SAEP_SOL-674-16-000021_Amended_2.docx

Date Issued: June 6, 2016 Questions due date: June 20, 2016, 5:00 PM Local Pretoria Time Closing Date: July 618, 2016 Closing Time: 5:00 PM Local Pretoria Time

SUBJECT: Request for Proposals (RFP) No.: SOL-674-16-000021 REFERENCE: Southern Africa Energy Program

The U.S. Agency for International Development (USAID) is seeking proposals from qualified organizations interested in providing technical assistance and services as described in the attached solicitation.

This procurement will be conducted through full and open competition, for which the procedures for “contracting by negotiation, trade-off process” as set forth in the Federal Acquisition Regulation (“FAR”) Part 15 will govern. All types of organizations (large or small commercial [for profit] firms, educational institutions, non-profit organizations meeting USAID source and nationality geographic code 935 are eligible to compete.

USAID/Southern Africa intends to award a cost-plus-fixed-fee (CPFF) completion type contract for a period of five (5) years from the date of award with an estimated cost in the range of $70 - 73 million. Although an estimated range is provided, offerors should propose costs that they believe are realistic and reasonable for the work described in their proposal. The most effective approach for achieving the expected results is encouraged and the award will be made to the offeror whose proposal offers the best value to the Government considering technical and cost factors (see Section M) of the solicitation.

Offerors are encouraged to read the entire solicitation. Pay special attention to Section L – Instructions to Offerors and Section M – Evaluation Criteria. Any blanks in Sections B through J will be completed by the Contracting Officer before award. Offerors must comply with FAR Clause 52.204-7, System for Award Management and adhere to the requirements set forth in Section K – Representations, Certifications, and Other Statements of Offerors.

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 costs 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.

By email only, please submit all questions and requests for clarifications about this RFP no later than the deadline above to proposals@usaid.gov and mkanjee@usaid.gov; include the RFP number in the email subject line.

The Agency point of contact for this solicitation is Mahesh Kanjee, A&A Specialist, at mkanjee @usaid.gov .

Sincerely, Michael Ashkouri, Esq.

Supervisory Regional Contracting Officer

ORDER UNDER DPAS (15 CFR 700)

SOL-674-16-000021

4. TYPE OF SOLICITATION

SEALED BID (IFB) X NEGOTIATED (RFP)

REQ-674-16-000145

Regional Acquisition and Assistance USAID/Southern Africa 100 Totius Street P.O. Box 43 Groenkloof 0027 Pretoria, South Africa 00000

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

SOLICITATION

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 until 1700 LT local time (Hour)

07/0618/2016 (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.

10. FOR INFORMATION

CALL:

A. NAME

Mahesh Kanjee

mkanjee@usaid.gov

11. TABLE OF CONTENTS

K

REPRESENTATIONS,CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

57 to 69

OFFER (Must be fully completed by offeror)

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

13.

DISCOUNT

FOR

PROMPT

PAYMENT

(See

Section

I, Clause

No.

52.232.8)

CALENDAR

DAYS

CALENDAR

DAYS

CALENDAR

DAYS

CALENDAR

DAYS

14.

ACKNOWLEDGEMENTOF

AMENDMENTS

(The offeror acknowledges receipt of amendments to the

SOLICITATION

for offerors and related documents numbered dated):

AMENDMENT

NO.

DATE

AMENDMENT

NO.

DATE

06/24/2016 06/2 /2016 15A.

NAME

AND

ADDRESS

OF

OFFEROR

CODE

FACILITY

16.

NAME

AND

TITLE

OF

PERSON

AUTHORIZED

TO

SIGN

OFFER

(Type or print) 15B.

TELEPHONE

NUMBER

15C.

CHECK

IF

REMITTANCE

ADDRESS

IS

DIFFERENT

FROM

ABOVE

ENTER

SUCH

ADDRESS

IN

SCHEDULE.

17.

SIGNATURE

18.

OFFER

DATE

AREACODE

NUMBER

EXT.

