SOL-674-16-000007_ELCS.pdf

Regional Office of Acquisition and Assistance

RFP Issuance Date: February 4, 2016 Questions due date: February 22, 2016, 08:00 AM, Pretoria local time RFP Closing date: March 17, 2016, 08:00 AM Pretoria local time

SUBJECT: Request For Proposals (RFP) No: SOL-674-16-000007, Events and Logistics

Coordination Services (ELCS) for the USAID/Southern Africa Health Office

Dear Prospective Offerors:

The United States Government, represented by the U.S Agency for International Development in Southern Africa (USAID/Southern Africa), is seeking proposals from qualified organizations for the implementation of Events and Logistics Coordination services for the USAID Southern Africa Health Office as described in the attached solicitation.

This competition is limited to local entities. Prime Offerors must submit a signed Certification of Eligibility [Annex 2] attesting that the organization meets the definition of a “local entity,” which for the purposes of this solicitation is defined as:

“an individual, a corporation, a nonprofit organization, or another body of persons that:

(1) is legally organized under the laws of; (2) has as its principal place of business or operations in; (3) is majority owned by individuals who are citizens or lawful permanent residents of; and (4) managed by a governing body the majority of who are citizens or lawful permanent residents of the country receiving assistance from funds [in this case South Africa]. For purposes of this definition, “majority owned” and “managed by” include, without limitation, beneficiary interests and the power, either directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization's managers or a majority of the organization's governing body by any means.”

Subject to availability of funds, the Government plans to award a five-year cost-plus- fixed-fee (CPFF) term form contract with an estimated cost in the range of $4.5-$5 million. The U.S.

Government is in no way obligated to make an award within this range. Moreover, revealing the cost range for the contract does not mean that Offerors should strive to meet this estimated amount; rather, Offerors should propose costs that are appropriate, realistic, reasonable, and in accordance with the proposed approach for achieving results. Cost proposals will be evaluated as part of a best value determination.

The North American Industry Classification System (NAICS) code for this acquisition is 541990 (All Other Professional, Scientific, and Technical Services).

The posted solicitation and amendments thereto, contain complete instructions for the preparation of a proposal. Offerors should read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting a proposal. Oral instructions, answers or guidance from any USAID source prior to the award of the contract shall not be binding.

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

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

SOL-674-16-000007

4. TYPE OF SOLICITATION 5. DATE ISSUED Aug 08, 2014

SEALED BID (IFB)

NEGOTIATED (RFP)

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

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

9. Sealed offers in original and ______ _three_____ 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) (Date) CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All Offers are subject to all terms and conditions contained in this solicitation.

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

AREA CODE NUMBER EXT.

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A 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 84

X

See Attached Table of Contents

Camille Hasha proposals@usaid.gov

X

X

X

X

X

X

X

X

X

X

X

X

X

SOLICITATION/CONTRACT FORM

SUPPLIES OR SERVICES AND PRICES/COSTS

DESCRIPTION/SPECS./WORK STATEMENT

PACKAGING AND MARKING

INSPECTION AND ACCEPTANCE

DELIVERIES OR PERFORMANCE

CONTRACT ADMINISTRATION DATA

SPECIAL CONTRACT REQUIREMENTS

CONTRACT CLAUSES

LIST OF ATTACHMENTS

INSTR., CONDS., AND NOTICES TO OFFERORS

EVALUATION FACTORS FOR AWARD

REPRESENTATIONS, CERTIFICATIONS AND OTHER

USAID/Southern Africa

Regional Office of Acquisition and Assistance USAID/Southern Africa P O Box 43, Groenkloof, 0027

As specified in RFP cover letter.

