RFP CSD Final.pdf

Regional Acquisition and Assistance Office

Date Issued: March 1, 2012

Closing Date: March 28, 2012, 4 p.m. Pretoria local time

Question due date: March 7, 2012, 2 p.m. Pretoria local time

SUBJECT: REQUEST FOR PROPOSALS (RFP) NO.: SOL-674-12-000011

SOUTH AFRICA CHILDREN’S SERVICES DIRECTORY

The U.S. Agency for International Development (USAID) is seeking proposals from qualified organizations interested in providing the technical assistance and services as described in the attached solicitation. USAID plans to award a Fixed Price (FFP Services) contract.

Implementation under this contract will occur over three years. All requirements are subject to availability of funds.

USAID/Southern Africa is competing this requirement among all interested local organizations in

South Africa; offerors must meet the specific criteria set out in Section L in order to be eligible to bid.

Amendments to this solicitation will be made available through the Government homepage at http://www.fbo.gov. It is the offeror’s responsibility to check this site periodically for official updates and amendments to the solicitation. This solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal in response hereto. Furthermore the Government reserves the right to reject any and all offers, if such action is considered to be in the best interest of the Government.

Offerors are encouraged to read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting a proposal. By email only, please submit all questions about this RFP no later than the deadline above to proposals@usaid.gov; include the RFP number in the email subject line. Oral instructions, answers or guidance from any USAID source prior to the award of the contract shall not be binding.

Sincerely, Dana H. Rose

USAID/Southern Africa http://www.fbo.gov/ mailto:proposals@usaid.gov

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

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER SOL-674-12-000008 4. TYPE OF SOLICITATION 5. DATE ISSUED

SEALED BID (IFB) December 3, 2011

NEGOTIATED (RFP)

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

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

9. Sealed offers in original and ______ _______ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in

(Hour)

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

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

AREA CODE NUMBER EXT.

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A I

B PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C J

D PART IV - REPRESENTATIONS AND INSTRUCTIONS

E

F

G L

H M

K STATEMENTS OF OFFERORS

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

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

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

(See Section I, Clause No. 52-232-8)

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

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated:

CODE FACILITY

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

ADDRESS

OF OFFEROR

(Type or print)

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

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

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

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM

(4 copies unless otherwise specified) 10 U.S.C. 2304(a) ( ) 41 U.S.C. 253(c) ( )

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

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. AWARD DATE

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

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

N/A 1

X

See Attached Table of Contents

Martha Zhou +27 12 452 2000 mzhou@usaid.gov

X

X

X

X

X

X

X

X

X

X

X

X

X

SOLICITATION/CONTRACT FORM 1

SUPPLIES OR SERVICES AND PRICES/COSTS 1

DESCRIPTION/SPECS./WORK STATEMENT 4

PACKAGING AND MARKING 1

INSPECTION AND ACCEPTANCE 1

DELIVERIES OR PERFORMANCE 4

CONTRACT ADMINISTRATION DATA 4

SPECIAL CONTRACT REQUIREMENTS 14

CONTRACT CLAUSES 4

LIST OF ATTACHMENTS 1

INSTR., CONDS., AND NOTICES TO OFFERORS 13

EVALUATION FACTORS FOR AWARD 5

REPRESENTATIONS, CERTIFICATIONS AND OTHER 12

U.S. Agency for International Development/ Southern Africa

Office of Acquisition and Assistance

100 Totius Street Pretoria, South Africa

U.S. Agency for International Development/ Southern Africa

Office of Acquisition and Assistance

Pretoria, South Africa

RFP NO.: SOL-674-12-000011

i

Contents

A PART I – THE SCHEDULE ............................................................................................................................... B-1

B SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS ................................................................................ B-1

B.1 PURPOSE ......................................................................................................................................................... B-1 B.2 CONTRACT TYPE ................................................................................................................................. B-1 B.3 DELIVERABLE AND PRICE SCHEDULE ................................................................................................... B-1

C SECTION C DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK .............................................................. C-2