)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 priceset opposite each item, delivered at the designated point(s), within the time specified in the schedule.

AWARD (To be completed by government)

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7) CODE

25. PAYMENT WILL BE MADE BY CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

Michael Ashkouri

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice. AUTHORIZED FOR LOCAL REPRODUCTION Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97) Prescribed by GSA - FAR (48 CFR) 53.214(c)

SF 33

Request for Proposal

(RFP)

SOL-674-16-000021

Southern

Africa Energy

Program

Page of

Contents

CONFERENCE PLANNING AND REQUIRED APPROVALS (AUGUST 2013)..31

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE38

I.2 FAR 52.203-99 PROHIBITION ON CONTRACTING WITH ENTITIES THAT REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS (APR 2015)

K.2 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (APR 2016)

L.11 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS PROPOSAL

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to increase electricity availability and access in Southern Africa.

B.2 CONTRACT TYPE AND SERVICES

One (1) Cost-Plus-Fixed-Fee (CPFF) Completion Type Contract, for a total period of performance of five years will be awarded under this solicitation. The Contractor shall perform the services detailed under Section C of this solicitation. It is expected that the contract will run until October 2021.

B.3 ESTIMATED COST AND FIXED FEE AND OBLIGATED AMOUNT

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

$TBD.

(b) USAID/Southern Africa intends to award one contract for a five years with the overall ceiling price of $TBD.

(c) ) 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.

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

(e) The Contractor shall not exceed the aforesaid obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract entitled "Limitation of Funds" (FAR 52.232.22).

(f) OFFEROR TO PROPOSE FEE PAYMENT SCHEDULE BASED ON the indicators and targets proposed in Annex B: Life of Project Results Framework,PMEP – this will be incorporated into contract at time of award.

B.4 INDIRECT COSTS

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

Description Period Rate Base

· Description or type of rate indicated as a percentage, e.g. G&A

· Period, e.g. CY 2013

· Base, e.g. Direct Labor for Labor Overhead

B.5 COST REIMBURSABLE

USAID will only reimburse the Contractor for allowable costs in accordance with FAR 52.216- 7, “Allowable Cost and Payment,” FAR 52.216-8, “Fixed Fee,” FAR 52.232-20, “Limitation of Cost,” and FAR 52-232-22, “Limitation of Funds,” if applicable, and AIDAR 752.7003, “Documentation for Payment.”

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

[USAID will insert the contractor’s statement of work at award, see Section J.1 for the Statement of Objectives that informs the development of Section C]

[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 POLICY

The Contractor shall comply with the requirements of the policy directives and required procedures outlined in USAID ADS 320.3.2 “Branding and Marking in USAID Direct Contracting” (version from January 2, 2015) 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.

D.3 BRANDING STRATEGY

In accordance with ADS 320.3.2.1, Contractor must prepare a Branding Implementation Plan (BIP) and Marking Plan (MP) to address the Branding Strategy described under Attachment 2, and the matrix affixed thereto. This is to ensure that the successful offeror‘s Branding Implementation Plan and Marking Plan under this contract are in compliance with the USAID Graphics Standard Manual available at http://www.usaid.gov/branding and any successor branding policy, as detailed in ADS Chapter 320.

USAID policy is to require exclusive branding and marking in USAID direct acquisitions. “Exclusive Branding” means that the project is positioned as USAID’s, as showcased by the project name (e.g., Southern Africa Energy Program). “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-

Page of country government or ministry symbol or logo. It is USAID‘s policy that contractor‘s and sub-contractors corporate identities or logos may not be used on USAID-funded program and communications materials.

Objective: To provide prospective contractors with areas to be addressed in the development of the Branding Implementation Plan and the Marking Plan to deliver the message that the assistance is from the American People.

Project Name: “Southern Africa Energy Program” or until a final name is agreed to with the Contractor.

