SAEP_SOL-674-16-000021_Final_6.6.2016.pdf

Date Issued: June 6, 2016

Questions due date: June 20, 2016, 5:00 PM Local Pretoria Time

Closing Date: July 6, 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.

mailto:proposals@usaid.gov mailto:mkanjee@usaid.gov

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED

ORDER UNDER DPAS (15 CFR 700)

RATING PAGE OF PAGES

1 92

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

SOL-674-16-000021

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED 6. REQUISITION/PURCHASE NUMBER

REQ-674-16-000145

7. ISSUED BY CODE USAID/SA RAAO 8. ADDRESS OFFER TO (If other than Item 7)

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)

07/06/2016 (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

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

mkanjee@usaid.govAREA CODE NUMBER EXT.

11. TABLE OF CONTENTS

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

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM

I CONTRACT CLAUSES

38 to 55

B SUPPLIES OR SERVICES AND PRICES/COSTS

5 to 6

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

C DESCRIPTION/SPECS./WORK STATEMENT

J LIST OF ATTACHMENTS

D PACKAGING AND MARKING

8 to 10

PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

K REPRESENTATIONS, CERTIFICATIONS AND

OTHER STATEMENTS OF OFFERORS

57 to 69

F DELIVERIES OR PERFORMANCE

12 to 21

G CONTRACT ADMINISTRATION DATA

22 to 25

L INSTRS., CONDS., AND NOTICES TO OFFERORS

70 to 87

H SPECIAL CONTRACT REQUIREMENTS

26 to 37

M EVALUATION FACTORS FOR AWARD

88 to 92

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.

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.

AWARD (To be completed by government)

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

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

10 U.S.C. 2304 (c) ( ) 41 U.S.C. 253 (c) ( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(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)

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232.8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGEMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

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

AREA CODE NUMBER EXT.

x x x x x x x x x x x x x mailto:mkanjee@usaid.gov

Request for Proposal (RFP) SOL-674-16-000021

Southern Africa Energy Program

SF 33

Contents

PART I – THE SCHEDULE

SECTION B – SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

B.2 CONTRACT TYPE AND SERVICES

B.3 ESTIMATED COST AND FIXED FEE AND OBLIGATED AMOUNT

B.4 INDIRECT COSTS

B.5 COST REIMBURSABLE

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D – PACKAGING AND MARKING

D.1 752.7009 MARKING (JAN 1993)

D.2 BRANDING POLICY

D.3 BRANDING STRATEGY

D.4 MARKING

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE11

E.2 INSPECTION AND ACCEPTANCE

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

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE12

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE EVALUATION

F.5 KEY PERSONNEL

F.6 REPORTS AND DELIVERABLES

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 TECHNICAL DIRECTION AND DESIGNATION OF RESPONSIBLE USAID

OFFICIALS

G.2 CONTRACTING OFFICER'S AUTHORITY

G.3 ADMINISTRATIVE CONTRACTING OFFICE

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.6 ACCEPTANCE AND APPROVAL

G.7 PAYMENT AND INVOICES

G.8 ACCOUNTING AND APPROPRIATION DATA

G.9 CONTRACTOR’S PRIMARY POINT OF CONTACT

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 LANGUAGE REQUIREMENTS

H.2 CONTRACTOR’S STAFF SUPPORT AND ADMINISTRATIVE AND LOGISTICS

ARRANGEMENTS

H.3 AUTHORIZED GEOGRAPHIC CODE

H.4 AUTHORIZED WORK WEEK

H.5 GRANTS UNDER CONTRACT (GUC)

H.6 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL

CONFERENCES (JAN 2002)

H.7 CONSENT TO SUBCONTRACT

H.8 SUBCONTRACTING PLAN REPORT FOR INDIVIDUAL CONTRACTS AND

SUMMARY CONTRACTING REPORT

H.9 DEFENSE BASE ACT INSURANCE AND SERVICES

H.10 REPORTING OF FOREIGN TAXES (JULY 2007)

H.11 NONDISCRIMINATION (JUNE 2012)

H.12 USAID-FINANCED THIRD-PARTY WEB SITES (AUGUST 2013)

H.13 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUGUST 2013) .. 31

H.14 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION

(JULY 2014)

H.15 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014)

H.16 ENVIRONMENTAL COMPLIANCE (22 CFR 216)

H.17 PERSONNEL COMPENSATION

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

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)

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

I.4 FAR 52.247-67 SUBMISSION OF TRANSPORTATION DOCUMENTS FOR AUDIT

(FEB 2006)

I.5 AIDAR 752.245-70 GOVERNMENT PROPERTY—USAID REPORTING

REQUIREMENTS (JUL 1997)

I.6 AIDAR 725.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

I.7 752.252-2 AIDAR CLAUSES INCORPORATED BY REFERENCE (MAR 2015) . 55

I.8 USAID DISABILITY POLICY (DEC 2004)

PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS ... 56

SECTION J – LIST OF ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

OF OFFERORS

K.1 FAR 52.203-98, PROHIBITION ON CONTRACTING WITH ENTITIES THAT

REQUIRE CERTAIN INTERNAL CONFIDENTIALITY AGREEMENTS-

REPRESENTATION (DEVIATION 2015-02) (APR 2015)

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

K.3 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL

2013)

K.4 FAR 52.222-56 CERTIFICATION REGARDING TRAFFICKING IN PERSONS

COMPLIANCE PLAN (MAR 2015)

K.5 FAR 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND

CERTIFICATION (MAY 2012)

K.6 FAR 52.230-7 PROPOSAL DISCLOSURE—COST ACCOUNTING PRACTICE

CHANGES (APR 2005)

K.8 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS

K.9 AUTHORIZED NEGOTIATORS

K.10 SIGNATURE

SECTION L –INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFEROR

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB

1998)

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

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

L.4 GENERAL INSTRUCTIONS TO THE OFFEROR

L.5 DELIVERY INSTRUCTIONS

L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL73

L.7 CONTRACTOR STATEMENT OF WORK

L.8 MANAGEMENT PLAN (M.2.2)

L.9 ORGANIZATIONAL CAPACITY (M.2.3)

L.10 CONTRACTOR PAST PERFORMANCE INFORMATION (M.2.4)

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

SECTION M: TECHNICAL EVALUATION CRITERIA

M.1 GENERAL

M.2 TECHNICAL PROPOSAL EVALUATION CRITERIA

M.3 COST PROPOSAL EVALUATION

M.4 SOURCE SELECTION

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 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-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:

Standard USAID Identity:

2. “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]

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. 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

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

52.242-15 STOP-WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER (ALTERNATE I) APR 1984

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

Report/Deliverable Draft Due Date Final Due Date Submission requirements Content

Year 1 Work Plan Within 60 calendar days after contract award date

10 days after receipt of comments from COR Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.1.a below

Subsequent Annual

Work Plans

Within 30 days of the end of the

Federal fiscal year

10 days after receipt of comments from COR Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.1.a

Performance

Management and

Evaluation Plan

(PMEP)

Within 90 days after contract award date

10 days after receipt of comments from COR Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.2

Weekly Updates and planned future activities, events and travel

N/A Every Thursday COB Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.3

Trip Reports N/A Within one work week after the completion of the specific trip

Submit electronically to the

COR with a copy to the CO

& Activity Managers

Per F.6.4

Quarterly Progress

Reports N/A Within 30 days after the end of each quarter of performance (the first one is due 120 days after contract award). The final quarter of the fiscal

Submit electronically to the

COR with a copy to the CO

& 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.

Quarterly Financial

Reports and Accruals N/A 30 days after the completion of each quarter

Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.6

Quarterly Update of

Power Africa

Transaction Tracker

(PATT)

30 days after the completion of each quarter

Data entry directly into the

PATT system Per F.6.7

Annual Performance

Management Progress

Reports

30 days after the end of the USAID

Fiscal Year (By

October 31)

15 days after receipt of comments from the

COR

Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.8

Success Stories and project summary documents

Submitted with quarterly report 15 days after receipt of comments from the

COR

Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.9

Catalyzing Local

Opportunities Fund

Management Plan and

Grants Manual

Due 90 calendar days after contract award date

10 days after receipt of comments from COR Submit electronically to the

COR with a copy to the CO

& Activity Managers.

Per F.6.10

Communication

Strategy Due 45 calendar days after contract award date

10 days after receipt of comments from COR Submit electronically to the

COR with a copy to the

Activity Managers.

Per F.6.11

Participant Training

Report N/A Quarterly basis Submit electronically to the

COR with a copy to the

Activity Managers and data entry into TraiNET.

Per F.6.l2

Environmental

Mitigation and

Monitoring

Plan(EMMP)

Due 90 calendar days after contract award date

10 days after receipt of comments from COR

Submit electronically to the

COR with a copy to the

Activity Managers

Environmen tal

Mitigation and

Monitoring

Plan

Other Reports N/A No later than 30 days after the completion of the respective activities

Submit electronically to the

COR with a copy to the

Activity Managers.

Per F.6.13

Close-out and de-mobilization plan

Due 180 days before end of award

10 days after receipt of comments from CO

Submit electronically to the

CO and COR with a copy to the Activity Managers

Per F.6.15

Final Report (to substitute for the

Annual Progress report for Year 5)

Within 45 days after the completion date of the contract

10 days after receipt of comments from the

COR

Submit electronically to the

COR with a copy to the CO

& 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 4 th 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, fixed 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

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

100 Totius Street

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

(c) In the separately-issued COR designation letter, the Contracting Officer designates an alternate COR to act in the absence of the designated COR, in accordance with the terms of the letter.

(d) Contractual Problems - Contractual problems, of any nature, that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e.