TFSAIAF15R0011_EC_Eval_-_English.pdf

September 03, 2015

Dear Potential Offeror:

Enclosed is the Bureau of the Fiscal Services’s solicitation #TFSAIAF15R0011 for grant data evaluator and verification services for Ecuador (EC) grantee recipients, on behalf of the Inter- American Foundation (IAF). While I encourage you to review the entire solicitation, you should become particularly familiar with the following sections:

1. Sections B and C, which provide important background information about the type, scope and location of the services to be performed, as well as the requirements, personnel qualifications and basic eligibility criteria. Mandatory requirements consist of the following:

a) The Offeror shall be an individual, firm or non-governmental organization with full-time physical presence in Ecuador, and holds legal status to operate in Ecuador for the duration of the contract.

b) The Offeror shall have the required language abilities for Ecuador: read, write and speak Spanish in professional business language.

2. Section H, which describes Special Contract Requirements.

3. Sections L and M, which describe the proposal preparation and evaluation process. Please note that instructions regarding the submission of proposals are contained at L.8. and should be adhered to absolutely.

To be considered complete, the proposal must include one electronic copy (e-mail) of the information below. The proposal may be submitted in either English or Spanish, but must include rates in US dollars.

Electronic proposals are to be submitted to purchasing@fiscal.treasury.gov to be accepted, and must reference solicitation number TFSAIAF15R0011 EC Evaluator-- MLW/TMW in the subject line.

The proposal must include the information listed below. The list has no particular order of importance.

1. OF 308 (Solicitation and Offer) - Page one of the form, completed and signed by the Offeror (Blocks 12A-D.)

2. Pricing proposal (see sections B, L and M) - This should include the fixed daily rate pricing information for the base year and each option year, and not-to-exceed travel cost estimates per year.

Note: The EC Evaluator should anticipate that his or her workload will be proportional to the size and activities of the Ecuador grants portfolios and will correspond to the needs of the agency, and may increase or decrease according to any portfolio changes. Fluctuations in the portfolio will affect the workload and amount paid under this contract.

3. Technical proposal (see Sections L and M) - This should include information sufficient so as to demonstrate a thorough understanding of the data verification requirements, as outlined in Section C – Performance Work Statement (PWS). The proposal should also include the curriculum vitae of the proposed personnel (see Section L.8.2.).

4. References – Provide at least two current client references, to include a brief description of the work provided, as well as the contact name, current address, current phone number and current email address of each reference.

Proposals received after the deadline 2:00 PM ET, October 05, 2015 are late and will not be considered. It is the responsibility of the Offeror to verify receipt of their proposal.

Any questions regarding this solicitation should be submitted no later than fifteen calendar days before the due date for offers; we cannot assure an answer to questions submitted after this deadline. Questions should be submitted to purchasing@fiscal.treasury.gov and must reference solicitation number TFSAIAF15R0011 EC Evaluator-- MLW/TMW in the subject line. You should have no contact with any employee of the IAF or Treasury regarding this procurement other than me, or Mindy Wargowsky.

We appreciate your interest in participating in this procurement.

Sincerely, Tina White

Contracting Officer

TFSAIAF15R0011 1

AUTHORIZED FOR LOCAL REPRODUCTION OPTIONAL FORM 308 (9-97)

COMPUTER GENERATED Prescribed by GSA - FAR (48 CFR) 53.215-1(f)

OMB CONTROL NO. 1505-0080/0081

SOLICITATION AND OFFER —

NEGOTIATED ACQUISITION

PAGE OF

PAGES

I. SOLICITATION

1. SOLICITATION NUMBER

TFSAIAF15R0011

2. DATE ISSUED

September 3, 2015

3. OFFERS DUE BY

October 5 , 2015 before 2:00 pm ET

4. OFFERS VALID FOR 60 DAYS UNLESS A

DIFFERENT PERIOD IS ENTERED HERE

90 days

5. ISSUED BY

Department of the Treasury Bureau of the Fiscal Service Division of Procurement 200 Third Street – Avery 5-F Parkersburg, WV 26106-5312

6. ADDRESS OFFER TO (If other than Item 5)

7. FOR INFORMATION CALL (No collect calls)

A. NAME B. TELEPHONE C. E-MAIL ADDRESS

Mindy Wargowsky

AREA CODE

PHONE NUMBER

purchasing@fiscal.treasury.gov

8. BRIEF DESCRIPTION

This solicitation is intended to result in a fixed price contract for Grant Data Evaluation and Verification Services for Ecuador, to support the Inter-American Foundation (IAF).