SOLICITATION, OFFER AND AWARD

Table of Contents

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

B.2 CONTRACT TYPE

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

B.4 CONTRACT BUDGET

B.5 INDIRECT COSTS

B.6 COST REIMBURSABLE

B.7 MULTI-YEAR CONTRACT

SECTION C - STATEMENT OF WORK

C.1 OBJECTIVES

C.2 BACKGROUND

C.3 REQUIRED SERVICES AND TASKS

C.4 MANAGEMENT AND ADMINISTRATION

SECTION D - PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

D.2 BRANDING AND MARKING

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 LEVEL OF EFFORT

F.6 KEY PERSONNEL

F.8 REPORTS AND DELIVERABLES

F.9 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

SECTION G - CONTRACT ADMINISTRATION DATA

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

G.2 ADMINISTRATIVE CONTRACTING OFFICE

G.3 CONTRACTING OFFICER’S AUTHORITY

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.5 CONTRACTOR’S PRIMARY POINT OF CONTACT

G.6 PAYING OFFICE

G.7 ACCOUNTING AND APPROPRIATION DATA

G.8 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.9 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS, (SEPT 2013)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 LANGUAGE REQUIREMENTS

H.3 AUTHORIZED GEOGRAPHIC CODE

H.4 AUTHORIZED WORK WEEK

H.5 CONSENT TO SUBCONTRACT

H.6 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION TECHNOLOGY

RESOURCES

H.7 CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

H.8 INSURANCE AND SERVICES

H.9 ENVIRONMENTAL COMPLIANCE

H.10 AIDAR 752.222-70 USAID DISABILITY POLICY – ACQUISITION (DEC 2004)

H.11 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.12 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) . 29

H.13 AIDAR 752.231-71 SALARY SUPPLEMENTS FOR HG EMPLOYEES (OCT 1998)

H.14 AIDAR 752.7007 PERSONNEL COMPENSATION

H.15 AIDAR 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION

REQUIREMENTS (APR 2014)

H.16 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JULY 1997)

H.17 AIDAR 752.7013 CONTRACTOR-MISSION RELATIONSHIPS (OCT 1989)

H.18 752.7101 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUN 2008)

H.19 302.3.5.5 REPORTING OF FOREIGN TAXES (July 2007)

H.20 302.3.5.9 NONDISCRIMINATION (JUNE 2012)

H.21 302.3.5.16(a)(1) CONSCIENCE CLAUSE IMPLEMENTATION (ACQUISITION) –

SOLICITATION PROVISION (February 2012) H.22 302.3.5.16(a)(2) CONSCIENCE CLAUSE IMPLEMENTATION (February 2012) H.23 302.3.5.16(a)(3) CONDOMS (ACQUISITION) (September 2014) H.24 302.3.5.16(a)(4) PROHIBITION ON THE PROMOTION OR ADVOCACY OF THE

LEGALIZATION OR PRACTICE OF PROSTITUTION OR SEX TRAFFICKING

(September 2014)

H.25 302.3.5.17 LIMITATION ON SUBCONTRACTING TO NON-LOCAL ENTITIES (MAY

2012)

H.26 302.3.5.19 USAID-FINANCED THIRD-PARTY WEB SITES (AUGUST 2013)

H.27 302.3.5.20 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUGUST 2013)

H.28 302.3.5.21 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR

ACQUISITION (July 2014)

H.29 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY

(DDL) (OCTOBER 2014)

H.30 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES

(JAN 2002)

H.31 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS

AMENDED

H.32 DISCLOSURE OF INFORMATION

H.33 ELECTRONIC PAYMENTS SYSTEM (AUG 2014)(PEB 2014-06)

PART II – CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JULY 2013) . 46

I.3 52.222-50 COMBATING TRAFFICKING IN PERSONS (MAR 2015)

I.4 52.229-8 TAXES – FOREIGN COST-REIMBURSEMENT CONTRACT (MAR 1990)

I.5 52.243-7 NOTIFICATION OF CHANGES (APR 1984)

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

SECTION J - LIST OF ANNEXES

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF

OFFERORS

K.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

K.2 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (DEC 2014)

K.3 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (OCT

2015)

K.4 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICECHANGES

(APR 2005)

