Attachment_D.2.2_USTDA_IQC_Events_Manual.pdf

As of November 10, 2015

U N I T E D S T A T E S T R A D E A N D D E V E L O P M E N T A G E N C Y

I Q C E V E N T S M A N U A L

Table of Contents

PART I: OVERVIEW 4

SECTION A: How to Use the IQC Events Manual 5

A.1 Contents and Organization of the IQC Events Manual 5

A.2 Suggestions for Effective Use of the IQC Events Manual 5 A.3 USTDA Task Orders 5

A.4 Glossary of Terms Used in the IQC Events Manual 5

SECTION B: INTRODUCTION 10

B.1 The U.S. Trade and Development Agency (USTDA) 10 B.2 Organizational Structure of USTDA 11 B.3 USTDA Programs 11

SECTION C: THE USTDA INTERNATIONAL BUSINESS PARTNERSHIP PROGRAM 12

C.1 The Purpose of the IQC Events Manual 12 C.2 Factors Relevant to the Budget for a USTDA Event 12

C.3 Sponsorship 13 C.4 Participation Requirements 13 C.5 Reverse Trade Missions 14 C.6 Conferences, Workshops and Training 15 C.7 Reimbursable Expenses 16

PART II – REVERSE TRADE MISSION PRACTICES AND PROCEDURES 17

SECTION A: SELECTING THE DELEGATION 18

A.1 Responsibilities of Participants in the RTM Program 18

• Contractor Responsibilities 18

• Delegation Responsibilities 19

• U.S. Participant Responsibilities 19

A.2 Non-Discrimination Policy 19 A.3 Initial Planning – The First Steps 19

• Project Status Briefing 19

• Letter of Invitation 20

A.4 Delegation Selection 20 A.5 Screening of RTM Delegates 20

• Role of the U.S. Embassy/Consulate Staff 21

• Survey Trip to Country of Delegation 21

A.6 Composition of the Delegation 21

• Support Staff 21

• Spouses and Other Family Members 21

• Foreign Service National and Commercial Officer Delegates 21

SECTION B: ITINERARY DEVELOPMENT 23

B.1 Acknowledgement of USTDA’s role in the RTM 23 B.2 Centralized Planning 23 B.3 Delegation Input into the Itinerary 24 B.4 RTM Itinerary Format 24

SECTION C: COMPONENTS OF THE RTM ITINERARY 25

C.1 Meetings 25 C.2 Role of Relevant Washington Embassy (ies) and Consulates 25 C.3 General Scheduling Issues 25

• Escorting the Delegation 25

• Allowing Time for the Delegation to Meet amongst Themselves 26

• Meeting Site Visit Clearances 26

• High Level Delegation Visits 26

C.4 Business Briefings 26 C.5 USTDA Staff Participation 27

SECTION D: COMMUNICATIONS & CORRESPONDENCE 28

D.1 Information Flow, Briefing and Communications 28 D.2 Maximizing Delegation & USTDA Exposure 28 D.3 Media Strategy and Handling 29 D.4 Social Media 29

D.5 Press Releases 30 D.6 Correspondence with the U.S. Embassy/Consulate 30

• Briefing Materials for the U.S. Embassy/Consulate 30 D.7 Correspondence with the Washington embassy or consulate of the Host Country(ies) 30

• Briefing Materials for the embassy/consulate 30 D.8 Correspondence with the RTM Delegation 30

• Letter of Invitation 31

• Introduction of Contractor to RTM Delegation 31

• RTM Delegation “Background Information Request” 31

• Pre-RTM Delegation Briefing Letter 32

D.9 Correspondence with U.S. Participants 32 D.10 Briefing Materials 33

• U.S. Participants’ Briefing Materials 33

• RTM Delegation Briefing Materials 34

D.11 Thank You Letters 34 D.12 Recap: Documents That Will Bear the USTDA Logo 34

SECTION E: INTERPRETATION AND TRANSLATION 35

E.1 USTDA Policy on Interpretation/Translation 35

SECTION F: TRAVEL ARRANGEMENTS 36

F.1 Visa Requirements 36

• Non-Immigrant Visa Requirements 36 F.2 Air Travel 37

• Class of Airline Tickets 37

• Type of Airline Tickets 37

F.3 Ground Transportation 37 F.4 Lodging 37

F.5 In-Country Expenditures 38 F.6 Insurance Coverage 38

• 1. Delegation’s Travel Medical Insurance 38

• 2. Defense Base Act (DBA) and Medical Evacuation Insurance 38

SECTION G: GENERAL INFORMATION 40

G.1 Introductions 40

G.2 Photographs 40 G.3 Official Airport Greetings and Farewells 41 G.4 Official USTDA Delegation Protocol Gifts 41

SECTION H: REPORTING 42

H.1 Presentation and Style 42 H.2 Final Report 42 H.3 Participants’ Lists 43

H.4 Content of the Final Report 44 H.5 Template 47 H.6 Electronic Transmittal of the Final Report 47

PART III – GENERAL REFERENCE SECTION 48

SECTION A: THE USTDA VOUCHER PAYMENT PROCESS 49

A.1 Auditing of USTDA Contracts 49 A.2 Payments by USTDA to Contractors 49 A.3 Contractor Payment Guidelines 49 A.4 ACH Wire Transfer of USTDA Funds 50