9. TABLE OF CONTENTS

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

PART I — THE SCHEDULE PART II — CONTRACT CLAUSES

x A SOLICITATION/CONTRACT FORM 1 x I CONTRACT CLAUSES 17-20 x B SUPPLIES OR SERVICES AND PRICES/COSTS 2-3 PART III — LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

x C DESCRIPTION/SPECS./WORK STATEMENT 4-10 x J LIST OF ATTACHMENTS 21 x D PACKAGING AND MARKING 11 PART IV — REPRESENTATIONS AND INSTRUCTIONS x E INSPECTION AND ACCEPTANCE 11 K REPRESENTATIONS, CERTIFICATIONS AND OTHER

22-24 x F DELIVERIES OR PERFORMANCE 11 x G CONTRACT ADMINISTRATION DATA 12-14 x L INSTRS., COND., AND NOTICES TO OFFERORS 25-28 x H SPECIAL CONTRACT REQUIREMENTS 15-16 x M EVALUATION FACTORS FOR AWARD 29-31

II. OFFER

The undersigned agrees to furnish and deliver the items or perform services to the extent stated in this document for the consideration stated. The rights and obligations of the parties to the resultant contract shall be subject to and governed by this document and any documents attached or incorporated by reference.

10A. PERSONS AUTHORIZED TO NEGOTIATE 10B. TITLE 10C. TELEPHONE

AREA CODE NUMBER

11. NAME AND ADDRESS OF OFFEROR

12A. SIGNATURE OF PERSON AUTHORIZED TO SIGN

12B. NAME OF SIGNER

12C. TITLE OF SIGNER

12D. DATE 12E. TELEPHONE

AREA CODE NUMBER

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PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1. CONTRACT SUMMARY

The Contractor shall provide services specified in Section C at a fixed daily rate. Travel and administrative expenses will be paid at actuals (see B.4.). The contract term is not-to-exceed 60 months including a base period and four unilateral option periods as shown below:

Period From Through Base Period Date of award 12th Consecutive Month Option Year One Month 13 Month 24 Option Year Two Month 25 Month 36 Option Year Three Month 37 Month 48 Option Year Four Month 49 Month 60

B.2. CONTRACT PRICING

The unit prices listed below shall consist of the Contractor’s fully loaded daily rate (including benefits) for grant visits, hosting or attending conferences, training or providing other services as required by the Contracting Officer’s Representative (COR) and are fixed for the duration of the contract. Costs associated with C.6.- Meetings and C.8.- Other Services, such as reserving meeting facilities, invitations and costs associated with those events will be included in the Task Under Contract (TUC) and adjusted accordingly in the monthly work plans. Since the number of days varies depending on the type of activity to be performed as described in Section C, the total Contractor’s fee per activity will be handled by the obligation of funds procedures described in B.4. The daily fee covers a 24-hour day work period, and must be provided in U.S. dollars.

Base Option Option Option Option Period Period I Period II Period III Period IV

(Year 1) (Year 2) (Year 3) (Year 4) (Year 5)

Data Evaluator US$ _______ _______ _______ _______ _______ (Daily Rate)

B.3. TRAVEL COSTS

Actual travel costs under this contract will vary, depending on the number and location of the grantees active during the course of the contract. At the time the work plan is submitted, estimated lodging, meal rates and transportation costs will be established. Travel costs are reimbursed at actuals in accordance with Federal Travel Regulations; contractor’s reimbursement for travel shall not be in excess of the rates appropriate for the area as established through reasonable COR estimates, which should rarely, if ever, exceed the State Department lodging rates without prior COR approval. Travel receipts must be provided for flights, lodging, and for all other expenses over twenty-five dollars.

Annual Travel Costs - For Price Evaluation Purposes The Offeror shall calculate the number of days/nights lodging, meals and travel costs related to the grantee visits (as shown in Section M.2.3.).

Base Option Option Option Option Period Period I Period II Period III Period IV

(Year 1) (Year 2) (Year 3) (Year 4) (Year 5)

Travel US $________ _______ _______ _______ _______ (not to exceed)

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B.4. OBLIGATION OF FUNDS

The Government will obligate funds under this contract in accordance with the pricing parameters stated in this section and the instructions in Section G.5. When the Task Under Contract (TUC) is sent to the Contractor (every twelve months), the Contractor shall submit a budget for each anticipated visit. In addition to the estimated number of days required to complete the visits, the Contractor’s price proposal may include travel costs (transportation, lodging, meals, and incidental expenses), and administrative expenses (bank electronic wire transfers, telephone calls, courier charges, cost of copies and faxes). Travel costs into and out of the country cannot be included, except in cases where the COR deems appropriate.

Funding will also be obligated to the host country Contractor for the meeting, for attending the meetings, participating in training sessions, and for other required services during the life of the contract.

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SECTION C - INTER-AMERICAN FOUNDATION

PERFORMANCE WORK STATEMENT (PWS)

C.1. BACKGROUND

The Inter-American Foundation (IAF) is an independent agency of the United States Government, established as part of the Foreign Assistance Act of 1969. The mission of the IAF is to promote sustainable grassroots development throughout Latin America and the Caribbean. To that end, the IAF provides grants directly to grassroots and community based organizations in Latin America and the Caribbean to help them implement their own creative ideas for development and poverty reduction.

Since beginning operations in 1972, the IAF has distributed over $708 million, through more than 5,000 grants.