K.5 AUTHORIZED NEGOTIATORS

K.6 SIGNATURE

K.7 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX

LIABILITY OR A FELONY CRIMINAL CONVICTION (Deviation OAA-DEV-14-02c) (August 2014)

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

L.2 52.216-1 TYPE OF CONTRACT (APR 1984)

L.3 52.233-2 SERVICE OF PROTEST (SEP 2006)

L.4 GENERAL INSTRUCTIONS TO OFFERORS

L.5 DELIVERY INSTRUCTION

L.6. INSTRUCTIONS FOR PREPARATION OF THE TECHNICAL PROPOSAL

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 EVALUATION OF THE TECHNICAL PROPOSAL

M.3 PRICE/COST EVALUATION

M.4 DETERMINATION OF THE COMPETITIVE RANGE

M.5 SOURCE SELECTION

ANNEX 1 - BRANDING STRATEGY

ANNEX 2: CERTIFICATION OF ELIGIBILITY

ANNEX 3: USAID FORM 1420-17 - CONTRACTOR BIOGRAPHICAL DATA FORM

ANNEX 4: SF LLL - DISCLOSURE OF LOBBYING ACTIVITIES

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this contract is to provide Events and Logistics Coordination services to support the USAID/Southern Africa Health Office as described in detail in Section C, Statement of Work.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) term form contract. For the consideration set forth below, the Contractor shall provide the services described in Sections C; provide the deliverables and perform the level of effort described in Section F; and otherwise conform to all contract terms and conditions.

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

(a) The estimated cost for the performance of the work required for the base period hereunder, exclusive of fixed fee, if any, is $TBD. The fixed fee, if any, is $TBD. The estimated cost plus fixed fee, if any, is

$$TBD.

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

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

B.4 CONTRACT BUDGET

The contract budget is as follows:

For Workdays Ordered (LOE) $ TBD For Other Direct Costs $ TBD Program Activity Costs $2,000,000 Indirect Costs $ TBD Fixed Fee $ TBD Cost Plus Fixed Fee Ceiling Price $ TBD

The contractor will not be paid any sum in excess of the ceiling price.

B.5 INDIRECT COSTS

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

Description Rate Base Type Period

TBD TBD 1/ 1/ 1/

TBD TBD 2/ 2/ 2/

1/Base of Application:

Type of Rate:

Period:

Source:

2/Base of Application:

Type of Rate:

Period:

Source:

[To be determined]

Note: The Contractor is allowed to recover applicable indirect costs (i.e., overhead, G&A, etc.) consistent with FAR Part 31 and its approved Negotiated Indirect Cost Rate Agreement (NICRA).

B.6 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, AIDAR 752.7003, Documentation for Payment, FAR 52.232-20 Limitation of Cost (applies while the contract is fully funded), FAR 52.232-22 Limitation of Funds (applies while the contract is funded in an amount less than the total estimated cost) and the applicable cost principles.

B.7 MULTI-YEAR CONTRACT

This is a multi-year contract as defined in FAR 17.103. Therefore, this contract is subject to the requirements of FAR 17.106 and has the following cancellation dates and ceilings:

Contract Year: Cancellation Ceiling:

(Not to Exceed)

Cancellation Date:

Contract Year 2: $[TBD] [TBD] Contract Year 3: $[TBD] [TBD] Contract Year 4: $[TBD] [TBD] Contract Year 5: $[TBD] [TBD]

Cancellation Ceiling: This is a CPFF Completion type contract where the contractor is authorized to be reimbursed for all costs which are allowable in accordance with FAR 52.216-7, “Allowable Costs and Payment.” Therefore, the contractor will not incur any costs which would have been amortized over the life of the contract should the contract be cancelled in accordance with FAR 52.217-2. The cancellation ceiling for each cancellation date is indicated above.

[END OF SECTION B]

SECTION C - STATEMENT OF WORK

C.1 OBJECTIVES

The overall objective for the contract is to provide logistical, coordination and management support services to organize and manage meetings, workshops, conferences on behalf of the USAID/Southern Africa Health Office. Furthermore, the contractor will also provide administrative support and short term technical assistance to the USAID/Southern Africa Health Office.