SECTION B: USTDA FORMS FOR CONTRACTOR USE 51

B.1 USTDA IQC Event Travel Insurance Registration Form / Roster of Delegates 51 B.2 Delegate Invitation Letter Template 53 B.3 Delegate Welcome Letter Template 56 B.4 U.S. Embassy Delegate Invitation Letter Template 57 B.5 U.S. Embassy Delegate Welcome Letter Template 58 B.6 General Letter from the Director of USTDA Template 59

B.7 Payment Documentation and Process Guidance 60 B.8 Contingency Authorization Request Form 63 B.9 Form to Report Actual or Near Term Exports Generated by USTDA Events 64

Annex I – Reverse Trade Mission Checklists 66

Annex II – Reverse Trade Mission Outline 70

Annex III – Guide to Interpretation/Translation 75

Annex IV - Final Reimbursement Invoice Template and Guidance 79

Annex V - Template for Final Report (Confidential Version ) 82

Annex VI - Template for Final Report (Public Version) 92

Part I – Overview

4 | P a g e

PART I – OVERVIEW

The U.S. Trade and Development Agency (USTDA or the “Agency”) helps companies create U.S. jobs through the export of U.S. goods and services for priority development projects in emerging economies.

USTDA links U.S. businesses to export opportunities by funding project planning activities, pilot projects, and reverse trade missions while creating sustainable infrastructure and economic growth in partner countries. The Agency toward this end funds various forms of technical assistance, feasibility studies, pilot projects, training, reverse trade missions, conferences and business workshops.

USTDA’s strategic use of foreign assistance funds to support sound economic policy and decision-making in host countries creates an enabling environment for trade, investment and sustainable economic development. Operating at the nexus of foreign policy and commerce, USTDA is uniquely positioned to work with U.S. firms and host countries in achieving the Agency’s trade and development goals. In carrying out its mission, USTDA gives emphasis to economic sectors that may benefit from U.S. exports of goods and services.

Working through the U.S. private sector to implement its program, USTDA brings best practices and U.S. technology to bear in delivering specific, results-oriented development assistance. The Agency’s aim is a win-win scenario: promoting economic growth in developing and middle-income countries, while simultaneously helping U.S. businesses export their products, thereby creating U.S. jobs.

Reverse Trade Missions (RTMs), conferences, workshops, training and other events represent an important part of USTDA activities. By means of RTMs, USTDA brings foreign project sponsors, officials and others to the United States to observe the design, manufacture, demonstration and operation of U.S. products and services that can potentially help them achieve their developmental goals.

Conferences and workshops are sector or region-specific events are designed to showcase U.S. goods, services and technology to foreign buyers.

The USTDA IQC Events Manual is a tool to standardize the planning and execution of every IQC activity. Although this Manual focuses in particular on RTMs, the practices and procedures described herein shall be used for other USTDA-sponsored events including conferences, workshops, trainings and outreach activities, as required by USTDA. Guidelines for specialized events will be included in the individual Task Order.

Part I – Section A: How To Use The IQC Events Manual

5 | P a g e

SECTION - A - HOW TO USE THE IQC EVENTS MANUAL

A.1 Contents and Organization of the IQC Events Manual

The body of the IQC Events Manual (Manual) is organized into three sections and six annexes.

Part I, Sections A-C USTDA and the Program Part II, Sections A-H USTDA Procedures and Practices Part III, Sections A-B Reference Section (Financial Procedures, Forms)

Annex I RTM Checklists Annex II RTM Outline Annex III Guide to Interpretation/Translation Annex IV Final Reimbursement Invoice Template and Guidance Annex V Template for Final Report (Confidential Version) Annex VI Template for Final Report (Public Version)

Insurance contact information and current prevailing insurance rates are specified in Part II, Section F.6 and Part III, Section B of this Manual. Users of this Manual are required to check with USTDA periodically to ensure that the information provided is still current.

A.2 Suggestions for Effective Use of the IQC Events Manual

• Read the Manual thoroughly, understand the requirements contained in the Manual, and use it as a reference as appropriate.

• Use the RTM Checklist (Annex I) as a day-to-day guide.

• Use forms in Part III, Section B, for official USTDA requests.

A.3 USTDA Task Orders

To simplify the Manual, the words “Contractor” and “Task Order” have been used throughout this Manual as all-encompassing terms for the agreement between the party responsible for completing the deliverables and carrying out the duties under an RTM, conference, workshop, training or other event and USTDA.

Payment to a Contractor may be on a “fixed price” and/or “reimbursement” basis. Under a “fixed price” agreement, a Contractor will be paid the amount set for the fixed price, regardless of the costs the Contractor actually incurs. Under a “reimbursement” agreement, a Contractor will be reimbursed for actual expenses incurred, based upon a budget agreed upon prior to signing the agreement. Each Task Order under the IQC may contain a combination of “fixed price” and “reimbursable” payment requirements.

6 | P a g e

A.4 Glossary of Terms Used in the IQC Events Manual

Conferences and Workshops Conferences and workshops connect U.S. firms with foreign project sponsors. These sector or region-specific events are designed to showcase U.S. goods, services and technology to foreign buyers. U.S. firms also have the opportunity to meet one-on-one with foreign project sponsors.

These events provide U.S. companies with an understanding of U.S.

government programs and the role they can play in supporting increased exports, from advocacy support to export financing options.

Contractor Company, which by contractual agreement, provides logistical and substantive work for USTDA in arranging an event such as a Reverse Trade Mission, Conference, Workshop, Training, etc.