C.1 OBJECTIVES ......................................................................................................................................................... C-2 C.2 BACKGROUND ..................................................................................................................................................... C-2 C.3 KEY RESULTS AND DELIVERABLES .................................................................................................................... C-3 C.4 INDICATORS/ MILESTONES ..................................................................................................................................... C-5

D SECTION D PACKAGING AND MARKING ...................................................................................................... D-1

D.1 MARKING, AIDAR 752.7009 (JAN 1993) .............................................................................................. D-1 D.2 BRANDING AND MARKING ................................................................................................................. D-1

E SECTION E INSPECTION AND ACCEPTANCE ................................................................................................... E-1

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE .............................................. E-1 E.2 INSPECTION AND ACCEPTANCE .......................................................................................................... E-1

F SECTION F DELIVERIES OR PERFORMANCE ................................................................................................... F-1

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE ............................................... F-1 F.2 PERIOD OF PERFORMANCE .................................................................................................................. F-1 F.3 PLACE OF PERFORMANCE .................................................................................................................... F-1 F.4 PERFORMANCE STANDARDS ............................................................................................................... F-1 F.5 REPORTS AND DELIVERABLES OR OUTPUTS ........................................................................................ F-1 F.6 KEY PERSONNEL ................................................................................................................................... F-3 F.7 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE DOCUMENTS (JAN 2004)

(ACQUISITION AND ASSISTANCE POLICY DIRECTIVE 04-06, ISSUED FEB. 26, 2004) ................................................ F-3

G SECTION G CONTRACT ADMINISTRATION DATA ......................................................................................... G-1

G.1 DOCUMENTATION FOR PAYMENT, AIDAR 752.7003 (NOV 1998)....................................................... G-1 G.2 ADMINISTRATIVE CONTRACTING OFFICE ........................................................................................... G-2 G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR) ............................................................................ G-2 G.4 PAYING OFFICE ................................................................................................................................... G-3 G.5 ACCOUNTING AND APPROPRIATION DATA ........................................................................................ G-3 G.6 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID ........................................................................ G-3

H SECTION H SPECIAL CONTRACT REQUIREMENTS ......................................................................................... H-1

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE .............................................. H-1 H.2 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) ................................................................... H-1 H.3 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) .................................. H-2 H.4 EXECUTIVE ORDER ON TERRORISM FINANCING (FEB 2002) ............................................................... H-2 H.5 USAID DISABILITY POLICY – ACQUISITION (DEC 2004) ........................................................................ H-3 H.6 REPORTING OF FOREIGN TAXES (DOS SECTION 579 REV 10/09/2003) .................................................. H-3 H.7 INSURANCE AND SERVICES ................................................................................................................. H-4 H.8 AUTHORIZED GEOGRAPHIC CODE................................................................................................................... H-4 H.9 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS AMENDED .................. H-4 ii

H.10 CONSENT TO SUBCONTRACT .............................................................................................................. H-5 H.11 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION TECHNOLOGY RESOURCES .................. H-5 H.12 LOGISTIC SUPPORT ...................................................................................................................................... H-5 H.13 LANGUAGE REQUIREMENTS ........................................................................................................................ H-5 H.14 ENVIRONMENTAL COMPLIANCE ........................................................................................................ H-5 H.15 CONDOMS (ACQUISITION) (JUNE 2005) ....................................................................................................... H-7 H.16 CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) – SOLICITATION PROVISION (FEBRUARY 2012) ... H-7 H. 17 CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) (FEBRUARY 2012) ............................................... H-7

H.18 PROHIBITION ON THE PROMOTION OR ADVOCACY OF THE LEGALIZATION OR PRACTICE OF

PROSTITUTION OR SEX TRAFFICKING (ACQUISITION) (OCTOBER 2007) .................................................................. H-8 H.19 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JULY 1997) ................................................ H-9 H.20 AIDAR 752.7013 CONTRACTOR-MISSION RELATIONSHIPS (OCT 1989) .............................................. H-9 H.21 DISCLOSURE OF INFORMATION .................................................................................................................. H-10 H. 22 HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12) (SEPTEMBER 2006) ................................. H-11