Positioning: The purpose of this contract is to increase electricity availability and access in Southern Africa, including through facilitating increased megawatts and connections. The Contractor will have the responsibility to position USAID’s name in each activity to be supported to ensure that people recognize and identify that those activities are developed by the generous contribution of the US government and the American people.

Level of visibility: The project will ensure a high level of USAID visibility in most of their activities, at both the national and sub-national levels. Due to the nature of policy and institutional reforms which usually is developed with high level of political will, in the cases where the themes appear as sensitive, low profile will be used. When a sensitive situation needs to be considered, the contractor will strictly follow USAID recommendations.

Anticipated elements of marking plan: Deliverables to be marked, include products, equipment and inputs delivered; places where project activities are carried out; external public communications, studies, reports, publications and informative and promotional products; and workshops, conferences, fairs, media related activities and any such events. Publications authored by contractors or other non-USAID employees must include the following disclaimer on the title page:

“The author‘s views expressed in this publication do not necessarily reflect the views of the United States Agency for International Development or the United States Government.”

Threats and restrictions to the security of the project need to be identified and assessed in order to request any necessary exception from the marking requirement in accordance with ADS 320.3.2.

D.4 MARKING

1. Description of public communications and program materials to be produced as part of the activity that will visibly bear the USAID Identity:

Standard USAID Identity:

2. ( Standard

USAID

Identity:

)“This project was made possible by the United States Agency for International Development and the generous support of the American People.”

[END OF SECTION D]

Page of

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 http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

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

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of all services, reports and other required deliverables or outputs under this proposed contract must 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 Contracting Officer’s Representative (COR) listed in Section G has been delegated the authority to inspect and accept all services, reports, and required deliverables or outputs.

E.3 QUALITY ASSURANCE SURVEILLANCE PLAN/M&E PLAN

The COR will monitor and evaluate the progress, success, and impact of the Contractor’s performance under this contract as a part of the overall activity results using agreed-upon indicators. For the purposes of this contract, the Performance Monitoring and Evaluation Plan (PMEP) will serve as the Quality Assurance Surveillance Plan. The COR will utilize the PMEP to assess the impact of the activity and whether it achieves the stated objectives or if the parties should make performance-based adjustments. The PMEP exists as a “living” document reviewed and updated on an annual basis as specified in Section F.6.b.2. The PMEP sets forth the specific performance goals for the contract. The CO can modify the PMEP at any time to reflect changing priorities and circumstances. USAID may also conduct management reviews of work progress during the contract’s period of performance. USAID will conduct Data Quality Assessment (“DQAs”) for selected indicators periodically to ensure that the Contractor collects quality data.

[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. URL: http://acquisition.gov/far/index.html

NUMBER TITLE DATE

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

F.2 PERIOD OF PERFORMANCE

The expiration date of the period of performance is five years from the effective date of this contract.

F.3 PLACE OF PERFORMANCE

The Contractor shall perform the services described in Section C in the Southern Africa region.

F.4 PERFORMANCE EVALUATION

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 KEY PERSONNEL

A. Key personnel are defined as those personnel directly responsible for management of the contract, or those personnel whose professional and technical skills are certified by the requiring office as being essential for the successful implementation of the contract activity.

B. The Contractor will have up to five key personnel -. One must be a Director of Finance. Contractor’s key personnel must have experience in energy sector development, energy project development, policy reform. They must also demonstrate expert knowledge of the SADC and relevant key energy institutions, including government ministries and agencies, regulators, utilities and other entities. Expertise in renewable energy and gas are preferred. The key personnel must be dedicated full time to the SAEP project.

C. The personnel specified as key 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 Contracting Officer’s Representative (COR) reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement of personnel shall be made by the Contractor without the written consent of the Contracting Officer.

D. Unless failure to provide the designated key personnel as specified above is beyond the control, and without the fault or negligence, of the Contractor (e.g., non-acceptance or termination of employment by the individual, illness or death of the individual), failure to provide such key personnel as specified above may be considered nonperformance by the Contractor.