Country Manager The USTDA official who serves as the Contracting Officer’s

Representative, under the supervision of a Regional Director, and, as Contracting Officer’s Representative, oversees the USTDA event

CO Contracting Officer

COR The Contracting Officer’s Representative (typically a designated country manager)

Country of Delegation The country or countries from which a foreign delegation to a USTDA event originates. Country of Delegation, Host Country and Partner Country are used in this Manual interchangeably.

DBA Insurance Defense Base Act Insurance - Workers’ compensation insurance is required of all Contractors conducting business overseas on behalf of the U.S. Government

Delegate (s) Foreign individual(s) participating in a Reverse Trade Mission or other

USTDA events

Economic Officer The Economic Officer employed by the U.S. State Department at a U.S.

Embassy/Consulate

Evaluation Officer(s) USTDA official(s) charged with evaluating the results of USTDA activities

FAR Federal Acquisition Regulation - The federal regulations which govern federal government procurement

Feasibility Study An evaluative study or early investment analysis funded by USTDA

Final Report The final report on the event produced by the Contractor for USTDA

7 | P a g e

FSN Foreign Service National or locally employed staff (also known as LES) at a U.S. Embassy/Consulate

GPI USTDA’s Global Procurement Initiative

GPO Government Printing Office

IBPP International Business Partnership Program – collectively the programs include reverse trade missions, conferences, workshops and other events that facilitate connections among U.S. companies, U.S. Government and partner country representatives

Interpretation The conversion of the spoken language of a person into the spoken language of another person

IQC USTDA’s Indefinite Delivery Indefinite Quantity Contract for

Conferences, Workshops, Reverse Trade Missions, Training and Other Events

Itinerary The overall logistical program of a Reverse Trade Mission or other

USTDA event.

Other Events USTDA undertakes other events necessary to connect U.S. firms with overseas export opportunities, including potentially roundtable meetings for U.S. industry and foreign project sponsors, conducting advance work for high level visitors from USTDA countries, and providing support to high level events being organized by other U.S. Government entities.

POC Point of Contact

Regional Director USTDA official who manages USTDA activities in a specified area of the world and who supervises USTDA Country Managers

RFP Request for Proposals

RFQ Request for Quotations

RTM Reverse Trade Missions bring foreign project sponsors, officials and others to the United States to observe the design, manufacture, demonstration and operation of U.S. products and services that can potentially help them achieve their developmental goals. The ultimate goal of the Reverse Trade Mission is to deliver development assistance and enable the eventual procurement of goods and services from the United States.

8 | P a g e

Scope of Work Description of work to be performed under the Task Order to successfully complete a Reverse Trade Mission or other USTDA event undertaken by a Contractor

Schedule When used in the noun form throughout this Manual the term refers to the list or schedule of deliverables within the Task Order

Sector Industry that is targeted for a Reverse Trade Mission, Conference, Workshop, Training or Other Event (for example, energy and power, telecommunications, or health care)

Task Order Individual orders issued under the IQC for services and/or supplies within the scope of work, issued within the period of performance, and within the maximum value of the contract. Please note that a single task order may include multiple Reverse Trade Missions, Conferences, Workshops, Training or Other Events.

Task Order Rate Chart Projected costs for services and/or supplies to fulfill a Task Order.

Training In support of U.S. businesses, USTDA provides training for foreign decision makers to support the sale of U.S. equipment and services overseas. Training can take place in either the United States or host country and it typically focuses on technology or regulatory requirements in order to give project sponsors a better understanding of U.S. capabilities and expertise related to a procurement opportunity.

Translation The conversion of a written document from one language to another language

USTDA United States Trade and Development Agency (also referred to in this

Manual as “the Agency”)

U.S. Flag Air Carrier Airline holding a certificate of public convenience and necessity issued by the U.S. Secretary of Transportation under 49 USC 41102. See also 49 USC 40118 (The Fly America Act).

U.S. Participant A U.S. individual, corporation or organization participating in the itinerary of an RTM or other USTDA event.

USCS United States Commercial Service - An organizational entity in the U.S.

Department of Commerce

USG United States Government

USTDA Eligible Country Any developing or middle-income country that is eligible to receive

USTDA assistance

9 | P a g e

USTR Office of the United States Trade Representative

Washington Embassy The permanent diplomatic mission of a country to the United States

Part I – Section B: Introduction

10 | P a g e

SECTION - B – INTRODUCTION

B.1 The U.S. Trade and Development Agency

Activities of USTDA cover a wide range of programs designed to support economic development and U.S. commercial interests. These include: (1) technical assistance and Training; (2) feasibility studies; (3) Conferences and Workshops; (4) RTMs for delegates, and

(5) other USTDA events. Specifically, Trainings, Conferences, Workshops and RTMs provide opportunities for Contractors to assist USTDA in the coordination of both the substantive and the logistical components of these very important Agency events.

USTDA’s experienced and dedicated staff is the cornerstone of its success, but the Agency cannot fulfill its mission alone. At every level, USTDA relies on U.S. businesses to provide the Agency with technical expertise.

USTDA events cover a wide range of economic sectors that represent significant U.S. export potential or policy impact, including:

* Clean Energy and Climate Change

* Transportation and Supply Chain Development

* Telecommunications / Information and Communications Technology (ICT)

* Water and Environment

* Healthcare

USTDA also works in other sectors in which specific projects fit the mission, including agribusiness. In addition, through its Global Procurement Initiative (GPI), USTDA is educating public procurement officials in emerging markets about how to establish procurement practices and policies that integrate life-cycle cost analysis and best-value trade-off determination in a fair, transparent manner.