C.2 BACKGROUND

This section provides background information on the development challenge, relevant activities underway in South Africa, and a broad overview of the USAID Health Office.

The U.S. President's Emergency Plan for AIDS Relief (PEPFAR) is the U.S. Government initiative to help save the lives of those suffering from HIV/AIDS around the world. This historic commitment is the largest by any nation to combat a single disease internationally, and PEPFAR investments also help alleviate suffering from other diseases across the global health spectrum. PEPFAR is driven by a shared responsibility among donor and partner nations and others to make smart investments to save lives.

The President’s Emergency Plan for AIDS Relief (PEPFAR) is directed by the Office of the Global AIDS Coordinator (OGAC) and implemented in collaboration with the US Department of State (DoS), the U.S.

Agency for International Development (USAID), the Department of Health and Human Services (HHS), Department of Defense (DoD), Peace Corps and other U.S. Government (USG) agencies. The U.S.

Government places a strong emphasis on coordination of all USG HIV/AIDS activities and all United States supported international HIV/AIDS programs are considered part of PEPFAR. In South Africa, while individual agencies are responsible for specific program implementation, all of the HIV/AIDS efforts funded through the U.S. Agency for International Development (USAID), the Department of Health and Human Services (HHS), Department of Defense (DoD), Peace Corps and other U.S.

Government (USG) agencies are coordinated and managed by a U.S. Government interagency task team.

The United States (U.S.) is proud to support South Africa’s leadership in the global HIV/AIDS response.

The Partnership Framework Implementation Plan (PFIP), signed by representatives of the U.S.

government and South African government (SAG) in 2012, outlines joint investments that will further reduce HIV infections and strengthen health systems. The PFIP is a commitment by both governments to continue supporting the HIV/AIDS response, where the U.S. contribution will transition to technical assistance as the SAG increases its monetary investment. PEPFAR will continue to align investments with national priorities and to coordinate with the SAG, the Global Fund to Fight AIDS, Tuberculosis and Malaria, and other development partners to reduce new infections and save lives. Specific priorities include:

• Managing transition of clinical services to the SAG, focusing on priority areas including TB/HIV co-infection and pediatric and adolescent services.

• Supporting HIV prevention services including HIV testing and counseling, voluntary medical male circumcision, and prevention of mother-to-child HIV transmission (PMTCT).

• Strengthening the health and social welfare system and workforce for orphans and vulnerable children (OVC) services.

• Implementing cross-cutting activities for HIV/AIDS-related surveillance, laboratory systems strengthening, human resource capacity building, health information systems, and supply chain management.

• Working together with South Africa to refocus PEPFAR resources to save lives and sustainably control the HIV/AIDS epidemic by scaling up interventions in high-burden areas

– in line with the UNAIDS Fast-Track strategy and 90-90-90 targets for 2020.

C.3 REQUIRED SERVICES AND TASKS

The USAID/South Africa Health Office hosts numerous events throughout the year in support of the U.S.

President's Emergency Plan for AIDS Relief (PEPFAR) efforts to address all aspects of HIV/AIDS sustainable control of the epidemic. The events are attended by the United States Government employees, PEPFAR Implementing Partners, South African Government representatives and other stakeholders.

The contractor will provide logistical, coordination and management support services to organize and manage meetings, workshops, conferences in various meeting formats on behalf of the USAID Health Office. Events may range in size and complexity from large complex multi-day events to smaller less complex events. Events may take place at remote locations or in various locations in South Africa.

USAID envisions that multiple events could be scheduled simultaneously. In addition, facilitation and specific technical consultancies will be required.

The contractor will complete a variety of tasks including, but are not limited to, the following:

Pre-Planning Support

• Liaise with Health Office representative/s to understand the requirements of the event (this can be either through email correspondence, conference calls and or face-to-face meetings as required).

• When required provide expert advice on the best methods to carry out the event.