E. If the Contractor, at any time, is unable to comply with these requirements, the Contractor shall simultaneously notify, in writing, the Contracting Officer and the COR reasonably in advance of the individual's departure or non-acceptance of employment and shall submit written justification and explanation in sufficient detail (including implications for the CPFF total contract) to permit evaluation of the impact on the program.

F. No replacement of key personnel shall be made by the Contractor without the written consent of the Contracting Officer; provided, that the CO may ratify in writing such replacement and such ratification shall constitute the consent of the CO required by this clause.

G. Proposed substitutions must be submitted simultaneously to the CO and the COR not later than 30 days after the departure of, or non-acceptance of employment by, any of the approved individuals, and the proposed substitute personnel must have at least the same qualifications as the applicable key personnel specified above. Failure to do so may be considered nonperformance by the Contractor.

H. The listing of key personnel may, with the consent of the contracting parties, be amended from time to time during the course of this contract to either add, change, or delete personnel and positions, as appropriate.

F.6 REPORTS AND DELIVERABLES

The Contractor must submit to the COR all reports required under the contract electronically in both unlocked PDF and MSWord formats on the due dates specified. Within the first month of operations, the Contractor and the COR will set a fixed schedule and standard formats for reports including due dates if not otherwise specified in the Contract, except for those reports that will be provided on an ad hoc basis or upon COR request.

In accordance with AIDAR 752.242-70, Periodic Progress Reports, the Contractor must submit reports, deliverables or outputs as further described below to the COR (referenced in Section G.4) and any Activity Managers designated by the COR. All reports must be in the English language. The Contractor must promptly notify the COR of any problems, delays or adverse conditions which materially impair the contractor’s ability to meet the requirements of the task order. All project outputs and deliverables will be submitted to the COR in both hard copy and electronic format. Hard copies will be printed/ copied double sided.

The contractor must deliver the following reports and deliverables:

& Activity Managers.

Per F.6.1.a below

& Activity Managers.

Per F.6.1.a

& Activity Managers.

Per F.6.2

& Activity Managers.

Per F.6.3

& Activity Managers Per F.6.4

& Activity Managers.

Per F.6.5 year does not require a quarterly report as the information is expected to be rolled into the annual report.

& Activity Managers.

Per F.6.6

Quarterly Update of Power Africa Transaction Tracker (PATT)

& Activity Managers.

Per F.6.8

& Activity Managers.

Per F.6.9

& Activity Managers.

Per F.6.10

& Activity Managers.

Per F.6.14

F.6.1.a Annual Work Plans

The work plan is the key document for contract performance against which Contractor performance must be monitored and evaluated by both USAID and the Contractor. During contract performance, the Contractor will update the work plan as required, subject to COR approval. Contracting Officer’s approval of work plan updates are required if the proposed changes would give rise to a material change in the contract. The Contractor, in coordination with USAID regional and bilateral Missions (where applicable), relevant government and regional institutions, and other stakeholders, must develop a Work Plan that consists of a general implementation plan for the overall project period and a more detail first year plan to USAID for review and approval by the COR. Such comments and changes, however, if accepted by the Contractor, may not constitute a change from the terms of the Contract.

Work plans must describe the activities and interventions required to meet the Contract outputs and must address activities to be conducted in selected countries in Southern Africa, including:

a) Provide a clear and concise rationale for inclusion of selected areas and/or modification of areas from those originally proposed or selected in prior work plans;

b) Describe activities and corresponding levels of effort that address the contract statement of work;

c) Clearly articulate how strategies and activities cut across the four main contract components to illustrate how these activities are implemented in an integrated and coordinated fashion;

d) Information on how activities will be implemented in a collaborative and coordinated manner with implementing partners and other government entities;

e) Corresponding time frame for implementation of annual activities;

f) Detailed budget for implementation;

g) Review of previous year’s accomplishments, problems, and progress towards achieving Contract outputs; and

h) Propose criteria for the selection of sub-contract/grants in support of achieving the expected results.