Many grants have supported grassroots organizations such as agricultural cooperatives or small, urban enterprises; others were awarded to larger, intermediary organizations that provide grassroots groups with credit, technical assistance, training and marketing assistance. The largest portion of IAF funding has been invested in food production and agriculture, followed by micro-enterprise development, and education and training. For more information about the IAF please visit the website at: www.iaf.gov.

Grassroots development is effective, and the best evidence is that this approach to development is today a priority for many international donors as well as public and private sector entities throughout the hemisphere.

Nevertheless, the IAF strives to provide more specific evidence of success by systematically tracking the results of its projects. The IAF designed and developed a data collection instrument in 2000 to collect and assess results data via excel spreadsheets. The instrument measures both tangible and intangible results at three levels: among individuals, organizations, and society at large. As part of grant disbursements, grantees agree to collect and forward their project results to the IAF every six months during the life span of their project. In-country data evaluators contracted by the IAF then verify the results submitted by the grantee partners and prepare a report of the validated data along with their comments on causes that facilitated or impeded achievement of project objectives for the IAF. The IAF provides training to new data evaluators in the use of the IAF data collection instrument. You may also access more information about it at:

http://www.iaf.gov/grants/grassroots_dev_framework_en.asp and then click on “How to measure grant results?”

C.2. OBJECTIVE

The Inter-American Foundation is seeking a qualified Contractor in Ecuador to provide grant data evaluation and verification and evaluation services for this country.

The IAF approves approximately six to eight grants per year. Grants are usually awarded for a one, two, or three-year period and typically include the following verification visits: an Evaluator orientation visit, a verification visit either every six months or annually, and a final visit after the project has closed. It is estimated that each visit to a grantee requires approximately 5 days, including preparing for the visit (contacting grantee, reading grant documentation, copying reports, etc.), travel time, interviews with the grantee and its beneficiaries, and drafting visit reports.

While information obtained by the Contractor during orientation and verification visits is submitted to the IAF Office of Evaluation for results reporting, all interaction with IAF grantees must be coordinated with the IAF Office of Grantmaking and Portfolio Management (GPM), usually with the Foundation Representative (FR) assigned to the country in which the Contractor is working. The Contractor is required to demonstrate adaptability in interacting with a wide range of audiences. The Contractor shall exercise appropriate sensitivities when working with IAF grantees and beneficiaries.

C.3. POSITION REQUIREMENTS

The Contractor shall possess the requisite experience and/or knowledge necessary to perform the work described in Section C.4. The requirements for the Contractor include:

(a) a degree in the field of Social Sciences (for example, economics, sociology or statistics) and minimum of three years of data collection and/or analysis experience; and

(b) three years minimum of experience working with grassroots development projects (non-government organizations (NGO) or base groups); and http://www.iaf.gov/ http://www.iaf.gov/grants/grassroots_dev_framework_en.asp

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(c) three years minimum of experience conducting social science research, including field interviews, compilation and analysis of primary and secondary data, or design and/or implementation of survey instruments.

The Contractor shall possess the necessary language abilities applicable to this country, which are Spanish.

The Contractor shall exhibit openness and sensitivity to multi-cultural and multi-disciplinary settings and be willing to travel to extremely isolated areas to meet with grantees and their beneficiaries of different races, ethnicities and income levels, agricultural cooperatives, small businesses, community associations, public and private sector entities, and technical assistance organizations.

The Contractor shall have a physical presence in Ecuador for the duration of the contract, except in cases where activities are to be performed in another country as requested by the IAF. The work includes both sedentary tasks in an office environment, as well as extensive travel in rural areas. Field visits could involve physical exertion and discomfort, and may include the use of local transportation to isolated areas, walking and hiking to inaccessible areas, as well as health-related issues such as non-potable water, lack of access to modern medical facilities and potential exposure to disease. The Contractor shall be willing and able to travel to and stay in remote areas of the country to conduct field work at the grantee partners’ physical location or where grant activities are taking place.

C.4. TASKS

The Contractor shall perform the following tasks:

• Train grantees in the use of the IAF data collection instrument.

• Train grantees on data collection strategies.

• Assist grantees with indicators that present problems in collecting the required data.

• Document and verify grant results with grantees, beneficiaries, and grantees’ partners’ alliances.

• Draft reports documenting data verification visit findings.

• Submit to the IAF, via electronic mail, the verified results data according to selected indicators.

• Write final reports for expired and selected terminated grants.

• Participate in IAF assessments of expired grants.

• Communicate with the FR and the Local Liaison and Advisory Services (LLAS), either by phone, email or in face-to-face meetings, to exchange information on project progress.

• Accompany IAF staff and contractors on field trips as requested by the COR.

• Provide grant results verification services in other countries as requested by the COR.

• Participate in a Quality Performance Assessment (QPA) to be conducted at least once during the contract period. The QPA will be conducted by the COR or the COR’s designee and will require access to grant working papers as well as accessibility and availability of the Contractor.

• Participate in training and/or conferences sanctioned by the COR.

• Undertake any other activity as requested by the COR in association with this PWS.