Site Selection/Contract Negotiation

• Upon request, identify appropriate venues in the preferred locations.

• Consolidate and submit proposals and make a recommendation as to the most appropriate venue that provides the best value to the government (three quotations are required).

• Conduct a site visit, if appropriate.

• Negotiate government rates with the venue.

• Secure a written and signed contract for the conference facility/site venue/hotel.

• Contract shall include the appropriate room block and meeting space.

Delegate Management

• Upon request, prepare and distribute letter of invitation (The Health Office will provide contractor with lists of invitees and their contact details).

• Follow up with invitees and maintain an accurate RSVP list that will be presented to the

• Health Office.

• Develop name tags, signs, table tents, and event packets at customer request or with customer-provided materials.

• Upon request develop name tags, signs, table tents, and event packets at customer request or with customer-provided materials.

• Order attendee meeting supplies such as badge holders and other materials as required.

• Upon request, make hotel bookings, flights and land transport arrangements for participants.

• Maintain an attendance list of participants.

Logistics Support

• Determine the conference room layout to best utilize the space.

• Coordinate and confirm audio visual needs and delivery.

• Coordinate services required by vendor such as Internet access and equipment rental.

• Prepare written specifications for meeting room arrangements, room sets, and audio visual needs.

• Upon request, organize catering for the events (This will include taking into account the dietary requirements of guests).

• Make any special arrangements as necessary.

• Monitor room block and hotel reservation deadlines.

• When required facilitate the setting up of a web site.

• When required post pertinent information to the site to provide conference logistics such as agenda accommodations, directions, and other requirements.

• Monitor and update website information as needed.

• In consultation with the Health Office representative plan and develop agendas, invitations to speakers, calls for papers, and mailings.

• Coordination, assembly, and shipment of conference-related materials.

• In consultation with Health Office representative create and produce event materials such as proceedings and other event publications when required.

Travel and Lodging Support

• Upon request, make hotel bookings, flights and land transport arrangements for participants.

Onsite Meeting Support

• Provide on-site meeting support at event locations, overseeing meeting room arrangements, and troubleshooting.

• Oversee and manage all contractors appointed for the event.

• Liaise with hotel partners to adjust space requirements as needed.

• Conduct registration, photocopying, and word processing.

• Upon request, organize a note taker to provide written reports of proceedings in hard copy and electronic format (where appropriate). Once a draft of the transcription is available, contractor must submit it to the Health Team for approval before distribution.

• Upon request record and transcribe meeting minutes as needed.

• Upon request provide an Interpreter as needed.

• Upon request, organize a facilitator for technical meetings.

Technical Assistance

• Upon request, provide part-time administrative support to the Health Office. (To include:

Administrative and coordinating services, staffing/personnel planning and support as well as any other administrative support that the Health Team may require).

• Upon request, organize and provide for the Health Office short term technical assistance, through international and local sources.

C.4 MANAGEMENT AND ADMINISTRATION

The Contractor will provide all general management and administrative support necessary to perform contract requirements. The Contractor will provide the services which include, but are not limited to:

1. overall management and administration of the contract, including administrative services. The Contractor will provide both the key personnel specified in the contract and additional personnel necessary to meet recurring staffing needs under the contract.

2. procurement or lease of necessary facilities, supplies and services as necessary to perform the contract.

3. the necessary planning, oversight, quality control and general technical support for all required services and deliverables.

4. the proper, efficient and uniform use of modern management and administration, accounting practices, information technology (IT), communications, reporting, human resource management, property control, security, records and other administrative processes and systems required under the contract.

5. ensure responsiveness to the overall reporting needs of the project as specified in the contract and the annual work plans developed in conjunction with the USAID Contracting Officer’s Representative (COR).

In addition, the contractor will:

• Utilize local resources to the maximum extent, as a means of ensuring strong linkages with local realities and to build management capabilities in Southern Africa. This includes local recruitment of individuals in key personnel positions and purchasing products and services locally and regionally, when appropriate.