The period of the first year will be from the contract award date to the end of FY2017. The year 1 work plan must logically expand upon the outline developed during the proposal phase. It must: identify and sequence key milestones, deliverables, outputs and outcomes of major activities, by month, for the year. Outputs and outcomes must indicate the contribution to an IR in the results framework. The work plan must also identify resources associated with each activity. It must show linkages to targets and to quality assurance and monitoring from the contract performance management and evaluation plan (PMEP). The contractor must obtain COR approval for the Year 1 work plan.

F.6.1.b Subsequent Annual Work Plans

For the second and following years, the contractor must develop a detailed annual work plan. It must: identify and sequence key milestones, deliverables, outputs and outcomes of major activities, by month, for the year. Outputs and outcomes must indicate the contribution to an IR in the results framework. The work plan must also identify resources associated with each activity. It must show linkages to targets and to quality assurance and monitoring from the contract PMEP. The contractor will ensure that the plan addresses adjustments in program funding levels during the year (if different than the planned funding levels set forth upon contract award). The contractor must obtain COR approval for annual work plans.

F.6.2 Performance Management and Evaluation Plan (PMEP)

The PMEP is a performance management tool for planning, managing, and documenting how performance data are collected and used. It must include both USAID Standard Foreign Assistance indicators as well as customized indicators developed specifically for USAID’s SAEP Project. The PMEP should include Performance Indicator Reference Sheets (PIRS) which describe indicators in detail and includes definitions, data sources, and frequency of data collection and reporting. The Performance Indicator Reference Sheets must also identify all baselines and targets for these indicators. The PMEP must effectively track the inputs and outputs of activities and achievement of Contract Performance Outcomes over the life of the Contract. The system must also be able to track gender disaggregated results data as appropriate. This system must also facilitate the flow of information within the Contractor’s organizational structure, enabling all parties to more effectively monitor and manage activities required. The system must be designed to collect, store, and report administrative, financial and programmatic data on project inputs and outputs as well as actual progress toward achieving the Contract Performance Benchmarks.

The Contractor must deliver a draft PMEP that establishes concrete measures, including rationale, data collection tools and methods, data sources and plans for achieving and capturing results using, as appropriate, the USAID required/standard and agreed custom performance indicators and targets. The contractor will make adjustments to the PMEP as necessary and when needed, but, at least, annually in conjunction with the annual work plan. The contractor must obtain COR approval of the initial PMEP and any adjustments made over the life of the contract. An updated plan submission is required when changes to the PMEP are proposed by the contractor.

F.6.3 Weekly Updates

Each week the contractor must provide the COR with a weekly update in the form of bulleted points and brief narratives that cover both a backward looking summary of the previous week’s key results and accomplishments, as well as a forward looking summary of planned activities, including scheduled events and travel for the next 4 weeks.

F.6.4 Trip Reports

Timeliness is critical for trip reports, as USAID will immediately circulate them to embassies and USAID bilateral missions to keep them informed of program progress in their countries. Trip reports will be concise, stating the purpose of the trip, key issues addressed, outcomes, recommendations, and next steps. The trip report will be organized by key issues and not as a chronological account of each meeting. The trip report will include key contact information as an attachment, along with any pertinent other information, depending on context (photographs, schedules, presentations, etc.). Sensitive information will be separated from the main body of the report and marked appropriately. The report’s format will be developed in consultation with the COR.

F.6.5 Quarterly Progress Reports (QPRs)

USAID will use the QPR as the primary means of monitoring contractor performance against contract requirements, targets, milestones and accomplishments detailed in the work plans.

Therefore, the QPRs must provide a list of actual achievements compared to those planned and must provide detailed explanations for any variations between planned activities and results and actual activities and results. Major problems and challenges encountered, proposed remedial actions, and staffing and STTA on the project must be indicated. Quarterly Progress Reports must consist of both narrative and quantitative sections (indicator tables).