I SECTION I CONTRACT CLAUSES ..................................................................................................................... I-1

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE ............................................... I-1 I.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) .......................................................... I-4 I.3 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING RESPONSIBILITY MATTERS

(JAN 2011) I-4

J SECTION J LIST OF ATTACHMENTS

K SECTION K REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS ......................... K-1

K.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE .............................................. K-1 K.2 ANNUAL REPRESENTATIONS AND CERTIFICATIONS, FAR 52.204-8 (MAY 2011) .................................. K-1 K.3 FAR 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (APR 2010) ............................ K-5 K.4 52.209-7 – INFORMATION REGARDING RESPONSIBILITY MATTERS (JAN 2011) .............................................. K-7 K. 5 FAR 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (OCT 2008) ...................... K-9 K.6 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES (APR 2005)................ K-11 K.7 INSURANCE - IMMUNITY FROM TORT LIABILITY ............................................................................... K-12 K.8 COMPLIANCE WITH VETERANS EMPLOYMENT REPORTING REQUIREMENTS .................................. K-12 K.9 SIGNATURE ....................................................................................................................................... K-12

L SECTION L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS ........................................................ L-1

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE ..................................... L-1 L.2 52.216-1 TYPE OF CONTRACT (APR 1984) ............................................................................................ L-1 L.3 52.233-2 SERVICE OF PROTEST (SEP 2006) .......................................................................................... L-1 L.4 GENERAL INSTRUCTIONS TO OFFERORS .............................................................................................. L-2 L.5 DELIVERY INSTRUCTIONS ..................................................................................................................... L-3 L.6 GENERAL INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL .............................. L-4 L.7 TECHNICAL APPROACH (SEE SECTION M.3) ............................................................................................. L-5 L.8 MANAGEMENT AND STAFFING PLAN (SEE SECTION M.4) ....................................................................... L-6 L.9 ORGANIZATIONAL CAPACITY AND EXPERIENCE (SEE SECTION M.5) .................................................................... L-7 L.10 PAST PERFORMACNE (SEE SECTION M.6) ............................................................................................... L-8 L.11 INSTRUCTIONS FOR THE PREPARATION OF THE PRICE PROPOSAL ...................................................... L-8 L. 12 INSTRUCTIONS FOR THE PREPARATION OF BRANDING AND MARKING PLANS ................................ L-12

M SECTION M EVALUATION FACTORS FOR AWARD ....................................................................................... M-1

M.1 GENERAL INFORMATION ................................................................................................................... M-1 M.2 EVALUATION FACTORS ................................................................................................................................. M-1 M.3 TECHNICAL APPROACH FACTOR (30 POINTS) ....................................................................................... M-2 iii

M.4 MANAGEMENT AND STAFFING (25 POINTS) ........................................................................................ M-2 M.5 ORGANIZATIONAL CAPACITY AND EXPERIENCE (25 POINTS) .......................................................................... M-3 M.6 PAST PERFORMANCE (20 POINTS) ...................................................................................................... M-3 M.7 PRICE/COST EVALUATION .................................................................................................................. M-4 M.8 DETERMINATION OF THE COMPETITIVE RANGE AND CONTRACT AWARD ........................................ M-4

N SECTION N ATTACHMENT 1 -- IDENTIFICATION OF PRINCIPAL GEOGRAPHIC CODE NUMBERS

O SECTION O ATTACHMENT 2 - BRANDING STRATEGY

B-1

PART I – THE SCHEDULE

Section B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide the deliverables to the Department of Social

Development (DSD) for the Children’s Services Directory to promote the maintenance and sustainability of the Children’s Services Directory as fully described in Section C, DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK.

B.2 CONTRACT TYPE

This is a Firm Fixed Price (FFP Services) contract. For the consideration set forth below, the

Contractor shall provide the deliverables listed in the delivery schedule below and further described in Section C.