• Consider Gender, Culture, and Equity.

• Be Flexible and Adaptive.

• Ensure Environmental Management and Compliance.

• Provide clear, concise, and timely reports meeting counterpart and USG requirements.

[END OF SECTION C]

SECTION D - PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

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

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

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

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

D.2 BRANDING AND MARKING

The Contractor will comply with 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 www.usaid.gov/branding, or any successor branding policy.

As per 320.3.2 Branding and Marking in USAID Direct Contracts, USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the program is positioned as USAID’s, as showcased by the program name (e.g., “USAID Events and Logistics Coordination Services”). “Exclusive Marking” means Contractors may only mark USAID-funded programs, projects, activities, public communications, and commodities with the USAID Standard Graphic Identity and, where applicable, the host-country government or ministry symbol or another U.S.

Government logo.

It is USAID’s policy that Contractors’ and Subcontractors’ corporate identities or logos must not be used on USAID-funded program materials.

The Contractor will also adhere to branding and marking guidelines outlined in the PEPFAR branding guidance found at http://www.pepfar.gov/reports/guidance/index.htm

[END OF SECTION D]

http://www.usaid.gov/policy/ads/300/320.pdf http://www.pepfar.gov/reports/guidance/index.htm

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

52.246-3 INSPECTION OF SUPPLIES – COST REIMBURSEMENT MAY 2001

52.246-5 INSPECTION OF SERVICES--COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

USAID’s inspection and acceptance of services, reports and other required deliverables or outputs will take place at:

Health Office

100 Totius Street Groenkloof, Pretoria 0181 South Africa or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted.

The Contracting Officer has delegated to the COR the authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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)

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance for this contract ends five years from the effective date.

F.3 PLACE OF PERFORMANCE

The principal place of performance under this contract is South Africa.

F.4 PERFORMANCE STANDARDS

The evaluation of the Contractor’s performance under this contract will be conducted jointly by the COR and the Contracting Officer in accordance with FAR 42.15 and corresponding USAID procedures. The Contractor’s performance will be evaluated annually and at contract completion, utilizing the following factors:

1) Technical, including quality of product or service and consistency in meeting goals and targets

2) Cost control, including forecasting costs as well as accuracy in financial reporting

3) Schedule, including the timeliness against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements

4) Management or business relations, addressing the history of professional behavior and overall business-like concern for the interests of the customer, including the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts, cooperative attitude in remedying problems, and timely completion of all administrative requirements

5) Management of key personnel, including appropriateness of personnel for the job and prompt and satisfactory changes in personnel when problems with clients where identified

USAID may conduct project reviews, evaluations, such as management reviews, financial reviews, performance reviews, and contractor performance reports. The Contractor will cooperate with and contribute to these reviews and evaluations as requested.

F.5 LEVEL OF EFFORT

(a) The contractor must devote [TBD - to be inserted at time of award] workdays (LOE) of direct employee and consultant labor during the period specified in Section F.2, “Period of Performance”. A workday is defined as a period of at least eight hours of productivity.

Labor Categories No. of Workdays

Project Manager TBD Finance Manager TBD Events and Logistics Support TBD Financial Management Support TBD Administrative Support TBD Technical Assistance TBD

Total Workdays (LOE) TBD

(b) Subject to the ceiling price established in in this contract and the prior written approval of the Contracting Officer’s Representative (COR), the contractor may adjust the number of workdays actually employed in the performance of the work by each position. The contractor must attach a copy of the COR’s approval to the final voucher submitted for payment. Adjustments may only be within ceiling of the total workdays ordered. Once the level of effort has been fully expended, this contract is complete.

(c) It is the contractor’s responsibility to ensure that the COR-approved adjustments to the workdays ordered for each labor category do not result in costs incurred which exceed the ceiling price of this contract. Under no circumstances shall such adjustments authorize the contractor to be paid any sum in excess of the current obligated amount.

(d) Compensation of personnel under this contract must be in accordance with AIDAR 752.7007 Personnel Compensation (July 2007).