USTDA also develops activities specifically designed to support broader USG initiatives and priorities, such as:

• Power Africa

• African Growth and Opportunity Act

• Energy and Climate Partnership of the Americas

• Summit of the Americas

• U.S. – APEC engagement

• U.S – ASEAN engagement

• Cooperation programs in aviation, energy, and healthcare in one or more of the following countries: China, India, and Brazil

• Bilateral strategic and economic dialogues

Part I – Section B: Introduction

11 | P a g e

B.2 Organizational Structure of USTDA

Regional Directors are responsible for USTDA programs. Within each region, Country Managers are assigned specific countries. Unless otherwise specified in a COR Designation Letter, the Country Manager assigned to the country or region will be designated as the COR for RTMs and other USTDA events.

B.3 USTDA Programs

Although USTDA supports a number of program activities, this Manual focuses primarily on the standards, processes and procedures for conducting RTMs. These same standards, processes and procedures will apply to Conferences, Workshops, Training and Other Events unless otherwise specified in the Scope of Work. Additional standards, processes and procedures specific to Conferences, Workshops and Training are listed in Part I, C.6 of this Manual.

USTDA’s intent is to introduce the delegates to U.S. equipment and technology and U.S. private sector capabilities and best practices, with the ultimate goal of delivering development assistance and enabling the eventual procurement of goods and services from the United States.

Part I – Section C: The USTDA International Business Partnership Program

12 | P a g e

SECTION C: THE USTDA INTERNATIONAL BUSINESS

PARTNERSHIP PROGRAM (IBPP)

C.1 The Purpose of the IQC Events Manual

The primary objective of a Contractor under this IQC is to coordinate both the substantive and logistical portions of an RTM or other event. This Manual reflects USTDA practices and procedures on issues frequently encountered during events.

C.2 Factors Relevant to the Budget for a USTDA Event

The following factors shall be considered when preparing an RTM or other USTDA event budget:

Fixed Costs

Direct Labor: Skill level and hours required at all stages of an RTM or other event. Labor rates shall be fully burdened rates (including all benefits, overhead, etc.). This shall include Industry Specialist labor (but typically does not include interpreters).

Other Direct Costs:

Some of the other direct cost items will be budgeted in the proposal and paid as part of the fixed costs of the event. These items typically include:

• Briefing, Conference, and/or Training materials

• Facilities for Business Briefings including any required A/V equipment

• Ground transportation • Photographer

• Interpreter labor and equipment costs • Marketing and promotion costs

• Business Briefing / Conference meal costs

Reimbursable Costs

Reimbursable Items: Some of the other cost items estimated by the Contractor when submitting a proposal may subsequently be reimbursed by USTDA, after the RTM or other event, based upon actual cost incurred. These items often include:

• Domestic and international airfare • Airline and baggage fees

• Lodging including any taxes • Visas

• Meals associated with the event • Airport taxes and fees

13 | P a g e

• Protocol gifts • Insurance (DBA and medical evacuation)

• Phone, fax and copies, associated with the event

C. 3 Sponsorship

The Contractor shall determine, in consultation with USTDA, to what extent the Contractor will actively seek sponsorship from U.S. participants interested in meeting with the delegation, as well as cost sharing from the home country or countries of the delegation.

All cost sharing or sponsorship activities or requirements are subject to USTDA’s due diligence process and prior USTDA approval. Contractors may propose sponsorship for any required reimbursable item. Any cost sharing or sponsorship guarantees shall be identified in the Fixed Price portion of the Contractor’s Task Order Rate Chart.

C.4 Participation Requirements

The Contractor is advised that participation at and/or sponsorship of an event held in the United States is limited to U.S. Individuals, U.S. Firms or U.S. Consultants as defined in USTDA’s Nationality, Source and Origin Requirements (“Nationality Requirements”), in addition to invited guests from USTDA eligible countries. Unless otherwise directed by USTDA, the Contractor shall include the paragraph below and a link to USTDA’s Nationality Requirements and Privacy Policy in all RTM/Conference/Workshop marketing materials.

Participation at and/or sponsorship of a USTDA event is limited to U.S. Individuals, U.S.

Firms or U.S. Consultants as defined in USTDA’s National Requirements, in addition to invited guests from USTDA eligible countries. USTDA reserves the right to authorize the participation of additional individuals and firms from the event’s host country and from other eligible countries within the same geographic region. Individuals or organizations that are excluded in the U.S. Government’s System for Acquisition Management (www.sam.gov) may not attend or sponsor overseas USTDA events. Also note that by registering for USTDA events, your contact information will be provided to USTDA and USTDA may make such information available to other interested persons upon request. In addition please be informed that you will likely receive requests for information related to your participation in USTDA events and their outcomes via telephone, email or fax, from USTDA Evaluations, USTDA program evaluators, and others who share USTDA’s mission. For more information on USTDA’s Nationality Requirements and USTDA Privacy Policy, please go to USTDA’s website at www.ustda.gov.