B.3 DELIVERABLE AND PRICE SCHEDULE

The Firm Fixed Price for this contract is $______________

(a) Deliverable and Price Schedule

Item

Deliverable

Delivery

Date

Price

Assessment of Training Need

Update of the electronic version of the CSD

Orientation/User Manual

Informal and formal training sessions

TOTAL PRICE

C-2

Section C DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 Objectives

i. To provide support services to the Department of Social Development (DSD) for the

Children’s Services Directory.

ii. To promote the maintenance and sustainability of the Children’s Services Directory

iii. To provide technical assistance support and recommendations to the DSD to maintain, update and ensure the full functionality of the Children’s Service Directory.

C.2 Background

The South African AIDS pandemic continues to create a growing number of vulnerable children without adult protection. Children represent 38% of South Africa’s population with nearly one third (31.4%) of the country’s population younger than 15 years (Mid-year Population Estimates

Statistics South Africa 2009). 3.8 million Children have lost one or both parents (21% percent of all children) largely because of the AIDS crisis.

[1]

Recent estimates state that 1.91 million children have been orphaned by AIDS in South Africa (Mid-year Population Estimates Statistics

South Africa 2009) which represents a 36% increase from last year. However, a much larger number are considered to be highly vulnerable to the pandemic that surrounds them through circumstances such as HIV infection at birth or through unprotected sex, living in a household with sick or elderly caregivers, being abandoned, living in a household that cares for many children or who are multiple bereaved or are frequently mobile. The crisis has led to a situation where many communities can no longer protect the rights of orphaned and vulnerable children without outside assistance. It is important that vulnerable children and their caregivers are aware of what available services and support exist, where these services are located and how to access them. A need for a comprehensive database of organizations working with and providing services for vulnerable children in South Africa was identified. In 2008 the South African

Department of Social Development (DSD) requested the support USAID/Southern Africa to conduct a service availability mapping exercise and create a directory of service providers and implementing organizations for vulnerable children.

With funds from the President’s Emergency Plan for AIDS Relief (PEPFAR) USAID/Southern

Africa provided support through an implementing partner, Population Council, to develop the

Children Service Directory (CSD) for South Africa. The nine individual provincial directories that were developed assist vulnerable children and their caregivers to identify resources in the vicinity of where they live; the Government of South Africa to ensure that its services are available where they are needed; and supports donors and civil society to target their program support for vulnerable children to areas that currently do not have access to services.

USAID/Southern Africa and the National Department of Social development recognized the need to be aware of the location of available services and resources in order to identify gaps, avoid duplication and to maximize collaboration and linkages with other stakeholders. The CSD

[1]

SA Child Gauge 2007/2008, Children Institute, University of Cape Town

C-3 information can be disseminated via multiple channels, including hard copy directories, Web sites, CD-ROM, and short message service (SMS) text message systems, where individuals, such as caregivers and field workers, who might not have easy access to a computer, can use their cell phones to take advantage of a text message query system (*120*KIDZ#), that gives contact information for several service providers within 25 kilometers from their location. The CSD includes district level maps of service providers and serves as a central information resource for referral network.

C.3 KEY RESULTS AND DELIVERABLES

KEY RESULTS

1. Increased competencies of DSD staff to perform roles and responsibilities related to the CSD.

2. Increased capacity of the electronic CSD system

3. Increased prognosis for sustainability of the CSD

DELIVERABLES:

1. Assessment of Training Needs

The assessment will focus on the needs of DSD staff as related directly to maintaining and managing the CSD. It will identify all competency gaps, and the specific training and on the job technical assistance requirements required to fill these gaps. The results of the assessment shall be used to design and implement the informal and formal training sessions (i.e. technical assistance support plan and activities) further described below.

2. Update of the electronic version of the CSD

Update the data provided on the CSD at a minimum once every 12 months during the 36 months of this contract (that is, a minimum of three updates).

Support modest upgrades of the electronic version of the CSD.

3. Orientation/User Manual

The Orientation/User Manual will include all the necessary descriptions of functionalities and steps to use, maintain and update the CSD. The Manual must have sufficient information to ensure success of the CSD, related to maintaining the necessary knowledge, skills and expertise of DSD staff to manage and implement the CSD project. The manual/handbook for existing and new staff will be used as a resource for staff and contribute to knowledge transfer.

