets, which includes developing fixed-asset polities, a fixed-asset register, and physical inventory reports.

USAID anticipates that each of these topics will be covered in formal classroom trainings and will be assessed regularly to determine mentoring and one-on-one coaching needs of each organization. The

Contractor shall propose an illustrative training plan for the three base and the two option years. The trainings in the base and option years shall be separately priced. The Contractor will be required to provide an annual training plan to USAID for final approval of trainings. The Contractor shall plan to have these trainings in various locations around the country and to include travel costs as part of the total budget for training. The Contractor will be responsible for overseeing the design and delivery of training programs, including:

Assessments that define training needs and approaches;

Training material production;

Logistical arrangements, including travel and accommodation as needed;

Evaluating the impact of training; and

Training of trainers (when applicable).

To certify completion of trainings, Contractor shall present each participant's successful score on a post-training test, as developed by the Contractor and approved by USAID.

C.4.3 Component 3: In-kind logistical support

In the case of a disaster, for example in the case of the May 2014 floods, USAID may decide to provide humanitarian or similar material assistance to promote the dignity and welfare of marginalized groups.

This may be in the form of purchasing disaster relief equipment, food items, clothing, motor vehicles, or other such items. The contractor shall provide logistical support for such transactions including handling the purchasing, delivery, transport, return, and other related matters. It is anticipated that the monetary value of in-kind logistical support will be approximately $65,000 per year. Up to $10,000, Contractor may expend for the procurement of goods for target organizations regardless of the prevalence of a disaster.

C.5 Expected Results

The contractor will be expected to be well-versed in USAID monitoring and evaluation (M&E) guidelines and should propose indicators and results to measure their own progress on implementation of this activity. By the end of the contract (including option years), the activity will achieve the following results:

Provide grants to 40 (approximately 8 per year) BiH non-governmental organizations, including associations, civil society organizations, BiH institutions, and small and medium enterprises (SMEs).

Strengthen the performance of 40 (approximately 8 per year) BiH non-governmental organizations, including associations, civil society organizations, BiH institutions, and small and medium enterprises

(SMEs).

Build the performance of 75 current USAID local partners (approximately 15 per year) – to enhance their performance and management capacity through group trainings, as outlined above.

Build the expertise relative to organizational management and internal control of 50 (approximately

10 per year) BiH community leaders that are working in collaboration with USAID.

As each grant is awarded, the Contractor will work closely with the USAID Monitoring and Evaluation

Specialist, as well as each Project Team, to develop indicators for and with awardees and ensure awardees collect and report data as necessary. The contractor will assist the COR, the M&E Specialist, and the

Project Teams in identifying where the objectives of each award align with the Mission’s Performance

Management Plan (PMP).

C.6 Management and staffing plan

The Contractor must have a demonstrated ability to assemble, quickly and effectively, and to manage a highly‐skilled, interdisciplinary team to interact with and lead a broad range of governmental and non‐ governmental actors and institutions across sectors; and to implement detailed, organized, timely, accurate capacity building activities. The Contractor will act as the primary liaison between USAID/BiH and local organizations engaged in this activity and shall work closely with USAID/BiH’s Program

Office and Technical Offices, others managing USAID/BiH’s activities, local organizations, and other stakeholders.

USAID recommends that at least two local firms/organizations form a partnership arrangement, which can be in the form of a prime/subcontracting relationship, a consortium, or a joint venture in order to carry out all of the activities under this contract. Recommended key personnel for the purposes of this Contract are listed under Section L.8.3. USAID/BiH anticipates that the Contractor will have directly on staff

Grants Management and Organizational Development Specialists, and a Financial Manager that are able to successfully implement and manage grants to local organizations and develop the management and organizational capacity of grantees and USAID implementing partners.

Specific capacity building trainings that must be conducted by staff of the Contractor is outlined above in

Section C.4.2. It is highly recommended that the Contractor engage companies in a subcontract for more specialized and technical trainings, such as financial management, internal controls, and the development of procurement processes and systems.

The Contractor will conduct financial management of the program's activities to ensure compliance with

USAID and Government of BiH financial regulations and reporting requirements.

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 STRATEGY

The Offeror shall comply with the requirements of the USAID branding policies available at:

www.usaid.gov/branding and appropriately mark all deliverables and public communications with the

USAID brand.

USAID receives “exclusive branding and marking” for the work conducted under all acquisition awards.

This means that the foreign assistance delivered is clearly credited to the American people. It also means that competing logos or identities, such as the contractor’s, are excluded. News releases/media alerts must be coordinated with the Contracting Officer’s Representative (COR). All media releases, press conferences and public events should incorporate the USAID identity. Approval by the USAID BiH DOC should be received before using any printed materials which incorporate the USAID identity.