Per the above, the Contractor is also advised that individuals or organizations that are excluded in the U.S. Government’s System for Acquisition Management (SAM), located at at www.sam.gov, may not attend or sponsor USTDA events.

http://www.sam.gov/ http://www.ustda.gov/

14 | P a g e

For overseas events, the Contractor is advised that participation at and/or sponsorship of a USTDA event is limited to U.S. Individuals, U.S. Firms or U.S. Consultants as defined in USTDA’s Nationality Requirements, in addition to invited guests from USTDA eligible countries. USTDA reserves the right to authorize the participation of additional individuals and firms from the event’s host country and from other eligible countries within the same geographic region. These local participants shall not be counted toward the Contractor’s U.S. participant and gate fee requirements. The Contractor is also advised that individuals or organizations that are excluded in SAM, located at www.sam.gov, may not attend or sponsor overseas USTDA events.

Event Registration

The Contractor shall use a secure, online electronic means to capture registration information for individuals attending the event. Several cloud-based services exist to allow for simplified and secure registration management. These same services also provide a means to securely capture credit card information, should an event carry a cost. Accepting personally identifiable information, as well as credit card information, via e-mail or fax is not an acceptable method for completing event registration. Contractors should select a method that protects the information of attendees.

C.5 Reverse Trade Missions

RTMs bring foreign project sponsors, officials and others to the United States to observe the design, manufacture, demonstration and operation of U.S. products and services that can potentially help them achieve their developmental goals.

USTDA’s intent is to introduce the delegates to U.S. equipment and technology, as well as U.S.

private sector capabilities and best practices, with the ultimate goal of delivering development assistance and enabling the eventual procurement of goods and services from the United States.

In some cases, RTMs include meetings with U.S. government agencies and departments to familiarize foreign delegates with the U.S. legal and regulatory framework for a particular sector or industry. RTMs generally are scheduled to coincide with procurement decisions by the foreign government, but can be held at any point in a project's cycle.

RTMs typically last 7-14 days, and involve the travel of approximately 6-15 foreign delegates (which may also include high level delegates), visits to a number of sites within the United States, attendance at various meetings with U.S. industry, attendance at business briefings and trade fairs, and return travel to the host country.

15 | P a g e

C.6 Conferences, Workshops and Training

The Scope of Work for a given event will specify additional detail regarding a planned event.

Scopes of Work for RTMs will typically follow a standardized format. Other activities will typically have more tailored Scopes of Work depending on the event requirements.

Conferences and Workshops – Conferences may be located within the United States or overseas in a USTDA-eligible country (unless otherwise specified). Conferences typically are larger events (200 or more attendees) that take place over two to three days, and will typically involve one or more receptions, keynote speeches, panel discussions, and one-on-one meeting opportunities. Workshops are typically one to two day events with attendance ranging from 50-

150. USTDA will typically pay for the travel, lodging and meals of all invited delegates from host countries and provide such delegates with complimentary attendance.

The Contractor shall be responsible for organizing and implementing a successful Conference or Workshop, which includes the substance of the information presented in the Task Order, the caliber of the speakers and panelists, and all of the logistics which go into an event of this type.

The Contractor is generally responsible for ensuring safe travel to the event, unless the Task Order directs otherwise. Marketing and promotion, signage and branding, simultaneous interpretation from booths, information to moderators and agenda are very important at these events and require significant planning. The Contractor shall ensure regular and detailed communication with event participants, particularly high level participants, leading up to the event to provide for a professional-level event that reflects well on USTDA and the U.S.

Government broadly. For example, participants seated at the head table should be informed in writing and directed to the head table. Conferences and Workshops may also require additional travel by the Contractor to the selected venue prior to the event for planning purposes.

The Contractor may be required to travel to foreign countries to research and identify projects to be included in project resource guides. A typical project resource guide includes information on specific projects discussed at the Conference or Workshop, providing a profile of the project, its background, technical and timing status, political/governmental support, and critical personnel for the project. Examples of briefing books or project resource guides are available, upon request and without cost, from USTDA’s library at 703-875-4357. If there is a separate contract for technical expertise to produce the project resource guide, the two Contractors shall work together to provide the substantive information presented, as well as to secure high caliber speakers and panelists to ensure the technical success of the Conference or Workshop.

Training – Training may be located within the United States or overseas in a USTDA-eligible country (unless otherwise specified). Training events may range from one day to multiple days, but will typically not exceed two weeks. Development of suitable training materials, management of presentations by trainers, translation of materials and simultaneous interpretation are critically important for Training.

16 | P a g e

C.7 Reimbursable Expenses

Delegates and Contractor travel, lodging, and meals expenses shall be governed by FAR 31.205-46. Contractors are expected to exercise the same care in incurring expenses charged to a Government contract that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary or unjustified in the performance of the Task Order shall be unallowable. Contractors will be responsible for excess costs and any additional expenses incurred for personal preference or convenience.

Costs incurred for lodging and meals (as defined in the Federal Travel Regulations (FTR), the Department of State Standardized Regulations (DSSR), and/or other applicable regulations) shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in the FTR (for travel in the contiguous United States) and the DSSR, Section 925:

Maximum Travel Per Diem Allowances for Foreign Areas (for travel in areas outside the United State) without the express authorization of the Contracting Officer.

C.7.1 Ground Transportation

The use of taxicabs is permitted while the Contractor is on official travel for USTDA. Taxi hire is appropriate when:

a. Public transportation, airport limousine service, and/or hotel courtesy transportation is not available or when time or other factors make it impractical to use available public conveyances.

b. Traveling between transportation terminals and the hotel or office while in an official travel status.