4. Informal and Formal Training Sessions

The contractor will provide technical support to DSD in relation to the full functioning of the

CSD. This includes informal and formal training sessions to ensure that the CSD continues to be a well-functioning tool. The informal and formal training needs should come primarily through the Assessment of Training Needs, which should then be used to design and implement the

C-4 informal and formal training sessions (i.e. technical assistance support plan and activities). These sessions (including technical assistance, training and consultation) and tasks will focus primarily in the following competency areas but will not be limited to these examples.

a. Data Collection and Data Capturing

Process

Protocols

Contacts

Permission

Follow-up

Source list

Source tagging

Cross checking

Population of fields

Details for snowballing

Notifications

Moderation/checking

Data collection worksheets

b. Updating and Expansion of Data

Updating entries.

Setting timelines for the process

Database updates on a province by province basis.

Alerting service providers of the data collection process

Proper tagging of entries on the database

Proper entering of service providers onto the database to assure completeness and accuracy of the information

c. Data Capturing:

i. Existing Organization’s

Data sorting

Maintaining a MS Excel listing of existing data

Alphabetical sorting by name of organization, local municipality and district municipality

Prevention and elimination of duplication of entries and information

Assuring accurate and consistent data capture coverage of organizations and their services within each area

ii. New Organizations

Maintaining supplementary lists as necessary

Snowballing

C-5

d. Data Capturing: Partnerships

Maintaining existing partnerships and forming new ones with other stakeholders in order to expand the reach of the CSD data base

Data collection for partnerships, some which may require specific data collection.

e. Checking of Data Collection Lists for all Sources

Ensuring that lists of organizations received from various sources are properly mined, that all the relevant organizations are added to the database and correctly source tagged.

Cross checking the source list against the existing CSD database to ensure that all of the organizations on the list included on the CSD database. Documenting which organisations were not added and why.

Following-up on uncontactable organizations on all source lists to ensure that all avenues have been explored to contact the organisation.

Providing feedback to all organizations that provide resource lists.

f. Management and Maintenance of Cellphone

Management and maintenance of cell phone access to the services directory.

Provide technical support for the ―sms‖ capacity until the DSD is able to include this cost in their recurring budget.

g. Source Lists

Maintaining the relevance of the directory ―source‖ relationships.

Maintaining, updating and expanding as needed the source list and tracking of the sources from which data is received. It also includes detailing when the data was received to supplement existing data, from whom it was obtained, whether updates need to be provided to the source organization, and when these were actioned.

Capturing data on a province by province basis to ensure that the data capture effort is applied in a focused and time efficient manner.

Cross checking supplementary and new information with existing CSD database.

Source Tagging, Checking of Source Data and Liaison with Sources

Routinely mining, cross referencing and comparing data received from other databases and sources with that of the current CSD database entries so that any new data can be added to the database.

C.4 Indicators/ Milestones/Reports

The Contractor shall report the following, including other reports described in Section F.5

1. Number of DSD staff trained to maintain and update Children’s Service Directory.

C-6

2. Number of DSD staff provided with technical assistance for improved functionality of the

Children’s Service Directory.

3. All 9 Provincial Directories updated, printed and Electronic Children’s Services

Directory functional.

END OF SECTION C

D-1

Section D PACKAGING AND MARKING

D.1 MARKING, AIDAR 752.7009 (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk

(such as coal, grain, etc.), or for semi finished products which are not packaged.

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

(c) Authority to waive marking requirements is vested with the Regional Assistant

Administrators, and with Mission Directors.

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

D.2 BRANDING AND MARKING

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 10, 2007) at http://www.usaid.gov/policy/ads/300/320.pdf; and USAID "Graphic Standards Manual" available at www.usaid.gov/branding, or any successor branding policy.