C.5. METHODOLOGY

C.5.1. Evaluator Orientation Visit The Contractor shall conduct an Evaluator orientation visit for new grantees by visiting them shortly after grants are awarded, but no later than ten weeks after receiving a copy of the grant agreement from the COR. If requested by the IAF Office of GPM, the Contractor may be required to participate in the IAF Program Office orientation visit conducted by the Foundation Representative, with the LLAS staff assigned to the country and the auditor. In the case where the IAF Office of GPM does not request the participation of the Contractor, the Contractor shall conduct the orientation visit on his/her own after receiving approval from the COR. The Evaluator orientation visit report shall be submitted to the IAF no later than 30 days after the visit.

C.5.1.1. Prior to the Evaluator orientation visit, the Contractor shall:

a) Coordinate the orientation visit with the FR and the LLAS to determine whether the Contractor will participate in a team orientation or whether he/she will conduct a separate Evaluator orientation visit;

b) Request the full and final version of the Grant Agreement from the IAF, or the LLAS;

c) Review the grant objectives contained in the Grant Agreement;

d) Discuss with the FR which indicators she/he has defined for the grantee’s project and make recommendations if requested by the FR;

e) Review the final indicators defined and/or approved by the FR and request any clarification;

f) Arrange with the grantee the dates of the orientation visit.

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C.5.1.2. During the Evaluator orientation visit, the Contractor shall perform the following tasks with the grantee:

a) Review with the grantee partner the objectives of the grant and the indicators that the FR has identified as his/her priority indicators prior to the visit. This discussion will provide the grantee partner with an opportunity to suggest changes in the selection of indicators. If the recommended indicators are accepted by the grantee partner, the Contractor shall notify the COR and the FR, if the latter is not present during the orientation visit.

b) Review and verify the accuracy and completeness of the baseline information to measure project objectives as presented in the project proposal.

c) Consult with the FR to clarify any questions surrounding the indicators raised by the grantee partner.

d) Explain how the grantee partner will be expected to report on the selected indicators. The Contractor shall make recommendations to the grantee as to relevant data to collect, how to go about collecting the data, and how the data shall be reported in the data collection instrument.

e) Review IAF and possible grantee partner learning questions.

f) Install the latest version of the data collection software on the grantee’s computer and train grantee partner staff members on how to record grant results in the document.

g) Highlight to the grantee partner the dates of reports submission as per the cover letter attached to the grant agreement.

The Contractor shall not counsel or provide technical assistance to the grantee partner on grant management or interpretation matters, or grant activity implementation issues. These duties pertain to the IAF oversight and are managed out of the IAF’s Office of GPM. Grant implementation or grant agreement interpretation issues must be referred by the grantee directly to the FR or the LLAS assigned to the country. Any matters related to the interpretation of the contract between the Contractor and the IAF shall be referred to the COR.

C.5.1.3. After the Evaluator orientation visit, the Contractor shall write an orientation report containing the following:

a) The name of the person who provided the orientation to the grantee partners and dates of the visit;

b) The names of the persons interviewed in the grantee organization;

c) Project description and objectives

d) Selected indicators;

e) Expected results

f) Baseline data related to selected indicators;

g) Project stated milestones disaggregated by year over the life of the project; and

h) Possible learning questions proposed by the FR and/or grantee

The Contractor shall also contact the FR and COR to notify the IAF of any issues that require clarification or resolution during the orientation visits, or concern related to the indicators previously selected.

C.5.2. Results Verification Visits After the Evaluator orientation visit, the Contractor shall visit each grantee once every six months or annually in each option year, until the termination of the grant period to verify the data reported in the grantees report on indicators. The Contractor shall submit a proposed schedule for the results verification visit to the COR and FR for approval and coordination prior to conducting the visit. Each 6-month verification visit shall take place within four weeks of grantee partner’s report submission, unless notified otherwise in writing by the COR. The Contractor shall send to the IAF, via email, the Verified Grant Results Data Report using the IAF data collection instrument within 30 days from the end of the grant visit. Also, within 30 days after each verification visit, the Contractor shall draft a paragraph for the Evaluation Office, summarizing the most important results attained by the project since the last visit and reasons or conditions that facilitated or limited the attainment of results.

C.5.2.1. Prior to the verification visit, the Contractor shall:

a) Receive from the grantee partner a copy of Program Activity and Results Report (Annex F of the Grant Agreement).

b) Inform and coordinate all proposed visits with the COR and FR.

c) Make an appointment with the grantee partner to go over the grant results data.

d) Review the grant results submitted by the grantee for each of the selected indicators.

e) Notify grantee of documents needed for review during verification.

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C.5.2.2. During the evaluation visit, the Contractor shall perform the following tasks with the grantee partner:

a) Review grantee partner’s files and documents, and conduct interviews and focus group sessions with the grantee partner staff, the beneficiaries and the grantee’s partners allies to verify grant results.

b) Compare the data from the last reporting period to the current one to ensure that no data from the previous reporting period has been transposed or duplicated in the current grant results report.

c) Verify that no data corresponding to any of the selected indicators has been omitted.

d) Provide technical assistance to the grantee partner on issues arising with data collection and documentation.

e) Review factors affecting achieving grant results as well as learning questions.