The report should be no longer than 20 pages, excluding annexes. In order to reduce the reporting burden, QPRs are not due in the 4th quarter; instead the contractor must include relevant information in the Annual Report.

F.6.6 Quarterly Financial Reports and Accruals

These reports will only be considered delivered when accepted by the COR as containing the information required. The financial report will show, for the contract and each subcontract, cost to date, the budget estimate for the upcoming quarter, variations from previous estimates (should be highlighted on any spreadsheets and should be addressed in a narrative if significant) and the estimated cost to complete. Actual cost information will be submitted in the format of the budgets submitted in the Contractor’s cost proposal. The Contractor will track the level of funding available and used for sub-grants and the level of funding available and used for administrative support and oversight.

The financial report format will be determined by the COR after consultations with the Contractor, except as specified above. Specifically, the report should contain at a minimum the following information:

· Total funds committed to date by USAID into the Contract;

· Total funds expended by the Contractor to date, including a breakdown to the budget categories provided in the Contractor’s cost proposal, with additional detail to be provided upon request by the COR;

· Pipeline (committed funds minus expended funds);

· Funds and time remaining in the Award; and

· Breakdown of expenditures by type of funding.

The Contractor will also provide statements of accrued expenditures on a quarterly basis.

F.6.7 Quarterly Update of Power Africa Transaction Tracker (PATT)

The Contractor must update the Power Africa Transaction Tracker with progress on activities undertaken under the contract each quarter. Access to the system will be provided upon award of the contract.

F.6.8 Annual Performance Management Progress Reports

Based on the PMEP, and as part of USAID’s Performance Review and Annual Report process, the Contractor must submit Annual Performance Management Progress Reports, describing the progress towards achieving the program results, including expected results for the year, success stories, problems encountered, and plans for the next year and what success will look like after implementation is completed. In the reports, the Contractor must submit the monitoring and reporting on milestone events that demonstrate progress towards the descriptions of success, presented with narrative descriptions of success at the program end. Annual Performance Management Progress Reports must include both narrative and quantitative sections (indicator tables). The contractor must obtain COR approval on the template for the Annual Performance Management Progress Report prior to submitting the first year’s report.

F.6.9 Success Stories and Project Summaries

The Contractor must provide success stories and one-page documents which summarize the impact of interventions. The focus of these is to highlight the work that the development effort has achieved and should include any pertinent other information, for example, photographs.

Specific formatting shall be developed in consultation with the COR.

F.6.10 Catalyzing Local Opportunities Fund Management Plan and Grants Manual

The Contractor is expected to utilize the Catalyzing Local Opportunities Fund to augment activities that are implemented by the Contractor within the various Components using combination of grants under contract, including fixed amount grants and cost reimbursement grants.price sub-contracts and/or other mechanisms. The Contractor must prepare and submit a Catalyzing Local Opportunities Fund Management Plan, and – if small grants under contract component is included – a Grants Manual, that describe appropriate mechanisms to utilize the Fund in support of activities under this Contract. The Grants Manual must include detailed guidelines for submitting grant proposals, establishing specific eligibility criteria and developing procedures for the review and approval of grants. The procedures for monitoring the funded projects and reporting results must also be indicated in the Grants Manual. The Grants Manual must indicate compliance with 22 CFR 216 and USAID’s ADS 201.5 and 204 regarding environmental safeguards. The Grants Manual will have to be approved by the COR and Contracting Officer.

F.6.11 Communications Strategy

The Communications Strategy explains how the Contractor will create and regularly maintain a variety of outreach and communications platforms, including email distribution of newsletters and project update stories for wide distribution on a regular basis with photos and quotes, in English. The Communications Strategy must align with the Branding and Marking Plan which describes how they will communicate to beneficiaries and stakeholder audiences that the work of this contract is from the American people per the Branding Strategy and USAID Branding Guidelines.