(e) Salary rates for the personnel hired under this contract shall be consistent with contractor’s final cost proposal dated [to be inserted at time of award].

(f) Synopsis of labor categories and professional levels:

Description of Labor Categories:

Project Manager: The Project Manager is responsible for assuring that all assistance provided is technically sound and appropriate for the needs to be addressed and for adequately managing and supervising the work of all organizations and individuals engaged under the project. Additionally, s/he is expected to play a leading and substantive role in planning, developing and implementing all activities;

s/he will be the Contractor’s primary liaison with USAID/South Africa.

Finance Manager: The Finance Manager plays the lead role in the budget and financial management aspects of the contract.

Events and Logistics Support: The Events and Logistics Support category will include tasks related to overseeing, supporting and coordinating logistics for events and participants.

Financial Management Support: The Financial Management Support category includes tasks related to budget and financial management aspects of the contract.

Administrative Support: This category will support various aspects of administrative support for events and technical assistance activities

Technical Assistance: This category includes technical support for events and logistics coordination services as well as professional level technical assistance for the client office.

Description of professional levels:

Junior level: Completion of secondary school and a minimum of 3 years of professional experience in the field of specialty are required.

Mid-level: A bachelor’s degree in a relevant field and a minimum of 6 years of professional experience in the field of specialty are required

Senior level: A master’s degree in a relevant field and a minimum of 10 years of professional experience in the field of specialty are required

F.6 KEY PERSONNEL

1) The key personnel that the Contractor must furnish for the performance of this contract are as follows:

Position Name

Project Manager [TBD] Finance Manager [TBD]

2) The personnel specified above are considered to be essential to the work being performed hereunder.

Prior to replacing any of the specified individuals, the Contractor must notify both the CO and the COR reasonably in advance and submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement will be made by the Contractor without the written consent of the CO.

3) Key personnel must possess the following qualifications:

Project Manager: The Project Manager will have significant events planning and management experience and the following required qualifications:

• An appropriate post-secondary Degree/Diploma in Events Management, Hospitality, Business

Administration or another relevant field;

• At least 6 years of experience in planning and coordinating events and proven exceptional leadership in the design/planning, management, implementation, of similar-size and complex events and conference projects with skills in events planning, customer service focused management and project oversight.

• Strong communication skills, both interpersonal and written, to fulfill the diverse technical and managerial requirements of the project and to effectively coordinate with a wide range of delegates or participants;

• Fluency in English (required) and at least one additional South African language (preferred).

• Knowledge of USAID policies and procedures as related to project management is desirable;

Finance Manager: The Finance Manager will have the following required qualifications:

• An appropriate post-secondary Degree/Diploma in Finance, Accounting, Business or related field;

• At least 6 years of experience in budget and financial management for a project of similar size and scope; and

• Fluency in English (required) fluency in at least one South African language (preferred).

• Knowledge of USAID policies and procedures as related to project management is desirable;

F.8 REPORTS AND DELIVERABLES

The Contractor shall submit reports, deliverables or outputs as further described below to the COR.

All written documentation (correspondence, reports, information sheets, etc.) for submission by the Contractor to USAID must be in English. In addition to the reports outlined below, the Contractor may be required to respond quickly to ad hoc information requests with short deadlines. The following reports and plans are required:

A. Annual Work plans

The Contractor shall develop annual implementation plans to be approved in content and format by the COR consistent with the schedule set forth below. The annual work plan may be revised at any time as required by the COR. The work plans shall list planned activities with the following information indicated for each activity:

• Anticipated start and end dates for specific activities and milestones set toward the achievement of objectives.

• Anticipated life-of-activity funding broken down by month, with detailed budgets as specified by the COR, including LOE projections.

• A description and estimate of the amounts of short-term technical expertise, and other support resources that would be required to provide the assistance proposed.