C.5.2.3. After each verification visit, the Contractor shall enter into the IAF data collection instrument the grantee data including:

a) The name of the person who conducted the grant results verification visit and date of the visit;

b) The names of the persons interviewed in the grantee organization as well as in other private and public organizations, and the Contractor’s notes from oral interviews conducted with project beneficiaries;

c) Recommendations on data collection methodologies made by the Contractor to the grantee to ensure quality of results data;

d) Recommendations for updating the IAF data collection instrument.

C.5.3. Final Visit and Documentation In the case of recently expired grants, the Contractor shall visit grantee partners, and, on a sample basis, project beneficiaries. The Contractor shall notify the COR, LLAS and FR of the final visit and coordinate such visit with the FR and/or LLAS if necessary, no later than 45 days after grant expiration. The Contractor shall verify, clarify and complete, if necessary, the grant results data presented by the grantee partner in the Final Results Report. In addition, the Contractor shall prepare an Analysis of Expiring Grants by objective, sustainability and impact.

Finally, the Contractor shall prepare a narrative Project History Report to document major grant achievements and/or failures and lessons learned. The draft narrative Project History Report shall be delivered to the FR, LLAS and COR, within 45 days from the end of the final grantee partner visit. IAF and LLAS opinions shall be incorporated in a final version of the report submitted to the IAF.

C.5.4. IAF Assessments of Expired Grants During each fiscal year, a few expired grants will be chosen by the IAF for an IAF Assessment of Expired Grants The Contractor shall participate, as determined by the COR and assigned in work order requests, in the IAF Assessments of Expired Grants, including preparatory work, visits, and final reporting, and may be required to assist in identifying and contacting a consultant as a local evaluation expert (subcontractor to be paid directly by the IAF via a separate order). The Contractor shall also play a role which may include making observations, conducting interviews, and documenting project impact, and coordinating with any consultant. Assigned Assessment reports shall be delivered to the IAF within 60 days from the date of the final IAF Assessment visit.

C.6. MEETINGS WITH IAF STAFF AND CONTRACTORS

Once a year, or when deemed necessary by the Evaluation Office, the Contractor shall participate in a meeting and/or workshop with other contractors and the IAF staff to evaluate contract activities, review and update data collection strategies and methodologies, and share best practice and insights pertaining to the impact of grants by region and by country. Travel cost incurred by the Contractor to attend this meeting shall be covered by the IAF in accordance with invoice requirements (Section G.4.). The Contractor shall be paid a daily fee in accordance with the unit price listed in Section B for attending the meeting.

If the IAF chooses to conduct a meeting in the country for which the Contractor is responsible to provide services under this Contract, then the Contractor shall undertake additional duties to assist with the planning and logistics for the meeting. In that case, the Contractor shall assist the IAF in collecting up to five quotes from hotels for the IAF to review and decide on the most cost effective value for the IAF. The quotes will include pricing of individual rooms, meeting rooms, use of equipment, and collective meals for participants so the IAF can save time and dedicate that time in meetings and topic discussion. Once the IAF decides on the hotel, then the Contractor will sign the agreement with the hotel and make all necessary pre-meeting arrangements, including paying the hotel for meeting-related expenses such as group meeting rooms, collective meals and equipment needed for the meetings. In addition, if requested, the Contractor will assist the IAF by arranging a field visit to a current or former IAF grantee, including the transportation of participants to and from the hotel to the grantee’s site. Finally, no later than two weeks after the conclusion of the meeting, the Contractor shall write and submit a copy of the minutes of

TFSAIAF15R0011 8

the meeting to the COR. Once the COR approves the minutes, the Contractor shall distribute to each meeting participant a copy of the report. The IAF shall reimburse the Contractor, including, as applicable, make a cash advance to the Contractor, in accordance with the procedures detailed in this Contract.

C.7. QUALITY PERFORMANCE ASSESSMENT

A quality performance assessment will be completed during contract performance in addition to the annual contractor performance evaluations. The quality performance assessment will be performed by the COR or the COR’s designee to observe and evaluate the administrative records and data verification methodology during a data verification visit. Within one month of the visit, the COR or designee conducting the assessment shall submit a report to the Contractor detailing the observations of the assessed contractor’s performance. The Contractor will have 30 days to clarify any items on the report prior to its becoming a final document.

C.8. OTHER SERVICES

The IAF may require other technical assistance or other related services for grantees, IAF staff and contractors under this contract. The exact requirements for such other services will be described in appropriate work order requests. These other services shall be provided in addition to basic data evaluation and verifier services as determined by the COR and priced in accordance with the daily rates in Section B.2. This may require the Contractor travel to other countries to carry out other services requested by the IAF.

C.9. DELIVERABLES (See also Performance Requirements Summary) Deliverables for data verifying services shall consist of the following documents:

1. Orientation Visit Report

2. Verified Grant Results Data Report

3. Summary on the most important achievements during the period and contributing factors

4. Final Grant Results Data Report

5. Narrative (Project History) Report

6. Analysis of Expiring Grants by Objective, Sustainability and Impact

7. IAF Assessment of Expired Grants, when assigned

8. Minutes of Conference (host country contractor only)

C.10. DOCUMENT REQUIREMENTS

All reports submitted by the Contractor to the IAF shall be in Spanish. All communications with the COR shall be in Spanish.