Transportation for trips used to obtain meals will not be reimbursed. Reimbursement for actual fares (plus no more than 15% tip) will be made only if an appropriate receipt is submitted with the voucher.

C.7.2 Non-Reimbursable Expenses

Examples of expenses that will not be reimbursed include the following:

a. alcoholic beverages, entertainment;

b. laundry, dry cleaning, and pressing;

c. travel insurance (excluding Defense Base Act (DBA) and Medical Evacuation for

Contractors travelling overseas);

d. parking fines;

e. charges incurred because of indirect travel for personal reasons;

f. any charges, fees, or other associated costs related to the making of reservations or other accommodations for travel; or

g. other expenses deemed by the Contracting Officer as unallowable for reimbursement.

Part II – RTM Practices and Procedures

17 | P a g e

PART II – RTM PRACTICES AND PROCEDURES

Part II –Section A: Selecting the Delegation

18 | P a g e

SECTION A: SELECTING THE DELEGATION

A.1 Responsibilities of Participants in the RTM Program

Contractor Responsibilities

• Provide a proposal, which fully describes how the Contractor shall meet USTDA’s requirements under the Scope of Work.

• Comply with all USTDA policies and procedures.

• When requested by USTDA, assist with foreign delegate selection.

• Arrange for and supply all transportation involved in the RTM.

• Build a rapport with the delegation.

• Be attentive to cultural, religious and dietary requirements.

• Accompany the delegation throughout the itinerary, with at least two Contractor professionals present on all substantive days (days with meetings, events or site visits) and at least one Contractor professional at all times, and assist with all reasonable requests identified by the delegation. Contractor shall effectively manage the moving of the delegation through the itinerary to ensure safe, reasonable and appropriate travel arrangements.

• Serve as a liaison among all entities to facilitate a smooth and productive event.

• Brief U.S. companies and site visit hosts sufficiently in advance of meetings with the delegation so that the companies can prepare appropriately tailored presentations and site visits. Briefing information shall include the purpose of the visit, the delegation list including their roles, background of the projects being pursued by the delegates, and any other pertinent information that will facilitate the most effective and constructive meetings possible.

• Ensure the appropriateness and quality of all arrangements, including business briefings, hotels, conference facilities and materials.

• Design marketing methodology and produce professional-level marketing materials for U.S. business participation. These materials shall be shared and approved by USTDA’s Office of Public Affairs. Further, promotion of the event shall be coordinated with the COR and USTDA’s Office of Public Affairs, utilizing newswire services, when appropriate.

• Provide photos, properly labeled, and suitable for publication during and after the

RTM.

• Provide complete records and reports as described in the Task Order in a timely manner.

• Continue cooperation with USTDA’s evaluation process on the results (or outcomes) of the RTM as described in this Manual or otherwise requested.

• Coordinate with local USTDA partners including U.S. Export Assistance Centers (http://export.gov/eac/index.asp), Making Global Local partners (http://www.ustda.gov/makinggloballocal/), and Minority Business Development Centers (http://www.mbda.gov/businesscenters) and Small Business Development Centers (https://www.sba.gov/tools/local-assistance/sbdc), as appropriate. Note that the Contractor may not task the local partners with performing the necessary marketing and/or event planning functions that are the responsibility of the http://export.gov/eac/index.asp http://www.ustda.gov/makinggloballocal/ http://www.mbda.gov/businesscenters https://www.sba.gov/tools/local-assistance/sbdc

19 | P a g e

Contractor. Rather, the Contractor shall include such local USTDA partners in planning the event as early as possible, typically at least one month before, in order to facilitate appropriate participation by the local partner and its membership.

Delegation Responsibilities

• Identify the head of the delegation

• Provide the mission statement with project background to Contractor, if applicable.

• Present information on project opportunities and project financing.

• Participate in the planning of the RTM.

• Participate fully in the planned itinerary.

• Endeavor to include English-speaking delegates.

• Include decision-makers as delegates.

• Be prepared to provide information, presentations and briefings to U.S. participants.

U.S. Participant Responsibilities

It is desirable for U.S. participants—businesses, government representatives and organizations— to contribute to the success of RTMs by assuming the following responsibilities.

• Provide Contractor with corporate and product/service overview.

• Guarantee a level of executive participation equal to or greater than the level of the delegation.

• Thoroughly brief presenters on the mission of the RTM.

• Provide a list of meeting participants and agenda to the Contractor at least 5 days prior to appointment with the RTM delegates.

• Participate in sponsorship to support delegates’ visit (e.g., meals, presentations, transportation, hotel, tours, and/or other appropriate entertainment).

• Follow-up with the delegation on any potential business opportunities.

• Respond, in a timely manner, to USTDA requests for follow-up information.

A.2 Non-Discrimination Policy

USTDA, as an agency of the United States government, has an established non-discrimination policy. USTDA IQC Contractors, by virtue of their status as government contractors, have non-discrimination obligations under federal statutes and regulations.

A.3 Initial Planning - The First Steps

Project Status Briefing

At the start of any Task Order, the Contractor shall meet with the following USTDA representatives to be briefed on the RTM status and USTDA objectives:

• The USTDA Country Manager / COR

20 | P a g e

• The USTDA Office of Public Affairs

• The USTDA Program Evaluation Manager

Topics of discussion shall include:

• Mission of the RTM • Interpretation • Scheduling

• Sponsorship • Delegation Composition • Political Factors

• Government Relations • Role of the FSN/FCO

• Measureable Objectives of the event

• U.S. Participants, including outreach to domestic USTDA partners

• Media Plan – including social media outreach and ongoing engagement strategy

• Marketing/promotion plan and materials

Letter of Invitation

The Contractor shall prepare a draft letter of invitation to the delegates for USTDA approval.