Project Name: “Marginalized Populations Support Activity”

Regionally or internationally, the Project will be called “USAID’s Marginalized Populations Support

Activity in Bosnia and Herzegovina”.

Positioning: The activity should be seen as: The Marginalized Populations Support Activity is a USAID sponsored nationwide activity that directly supports organizations that advocate for the rights and dignity of marginalized and underrepresented groups. These include youth, women, disabled persons, and the

Roma and LGBT communities and other local organizations, institutions, and USAID government partners that are promoting the rights and needs of marginalized populations.

Desired level of visibility: The Marginalized Populations Support Program and all of its Grantees must display a high to medium level of visibility of USAID support to program activities.

Primary audience: The primary audience of the branding and marking of this activity will be towards members of marginalized populations and BiH citizens with the purpose of engaging them in Grantees activities.

Secondary audience: The secondary audience of the branding and marking of this activity will be towards the State, Entity, and local level government institutions with the goal of engaging them in advocacy efforts to move social, political, and economic issues of marginalized and underrepresented groups forward.

D.3 BRANDING AND MARKING POLICY

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” (version from January 8, 2007) at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID “Graphic Standards Manual” available at http://www.usaid.gov/branding/gsm , or any successor branding policy.

END OF SECTION D

http://www.usaid.gov/policy/ads/300/320.pdf http://www.usaid.gov/branding/gsm

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)

Fixed price

52.246-2 Inspection of Supplies – Fixed price AUG 1996

52.246-4 Inspection of Services – Fixed price AUG 1996

Cost reimbursement

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:

Program and Project 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

NUMBER TITLE DATE

Federal Acquisition Regulation (48 CFR Chapter 1)

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

F.2 Period of Performance

The period of performance for this contract is three years plus a possible two-year option period if exercised by USAID, starting on the effective date on the cover page of the contract.

F.3 Place of Performance

The place of performance under this contract is Bosnia and Herzegovina (as specified in the Statement of Work in Section C.

F.4 Performance Standards

USAID will evaluate the contractor’s performance in accordance with FAR § 42.15, corresponding

USAID procedures, and the contractor’s adherence to the annual work plan, reporting against its

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.

The following general performance standards will be included in the basis of the evaluation:

Quality

(a) Quality and effectiveness of the Contractor's long-term key personnel, other non-key long-term professionals, and short-term specialists.

(b) Degree to which key personnel provided are consistent with the names mentioned in the proposal.

(c) Quality and effectiveness of Technical Assistance provided to project clients.

(d) Extent to which open, transparent relations are established with partners.

(e) Extent to which Contractor takes advantage of opportunities in managing for results.

Cost Control/Effectiveness

Actual costs incurred against the Contractor's cost proposal.

Timeliness of Performance

(a) Long Term and Short-term technical assistance are identified and fielded in a timely manner.

(b) Ability of the Contractor to take corrective action to compensate for delays which were outside the Contractor's control.

(c) Timeliness of documents or reports submitted to USAID COR.

Satisfaction of Relationship with Counterparts

Understanding of, and adherence to, USAID regulations and procedures. Effectiveness in bringing critical issues/constraints to the attention of USAID and counterparts and proposing appropriate solutions.

F.5 Reports and deliverables or outputs

Reports shall be prepared in a format consistent with USAID reporting requirements, to be mutually agreed upon by COR and the Contractor. 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 the following address:

U.S. Agency for International Development

Roberta Frasurea 1

Sarajevo 71000

F.5.1 752.242-70 Periodic progress reports (October 2007)

(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.5.2 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 45 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 Monitoring and Evaluation (M&E) Plan Within 45 calendar days from the start date of the contract for review and approval by the USAID

COR. Draft M&E Plan will be considered final after all comments of the USAID COR and recommendations are addressed by the Contractor.

3 Grants manual Within 45 calendar days from the start date of the contract for review and approval by the USAID

COR.

4 Monthly Electronic Bulletins By the 8 th day of each month

5 Quarterly Performance Reports 15 calendar days after the end of the quarter for the life of the activity

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

7 Annual Performance Reports During the month of October of every year

8 Final Report 60 calendar days from the end date of the contract

9 Demobilization Plan Four months prior to the completion date of the contract

10 Development Experience Clearinghouse

Submissions

As appropriate documents are finalized

F.5.3 Reports

In accordance with AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor shall submit reports, as further described below to the COR. All reports and other deliverables shall be in the English language, unless otherwise specified.

1) Annual Work…