1) Guidance and Instructions -The Contractor shall follow existing and new guidance from the COR for the results data collection, data recording, and data transmission and for IAF Evaluations of Expired Grants.

The Contractor shall meet in Ecuador with the COR and other IAF staff, as requested, to receive new guidance or instructions, and to report on result data collection, and other tasks set forth in this contract.

2) Filing System - The Contractor shall establish a filing system for documents on individual grants and their results. These files are confidential, and shall be available to IAF staff and to independent consultants authorized by the COR.

At the end of the contract, all data files and documentation of grants shall be returned to the IAF. All electronic files shall be compatible with software already existing in the IAF, which is MS Office 2013 (Word and Excel). All data and information collected during the contract shall be regarded as confidential and shall not be released to third parties without prior approval from the IAF.

C.11. PERFORMANCE REQUIREMENTS

The purpose of the Performance Requirement Summary (PRS) is to provide a quality assurance plan for the grant data verification and evaluation services in this country. This plan provides a basis for the COR, with input from the IAF Office of GPM, to evaluate the quality of the Contractor's performance. The oversight provided for in the contract and in this plan will help to ensure that service levels reach and maintain the required levels throughout the contract term. Further, this plan provides the COR with a proactive way to avoid unacceptable or deficient performance, and provides verifiable input for the required past performance evaluations.

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The Contractor is responsible for performing the requirements of this contract in accordance with the Performance Requirements Summary (PRS) detailed on the following page. The Contractor shall be subject to the incentives/disincentives associated with the PRS.

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PERFORMANCE REQUIREMENTS SUMMARY

Desired Outcome

Required Service Performance Standard Monitoring

Method Incentives/Disincentives for Meeting or not Meeting the Performance Standards

Orientation Visit Reports

See C.5.1. The report shall be submitted within 30 days of the Contractor’s completion of the orientation visit, and shall contain all required items as listed in C.5.1.3.

The COR will record the date the Orientation Visit Report was received at the IAF and accepted for required content.

Payment of invoices associated with this requirement is contingent upon performing the required visit, and acceptance of the associated report by IAF. No payment shall be processed for the particular grant in question until the Orientation Visit Report is received and accepted.

Verified Grant Results Data Report and Summary of most important achievements

See C.5.2. The Verified Grant Results Data Report and Summary of the grantee’s major accomplishments since the last data verification visit for the IAF Evaluation Office are to be delivered electronically to the IAF within 30 days from the end of each Grant Results Verification visit, and shall contain all required items as listed in C.5.2.3.

The COR will record the date the report and summary were received at the IAF and accepted for required content.

Payment of invoices associated with the Grant Results Verification visit is contingent upon the performance of this requirement and acceptance of the associated report by IAF. No payment for the Grant Results Verification visits shall be made until the report is received and accepted.

Final Grant Results Data Report, Analysis of Expiring Grants By Objective, Sustainability And Impact, and a narrative (Project History) report

See C.5.3. The Contractor shall submit : (1) a Final Data Report, (2) Analysis of Expiring Grants, an analysis of the grantee’s major accomplishments and/or failures per each grant objective, as well as sustainability and impact, and (3) a draft narrative Project History report to document grant achievements. , failures, and lessons learned. All three reports are to be delivered for FR and LLAS opinions, within 45 days of the end of the final grantee visit, and contain all required items.

The COR will record the date the data report, analysis report, and narrative report were received at the IAF and accepted for required content.

Payment of invoices associated with the Final Visit is contingent upon the performance of this requirement and acceptance of the associated reports by IAF. No payment for the Final Visits shall be made until all three final reports required in C.5.3 are received and accepted.

IAF

Assessment of Expired Grants

See C.5.4.

As assigned by the IAF, the Contractor (with possible Subcontractor assistance) shall conduct the IAF Assessment of Expired Grants to assess the grant impact during a post-expiration visit.

Within 45 days of the final Assessment visit, the Contractor conducting the assessment shall submit a report to the IAF detailing observations of the evaluated grantee’s impact and include the required content.

The COR will record the date the Assessment report was received by the IAF and accepted for required content.

Payment of invoices for the Expired Grant visit associated with the IAF Assessment is contingent upon the performance of this requirement and acceptance of the associated report by IAF. No payment for the IAF Assessment of Expired Grants shall be made until the report is received and accepted.

Evaluators Conference Minutes (host country only)

See C.6. No later than two weeks after the conclusion of the conference, the host country Contractor shall draft and submit a copy of the minutes of the conference to the COR in accordance with C.6. After the COR approves the minutes, the Contractor shall distribute a copy of the report to each conference participant.

The COR will record the date the minutes were received and content accepted by the IAF.