Processing instructions for the invitation letter are discussed fully in Communications & Correspondence, Part II, Section D.8.

A.4 Delegation Selection

Delegation selection may be specified by USTDA as a responsibility of the Contractor.

However, delegates are usually determined by a combination of the following:

• U.S. industry representatives will provide the names of potential delegates based on the representatives’ familiarity with the industry and the objective of the particular RTM.

• The U.S. Embassy/Consulate in the specified country (typically, the Commercial Service or the Economic Section) will recommend delegation members.

• The head of the delegation may help select the delegates.

A.5 Screening of RTM Delegates

USTDA, with the help of the local U.S. Embassy/Consulate, will review and approve the final delegation list.

USTDA will conduct a due diligence process for each individual delegate and the organization that they represent. Attendance in the event is subject to USTDA approval upon the conclusion of such due diligence process.

21 | P a g e

Role of the U.S. Embassy/Consulate Staff

In addition to recommending individual delegates, the Contractor may, as directed by USTDA, from time to time ask an appropriate U.S. Embassy/Consulate official to comment on a proposed list of delegates.

Survey Trip to Country of Delegation

If provided for in the Scope of Work within an individual Task Order, a Contractor will travel to the host country to: meet the prospective delegates for the RTM; review the delegation list;

refine the objective of the RTM; and consult with the U.S. Embassy/Consulate about local issues. NOTE: The Contractor is required to obtain DBA Insurance-Worker’s Compensation and Medical Evacuation Insurance if travel to the host country is authorized. (Refer to Insurance Part II, Section F.6.)

The Contractor shall brief the USTDA Country Manager upon the conclusion of the trip. The USTDA Country Manager shall be informed in writing of any changes in the make-up of the delegation at all times during the course of the RTM.

A.6 Composition of the Delegation

A well-balanced delegation is composed of members of various ranks, disciplines and interests.

The Contractor shall be aware of and respect the rank and protocol of the composition of the delegation.

Support Staff

USTDA will consider funding the travel of support staff for only those delegates with the rank of Prime Minister, President or Minister. Any issue of such support shall be raised early by the Contractor with USTDA and the head of the delegation.

Spouses and Other Family Members

USTDA will not authorize the use of USG funds for the travel of spouses or other family members of RTM delegates.

Foreign Service National (FSN) and Commercial Officer Delegates

USTDA may include an FSN or Commercial Officer as an RTM delegate. If required, USTDA will specify in the individual Task Order if the travel of an FSN or Commercial Officer has been authorized. If travel for an FSN or Commercial Officer is not specified in the individual Task

22 | P a g e

Order, the Contractor shall discuss the requirements/requests for such travel with USTDA prior to discussing it with an FSN or Commercial Officer.

The Contractor may not task U.S. Embassy/Consulate staff (i.e., they cannot be used to augment the Contractor’s staff by taking on any roles that are the responsibility of the Contractor) and do not serve as a substitute for the Contractor’s responsibilities to manage the logistics and communication with the delegation. However, USTDA recognizes that the U.S.

Embassy/consulate staff often assist in a coordination role on events.

Part II – Section B: Itinerary Development

23 | P a g e

SECTION B: ITINERARY DEVELOPMENT

B.1 Acknowledgement of USTDA’s role in the RTM

USTDA expects the Contractor to properly acknowledge the role of USTDA to U.S. participants and the RTM delegation alike. This may include the following:

• Documents as specified throughout the Manual will be approved by USTDA and will be prepared on USTDA letterhead.

• The Contractor will represent USTDA sponsorship in all written communication with

U.S. participants.

• USTDA’s mission and role in the RTM will be clearly presented to all parties. Reception invitations, gifts or symposia materials will properly bear USTDA’s logo. All instances where the USTDA logo will be used must be cleared in advance by USTDA.

• The USTDA Country Manager will work in consultation with the Contractor to determine USTDA staff representation at all events.

• If specified in the Scope of Work, USTDA will sponsor a reception in honor of the delegation. No USTDA reception shall be planned without the prior approval of USTDA.

• USTDA reserves the option for USTDA personnel to travel with the delegation at USTDA’s separate expense. The Contractor will make every attempt to facilitate such participation.

• The Contractor will work with the USTDA’s Office of Public Affairs to ensure all USTDA congressional and public affairs interests are met.

• The Contractor shall be mindful of the fact that USTDA is an independent agency of the U.S. Government and shall take particular care in ensuring that this is understood by all participants in USTDA-sponsored events.

B.2 Centralized Planning

The Contractor, as a representative of USTDA, will serve as the central planning authority for the itinerary and will diplomatically convey this message to RTM delegates, as well as any U.S.

participants. When developing visits to cities outside of Washington, D.C., the Contractor shall contact, where appropriate, the nearest U.S. Export Assistance Center and/or contact the relevant USTDA Making Global Local partner(s) to inform them of the visit and to identify possible site visits and/or other appropriate meetings. Similarly, where appropriate, the Contractor shall promote the visit to the local Small Business Administration office and the Minority Business Development Agency, often co-located with the U.S. Export Assistance Center. As noted in Section A.1 above, the Contractor must coordinate with such additional parties, but may not task any of them with any of the Contractor’s responsibilities.