F.6.12 Participant Training Report

The Contractor must collect data on Participant Training accomplished under the contract. Required data must be input into USAID’s TraiNet system. The training report must be submitted to the COR on a quarterly basis. The Contractor must ensure that all recipients of training comply with U.S. Government visa requirements as well as USAID policy on participant training. Further information on these requirements can be obtained from the COR. ADS Chapter 252 provides detailed information regarding visa compliance guidelines, and ADS Chapter 253 provides guidance on USAID funded training programs.

F.6. 13 Environmental Mitigation and Monitoring Plan

The Contractor shall submit an Environmental Mitigation and Monitoring Plans (EMMP) within 90 days of Award. The EMMP should be reported against in quarterly reports and updated as necessary. EMMP is required for all activities that the Initial Environmental Assessment or Environmental Assessment imposes conditions for. The EMMP should set out: 1. Mitigation actions. The EMMP translates conditions identified in the IEE or EA into specific "mitigation actions", which are designed to minimize negative environmental impact. 2. Monitoring actions. The EMMP sets out the indicators or criteria that will be used to monitor (a) whether the mitigation actions have been implemented, and (b) whether they are effective and sufficient. 3. Responsibility and schedule for mitigation, monitoring, and reporting. The EMMP specifies the parties responsible for these actions and the schedule for these tasks. 4. EMMPs may also include a log of monitoring results and budget estimates for mitigation and monitoring activities.

F.6.14 Other Reports

Other reports may also include requirements needed by USAID in response to ad hoc information requests, such as project status update by USAID/Washington Headquarters and others on Power Africa, Global Climate Change Reporting, TraiNet training database, etc.

USAID may also request the Contractor to produce in-depth technical reports on specific issues relevant to the energy sector in Southern Africa.

F.6.15 Close out and Demobilization Plan

The Contractor shall provide a program closeout plan for all activities associated with this project to the CO and COR no less than 180 days before the contract completion date.

F.6.16 Final Report

The Contractor must submit a final report which includes an assessment of the project’s success in implementing activities. This report will substitute for the Annual Progress report for Year 5. The report must provide details on the following:

· Measurement and evaluation of project indicators, as laid out in the Performance Management and Evaluation Plan;

· Details on any impediments faced in implementing the strategies developed;

· An assessment of the sustainability of any activities supported through this project;

· An assessment of current conditions in each of the key component areas of the project; and

· Estimated financial expenditures and projected remaining balance, if any, under the contract.

The Contractor must obtain COR approval on the Final Report.

[END OF SECTION F]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID OFFICIALS

The USAID/Southern Africa office shall provide technical oversight to the Contractor through the designated COR. The Contracting Officer shall issue a letter appointing the COR for the contract and provide a copy of the designation letter to the contractor.

Contracting Officer Address:

Elizabeth Colarik Regional Contracting Officer USAID/Southern Africa Regional Office of Acquisition and Assistance (ROAA) 100 Totius Street Groenkloof 0027 Pretoria, South Africa

Contracting Officer Representative Address:

TBD

USAID/Southern Africa Regional Environment, Education, and Democracy (REED) Office 100 Totius Street Groenkloof 0027 Pretoria, South Africa

G.2 CONTRACTING OFFICER'S AUTHORITY

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

G.3 ADMINISTRATIVE CONTRACTING OFFICE

All questions concerning the administration of this award shall be sent to the Contracting Officer. It is the responsibility of the Contractor to inform the Contracting Officer of requests that affect any and all sections of this award. The Contracting Officer is located at:

Regional Office of Acquisition & Assistance USAID/Southern Africa 100 Totius Street Groenkloof 0027 Pretoria, South Africa

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The designated COR will be determined at the time of award and designated per a separate letter. All technical questions during implementation of the project shall be addressed to the COR.

G.5 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 "Cognizant Technical Officer" with a copy furnished to the Contracting Officer.

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

(5) Monitor the Contractor's production or performance progress and notify the Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems. This includes compliance with USAID and host countries ‘environmental regulations.

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

(7) Review and approve Scopes of Work for Short-Term Technical Assistance.

(8) 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.