The payment of invoices for the Evaluators Conference is contingent upon the performance of this requirement and acceptance of the associated report by IAF. Daily labor hour rates shall be paid for the Evaluators Conference when the Minutes of the Conference are approved by the COR and distributed to all of the participants. See section C.6 for items that are authorized to be paid in advance.

(Payment of invoices for conference participation by non-hosts is contingent upon full conference attendance)

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SECTION D - PACKAGING AND MARKING

D.1. PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information and materials to the Contracting Officer (CO) or the COR shall be paid by the Contractor unless mutually agreeable alternate arrangements are made between the COR and the Contractor.

D.2. PREPARATION FOR DELIVERY

All items shall be packaged in accordance with normal commercial practice.

D.3. MARKING OF SHIPMENTS

To facilitate identification, the Contractor and each subcontractor making shipments to the Government shall mark each piece, bundle, or container (inside and outside) with the Government contract number, and mark all shipments in accordance with normal commercial practice.

SECTION E - INSPECTION AND ACCEPTANCE

E.1. 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Office will make their full text available. Also, the full text of a clause may be accessed electronically at this address: www.acquisition.gov/far.

E.2. INSPECTION AND ACCEPTANCE

Inspection and acceptance of all work performed under this contract shall be inspected by the COR to ensure compliance with the contract and assess conformance with the Performance Requirements Summary.

E.3. RECORDS

The Contractor shall maintain and provide the CO and the COR access to all documents and records for services performed during the contract. The Contractor shall comply with requirements in FAR 4.7, Contractor Records Retention.

E.4. QUALITY CONTROL

The Contractor is required to immediately notify the COR of problems or situations that could negatively impact compliance with the provisions of the contract, and to inform the COR of the plan the Contractor will implement to resolve problems.

SECTION F - DELIVERIES OR PERFORMANCE

The following clauses are incorporated by reference:

F.1. 52.242-15 STOP-WORK ORDER (AUG 1989)

F.2. 52.242-17 GOVERNMENT DELAY OF WORK (APR 1984)

F.3. DELIVERABLES

In addition to the deliverables outlined in the Performance Work Statement (C.9.) and the Performance Requirements Summary, deliverables associated with Other Services (C.8.) will be identified in the work plan issued under the contract.

F.4 PLACE OF DELIVERY

Delivery of all items to the COR shall be made to 1331 Pennsylvania Avenue NW, Suite 1200 North, Washington, DC 20004.

http://www.acquisition.gov/far

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SECTION G - CONTRACT ADMINISTRATION DATA

G.1. CONTRACTING OFFICE REPRESENTATIVES

Contracting Officer: Tina White Administrative Contracting Officer: any Bureau of the Fiscal Service Contracting Officer

Address:

Department of the Treasury Bureau of the Fiscal Service Division of Procurement, Avery 5F 200 Third Street Parkersburg, WV 26106-5312

G.2. CONTRACT ADMINISTRATION

In no event shall any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the Contractor and a person other than the Contracting Officers be effective or binding upon the Government. The Contracting Officers are the only persons authorized to make or approve any changes in any of the requirements of this contract and, notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely in the Contracting Officers. In the event the Contractor makes any changes at the discretion of any person other than the Contracting Officers, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in the costs incurred as a result thereof.

G.3. DTAR 1052.201-70 CONTRACTING OFFICER’S REPRESENTATIVE (COR) APPOINTMENT AND

AUTHORITY (APR 2015)

(a) The COR(s) are named on the award form. Should a change to the COR(s) be necessary in the future, they will be named on the modification SF-30.

(b) Performance of work under this contract is subject to the technical direction of the COR identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the

Contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details, and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

(c) Technical direction must be within the scope of the specification(s)/work statement. The COR does not have authority to issue technical direction that:

1. Constitutes a change of assignment or additional work outside the specification(s)/work statement;

2. Constitutes a change as defined in the clause titled “Changes”;

3. In any manner causes an increase or decrease in the contract price or the time required for contract;

4. Changes any of the terms, conditions, or specification(s)/work statement of the contract;

5. Interferes with the Contractor’s right to perform under the terms and conditions of the contract; or

6. Directs supervises or otherwise controls the actions of the Contractor’s employees.

(d) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

(e) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the contractor, any direction of the COR, or the designated representative, falls within the limitations of (c) above, the Contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(f) Failure of the Contractor and Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause titled “Disputes.”

G.4. INVOICE REQUIREMENTS

a) Invoices for costs associated with travel or materials shall be submitted on a monthly basis in arrears. The

Contractor shall retain a copy of all invoices for inspection upon request by the Contracting Officer/COR.

b) Invoices shall be submitted electronically. Protected Microsoft Excel files are the preferred format, however, Adobe Acrobat Portable Document Format (PDF) and Microsoft Word are also acceptable. The email address is provided at award.

c) A proper invoice must include the following information and/or attached documentation:

1) Name of the business concern and date of invoice.

2) Contract number or other authorization for delivery of property or services.

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3) Order number, description, price, quantity of services actually delivered or rendered, and the date thereof.

4) Shipping and payment terms.

5) Name, title, and phone number of responsible official preparing the invoice.