END OF SECTION D

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

E-1

Section E INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by

Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES

INCORPORATED BY REFERENCE" in Section I of this contract. See FAR 52.252-2 for an internet address (if specified) for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.246-4 INSPECTION OF SERVICES -- FIXED-PRICE AUG 1996

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs shall take place at the principle place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The method of inspection may include, but will not be limited to, review of documentation at the contractor’s principle place of performance, review of documentation and processes at the locations where services are performed, review of deliverables submitted to USAID, and informal or formal client satisfaction assessments or surveys. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or output.

Consistent with FAR 52.246-4, the Contractor shall provide and maintain an inspection system acceptable to the Government, and perform all inspections and tests required to ensure its services conform to contract quality requirements. The complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

END OF SECTION E

F-1

Section F DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance for this contract is from the effective date of the contract through

F.3 PLACE OF PERFORMANCE

The Contractor shall perform the services described in Section C in Johannesburg/Pretoria, South

Africa.

F.4 PERFORMANCE STANDARDS

Evaluation of the Contractor’s overall performance shall be conducted jointly by the COR and the Contracting Officer, and shall form the basis of the Contractor's permanent performance record with regard to this contract.

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to the requirements set forth for submission of reports in Sections I and J, and in accordance with AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor shall submit reports, deliverables or outputs as further described below to the COR (referenced in

Section G). The Contractor shall submit the following deliverables or outputs to the COR specified.

F-2

(a) Deliverable Schedule

Item

Deliverable

Delivery Date

Assessment of Training Need

Update of the electronic version of the CSD

Orientation/User Manual

Informal and formal training sessions

(b) Twelve-month Work Plan: The Work plan covering anticipated activities is due within two months after the start date of the contract and should be presented by result and task.

The work plan shall be reviewed semi-annually (or as mutually agreed between the Chief of

Party and the COR, based on project implementation needs) and any changes proposed by the

Contractor must be approved by USAID.

(c) Monthly Progress Reports: The Contractor shall submit to USAID a monthly progress specific report 7 days after the end of each month that details the following:

1. Number of DSD staff trained to maintain and update Children’s service Directory;

2. Number of DSD staff provided with technical assistance for improved functionality of

Children’s Service Directory;

3. List of all 9 Provincial Directories updated, printed and Electronic Children’s Services

Directory functional.

(d) Quarterly Progress Reports The Contractor shall submit to USAID a quarterly report within

30 days after the end of the period, with the first such report due three months after contract signing. This report shall include the following sections:

1. Description and analysis of all activities conducted during the reporting period such as provision of technical assistance, institutional strengthening, assessments, manual reviews, implementation of new procedures, and milestones reached. For training courses conducted by the Contractor, the report should include the training objectives, a description of training materials developed, along with the number and gender of participants, and the organization that they represent and participant positions if noteworthy. The contractor must comply with USAID TRAINET (See ADS Chapter 253).

2. Brief summary of any assessments or analytical studies conducted during the reporting period.

3. Nature and amount of direct procurements made to project activities.

4. The Contractor's assessment of the current status of progress under the contract, including analysis of lessons learned and recommendations for any corrections to the project design.

F-3

5. Progress made in achieving Performance Results and Indicators

(e) Final Report: A final report is due within 45 days of the Contract completion date. This report shall summarize the monthly and quarterly reports and add:

1. Successful methodologies employed during the life of project that produced desired results.

2. General lessons learned in relation to the full project and recommendations for future programming.

F.6 KEY PERSONNEL

(a) The Contractor shall furnish key personnel as stated below.

Project Director/Chief of Party

Information Communication Technology (ICT) Technical Expert/Manager

Operations Manager

Finance and Administration Manager

(b) The four key personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor shall immediately notify both the Contracting Officer and USAID Contracting Officer’s

Representative reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the project.

F.7 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (JAN 2004) (ACQUISITION AND ASSISTANCE POLICY

DIRECTIVE 04-06, ISSUED FEB. 26, 2004)

(a) Contract Reports and information/Intellectual Products.

(1) The Contractor shall 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 shall also submit copies of information products including training materials, publications, databases, computer 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.