Part II – Section B: Itinerary Development

24 | P a g e

B.3 Delegation Input into the Itinerary

Every effort must be made to include the interests of the delegates in the itinerary. The Contractor in coordination with USTDA shall ask the delegates to identify specific areas of interest. The delegates shall be made aware of any interest expressed by U.S. industry or organizations.

B.4 RTM Itinerary Format

The RTM delegation itinerary shall include, but not be limited to the following:

• Title of the RTM;

• Exact meeting times, locations and meeting/organization points of contact, including their contact information;

• Meeting participants (full names with titles), in order according to protocol;

• Overview of discussion topics;

• Hotel name, address, phone and guest fax;

• Airline names, flight numbers and times; and

• Complete dates and times for each event.

Part II – Section C: Itinerary Components

25 | P a g e

SECTION C: COMPONENTS OF THE RTM ITINERARY

C.1 Meetings

USTDA expects the Contractor to monitor the itinerary so all activities are planned in the most effective format. Presentations should be tailored to the interests of the delegates and prompt discussions with the delegates. They should not be a direct sales pitch. Sample presentation formats include:

• Introductory briefing to delegates regarding the purpose of the event and logistics details;

• Company visits;

• Site visits for product demonstration;

• Industry technical symposia/conventions;

• U.S. participant/delegate meetings in other appropriate locations;

• Training;

• Finance briefings;

• USG presentations; and

• Meals and receptions.

C.2 Role of Relevant Washington Embassy(ies) and Consulates

As standard courtesy, the office of the Washington Embassy and the embassy’s Commercial Attaché or equivalent shall be notified by the Contractor of the dates, itinerary and general mission of the RTM.

The participation of the Washington Embassy will vary depending on the resources of the embassy, the stature/rank of the delegation and the schedule of embassy representatives.

C.3 General Scheduling Issues

Escorting the Delegation

The delegation must be accompanied throughout the RTM by the Contractor, as described above in section in Part II, A.1. The delegation shall never be without a representative liaison of USTDA, or a qualified decision-maker of the Contractor.

The delegation shall be accompanied throughout the course of the entire RTM in the United States on all domestic planes, trains, buses and overnights in hotels. The Contractor escort shall be familiar with U.S. business travel procedures and accountable to the Contractor for all delegation activities.

26 | P a g e

The Contractor’s plans for escorting the delegation through the course of a delegation visit or other event, including Contractor staff who are proposed to accompany the delegation and their titles and roles consistent with requirements listed in Part II, Section A.1, shall be clearly stated in the Contractor’s initial proposal.

Allowing Time for the Delegation to Meet amongst Themselves

The Contractor must allow time for the delegates to meet amongst themselves to discuss business strategy. The Contractor shall be available, but not present, during these meetings.

Meeting Site Visit Clearances

The Contractor shall determine whether security clearance of delegates and the Contractor’s staff (including subcontractors such as interpreters) is required for each meeting and site visit. The Contractor shall ensure that required information for site visit / meeting clearances be provided with sufficient time to allow for delegate attendance. Further, the Contractor shall support participation of USTDA’s Office of Public Affairs engagement in site visits, including facilitating, where possible, press engagement and video recording of the event or site visit. If the Contractor experiences any difficulties with obtaining such clearance, particularly for locations that are of particular importance to the effectiveness of the visit or event, the Contractor shall communicate such issues to USTDA at the earliest possible opportunity and jointly develop a strategy to overcome such difficulties.

High Level Delegation Visits

USTDA may host an RTM, Conference, Workshop or other USTDA event that includes high-level foreign delegates, such as a head of state or head of government. If this is the case (and also on occasion for a minister), the Contractor may be required to provide appropriate advance work including: security coordination, advance site visit of meeting locations, communications plan, emergency contingency plan, and preparation of a minute-by-minute agenda with exact routing. The Contractor shall ensure that lodging, air travel, ground transportation, and meal arrangements take into account the additional security and protocol requirements involved in such an event. The Contractor shall develop and implement a plan in coordination with USTDA’s Office of Public Affairs for media involvement (e.g., press conferences) including considering site locations and logistics.

C.4 Business Briefings

The Contractor may be called upon to organize a business briefing during the course of the RTM. The purpose of the Business Briefing is to provide an opportunity for the delegates to convey information about potential projects in their country or countries to U.S. firms, particularly related to project scope, project cost, financing and procurement procedure and timing. The requirement to organize a business briefing will be stated in the individual Task Order. If required, the Contractor shall be responsible for identifying and recruiting appropriate

27 | P a g e

U.S. firms to attend the business briefing, including major U.S. firms active in the sector, as well as small and medium-sized businesses that may also be interested. The organization of a successful business briefing and the recruitment of appropriate and interested U.S. firms require time and attention on the part of the Contractor. The plan for recruitment and organization of the business briefing, including marketing and promotion, shall be discussed in detail with USTDA and shall be factored into the Contractor’s cost and time estimates for the RTM.

C.5 USTDA Staff Participation

USTDA staff regularly accompany the delegation for part or all of the itinerary. During the program, USTDA staff may participate at a private sector sponsored event if such staff is assigned to participate as a speaker, panel participant, or otherwise to present information on behalf of USTDA.