6) Name and signature of contractor’s certifying official, title, phone number, and complete mailing address of responsible official to whom payment is to be sent.

d) Invoices will be paid upon receipt and after certification by the COR.

G.5. ORDERING

G.5.1. Task Proposal Requests A request for services shall be initiated by the submission of the “Task Under Contract” form (Attachment A) by either the COR or the Contractor. Such requests may be issued by facsimile, or by electronic commerce methods at any time during the term of this contract.

a) The task proposal request will specify, at a minimum, the following information:

1) A description of the work to be performed

2) The desired period of performance or required completion date

3) Reporting requirements and deliverables

b) Acceptance of task proposal requests will result in an obligation of funds, subject to the terms and conditions of this contract.

c) The Contractor shall not proceed with any work under a proposed TUC unless authorized by the Contracting Officer. Each obligation will indicate an effective date which shall be considered the start date as far as the determination of due date(s) for deliverables is concerned.

d) The task proposal request neither commits the Government to pay any costs incurred in the submission of any proposal or in making necessary studies for the preparations thereof, nor does it commit the Government to obligate funds for such services. The Contracting Officer is the only individual who can commit the Government to the expenditure of funds in connection with this contract.

G.5.2. Task Proposals/Authorization

a) The Contractor shall provide a written response to the task proposal request within ten calendar days, unless otherwise specified in the task proposal request. The Contractor’s written response shall consist of the following:

1) A technical proposal with the contractors approach to performing the required work

2) A work schedule identifying the person days, travel and deliverables

3) The Contractor shall complete the “Contractor’s Estimated Task Cost” portion of the Task Under Contract form. The price shall be calculated using the unit price specified in Section B times the number of days required to perform the requested task. Any travel estimate shall be priced in accordance with FAR 31.205-46

b) The Government may enter into discussions with the Contractor regarding the task proposal for purposes of negotiating the technical approach, proposed person-days, or any other issues.

When exercising the option, the Government will attach the negotiated TUC to specify the work to be performed by the Contractor.

G.6. CORRESPONDENCE PROCEDURES

To promote timely and effective administration, correspondence (with the exception of invoices) shall be subject to the following procedures:

a) Technical correspondence shall be addressed to the COR.

b) All other correspondence shall be addressed to the Contracting Officer.

G.7. PRICING OF ADJUSTMENTS

When costs are a factor in any determination of a contract price adjustment pursuant to the “Changes” Clause, or any other clause of this contract, such costs shall be in accordance with the contract cost principles and procedures in Part 31 of the Federal Acquisition Regulation (48 CFR 31) in effect on the date of the contract award.

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G.8. ADVANCE PAYMENT GUIDELINES

In accordance with FAR 32.404(a)(9) and 32.404(b), Part 32 “does not apply to advance payments authorized by law for other types of transactions excluded by agency procedures under statutory authority”, and “agencies may issue their own instructions to deal with advance payment items.” Accordingly, procedures for advance payments are described in Attachments B-C.

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SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1. PUBLIC RELEASE OF INFORMATION PERTAINING TO THIS CONTRACT

Any proposed public release of information pertaining to this contract or the work called for hereunder shall be submitted to the Contracting Officer (CO) for approval prior to release. No information shall be released without written approval from the CO.

H.2. INTERPRETATION OF CONTRACT REQUIREMENTS

If the Contractor finds clarification necessary with respect to the scope of the services to be performed or manner in which the services are to be performed hereunder, he/she shall request such clarification from the Contracting Officer. No interpretation of any provision of this contract, including applicable specification, shall be binding on the Government unless furnished or agreed to in writing by the CO.

H.3. NON-PAYMENT FOR ADDITIONAL WORK

Any additional services or a change to work specified which may be performed by the Contractor, either at his own volition or at the request of an individual other than a duly appointed Contracting Officer, except as may be explicitly authorized in the contract, will be done at the financial risk of the Contractor. Only a duly appointed Contracting Officer is authorized to bind the Government to a change in the specifications, terms, or conditions of this contract.

H.4. INDEMNIFICATION

The Contractor shall indemnify and hold harmless the Government and its officers, agents, representatives, and employees from all claims, loss, damage, actions, causes of action, expense, and/or liability resulting from, brought for, or on account of any personal injury or property damage received or sustained by any person or property growing out of or attributable to any work performed under or related to this contract, regardless of whether such claims, loss, damage, actions, expense, and/or liability may be attributable to the fault, failure, or negligence of the Contractor.

H.5. NON-PERSONAL SERVICES

The Contractor agrees that this is a non-personal services contract; that for all the purposes of the contract the Contractor is not, nor shall he/she hold himself/herself out to be, an agent or partner of, or joint venture with, the Government; and that he/she shall neither supervise, nor accept supervision from, Government employees.

H.6. REASSIGNMENT AND REPLACEMENT OF KEY CONTRACTOR PERSONNEL

a) The Government reserves the right to require the Contractor to reassign key Contractor employees who are deemed incompetent, careless, unsuitable or otherwise objectionable, or whose continued use under any obligation of funds issued under this contract…