F-4

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

(a)(1) of this clause) in either electronic (preferred) or paper form to the Development

Experience Clearinghouse as follows:

USAID Development Experience Clearinghouse

M/CIO/KM, RRB M.01

U.S. Agency for International Development

Washington DC 20523

Fax: (202) 216-3515

Phone: (202) 712-0579

E-mail: docsubmit@usaid.gov

Online: http://dec.usaid.gov/index.cfm

(ii) The contractor shall 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)(1) 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 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 shall 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 shall 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 WordPerfect, Microsoft Word, and Portable Document Format (PDF). Submission in PDF is encouraged.

(v) The electronic document submission shall 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.

END OF SECTION F

http://dec.usaid.gov/index.cfm

G-1

Section G CONTRACT ADMINISTRATION DATA

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

(a) Claims for reimbursement or payment under this contract must be submitted to the Paying

Office indicated in the schedule of this contract. The Contracting Officer’s Representative

(COR) is the authorized representative of the Government to approve vouchers under this contract. The Contractor must submit either paper or fax versions of the SF-1034--Public

Voucher for Purchases and Services Other Than Personal. Each voucher 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 No of Deliverables under CLIN x

$XXXX.XX $XXXX.XX

Technical Service For CLIN x

Total

(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.

G-2

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.2 ADMINISTRATIVE CONTRACTING OFFICE

The Contracting Officer with authority to administer the contract is Dana H. Rose at:

P. O. Box 43 Groenkloof 0027

Pretoria

South Africa

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative will be designated by the Contracting Officer by separate letter after contract award.

G-3

G.4 PAYING OFFICE

The paying office for this contract is:

Office of Financial Management

100 Totius Street

P. O. Box 43 Groenkloof 0027

Pretoria/South Africa

G.5 ACCOUNTING AND APPROPRIATION DATA

Budget Fiscal:

Operating Unit:

Strategic Objective:

Team/Division:

Benefiting Geo Area:

Object Class:

Amount Obligated: $

G.6 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(a) Technical Directions is defined to include:

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

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

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

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

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

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents shall be signed as "Contracting Officer’s

Technical Representative" with a copy furnished to the Contracting Officer.

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

(5) Monitor the Contractor's production or performance progress and notify the

Contractor in writing of deficiencies observed during surveillance, and direct appropriate action

G-4 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.

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 Government. The COR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of LOE. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules shall be made only by the Contracting Officer.

(c) The COR is required to meet quarterly/semi-annually/annually with the Contractor and the

Contracting Officer concerning performance of items delivered under this contract and any other administration or technical issues. Telephonic reports may be made if no problems are being experienced. Problem areas should be brought to the immediate attention of the Contracting

Officer.

(d) In the absence of the designated COR, the separate COR letter will determine who has authority to act as COR in the absence of the COR. The Contracting Officer has the authority to designate a temporary or new COR through a separate letter.

(e) Contractual Problems - Contractual problems, of any nature, that may 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 and the COR shall bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The Contracting

Officer is solely authorized to approve changes in any of the requirements under this contract.

These changes include, but will not be limited to the following areas: 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 person other than the Contracting

Officer, the change will be considered to have been made without authority and at the

Contractor’s sole risk.

(f) Failure by the Contractor to report to the Administrative Contracting Office, 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.

END OF SECTION G

H-1

Section H SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

AIDAR 48 CFR Chapter 7

752.7027 PERSONNEL DEC 1990

H.2 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

(Class Deviation No. OAA-DEV-12-01c)

(a) Except as may be specifically approved by the Contracting Officer, the Contractor must procure all commodities (e.g., equipment, materials, vehicles, supplies) and services (including commodity transportation services) in accordance with the requirements at 22 CFR Part 228

―Rules on Procurement of Commodities and Services Financed by USAID Federal Program

Funds.‖ The authorized source for procurement is Geographic Code 937 unless otherwise specified in the schedule of this contract. Guidance on eligibility of specific goods or services may be obtained from the Contracting Officer.

(b) Ineligible goods…