• Specific deliverables required by component and the due date for that deliverable

• Appropriate measures to address required environmental compliance activities

The Contractor must submit an initial draft work plan within 30 calendar days of the effective date of the Contract. USAID will provide comments on draft work plan within 15 days of the receipt of the draft workplan. The workplan must be finalized within 60 calendar days of the effective date of the contract.

The Contractor must submit subsequent draft workplans no later than 45 calendar days prior to the beginning of USAID’s fiscal year (i.e. on August 15 for the following fiscal year). USAID will provide comments to the Contractor on its draft work plan by later than September 1; and the workplan must be finalized by no later than September 15 for activities to be implemented during the following fiscal year.

Activities contemplated within the contract workplan and any associated budgets must be consistent with the contract’s terms and conditions, with the statement of work included in Section C, and with the CO approved award budget. The COR must provide written approval of the workplan.

B. Quarterly and Annual Project Reports

The Contractor must submit Quarterly and Annual Reports to USAID. The Contractor’s reports must follow the format established by the COR and, at a minimum, must include a narrative that describes:

• Achievements and discussion of major activities

• Problems encountered and remedial actions taken

• Any anticipated obstacles to activity implementation

• Financial status of the contract, including actual expenditures incurred, accruals, available pipeline and projected expenditures for the next period.

The Contractor must submit project reports by no later than the thirtieth (30th) calendar day after the completion of each quarter of USAID’s financial year pursuant to the following schedule:

Report Type Period Reporting Period Dates Submission Due Date Quarterly Report Q1 October 1-December 30 January 30 Quarterly Report Q2 January 1-March 30 April 30 Quarterly Report Q3 April 1-June 30 July 30 Quarterly Report Q4 July 1- September 30 October 1 Annual Report FY October 1-September 30 November 15

C. Accrual Reports

The Contractor must submit a financial report showing its accrued expenditures for the quarters no later than the fifteenth (15th) day before the completion of each quarter of USAID’s fiscal year.

D. Ad Hoc Reports

The Contractor will be required to fulfill ad hoc requirements for specific deliverables, reports and other documentation in support of activities specified in the work plan. Those deliverables will be due based on the schedule established in the work plan, or any modifications thereof. It is also anticipated that ad hoc reports may be required by the COR in writing and based on deadlines established by the COR.

E. PEPFAR Reporting

Recipients of PEPFAR funds must report annually on program expenditures. Specifically, recipients must use the form PEPFAR Program Expenditures (DS-4213 OMB 1405-0208) as a part of completing the PEPFAR Annual Progress Report at the end of each USG fiscal year (September 30).

F. Branding and Marking Plan

The contractor shall finalize its branding and marking plan for USAID’s final approval within 30 days of the effective date of the award. Once it is approved, the contract will be modified to incorporate the finalized branding and marking plan.

F.9 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The Contractor will prepare and submit progress reports as specified in Section F.6. 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.

[END OF SECTION F]

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 Management and Administrative for line

Item 0001

$XXXX.XX $XXXX.XX

Technical Service for line item 0002

0003 Fixed Fee for line item 0003

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.

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 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:

Contracting Officer Regional Office of Acquisition and Assistance USAID/Southern Africa 100 Totius Street P. O. Box 43 Groenkloof 0027 Pretoria, South Africa

G.3 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in the requirements of this Contract and not withstanding any provisions contained elsewhere in this Contract, the said authority remains solely in the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract terms and conditions, including price.

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer’s Representative (COR) for this award is (COR designation letter will be distributed separately):

TBD [a COR and alternate will be designated upon contract award.]

G.5 CONTRACTOR’S PRIMARY POINT OF CONTACT

[TBD - To be inserted at time of award.]

G.6 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 Tel: +27-12-452-2000 / Fax: +27-12-460-3177

G.7 ACCOUNTING AND APPROPRIATION DATA

(TBD – to be added at time of award)

G.8 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(a) Technical Direction 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 Contracting Officer, by separate designation letter, authorizes the COR 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 must be signed as "Cognizant Technical Officer" with a copy furnished to the Contracting Officer.

(4) Issue written…