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not exceed that authorized for USAID direct shipments of unaccompanied baggage. The hire employees, and provided further that no Contractor will be reimbursed for costs of reimbursement will be made unless approval shipment of unaccompanied baggage (in ad is given by the Contractor's Chief of party. dition to the weight allowance for household
(m) Transportation of motor vehicles, per effects) not to exceed the limitations in en sonal effects and household goods. (1) Trans fect for USAID direct hire employees in se portation, including packing and crating cordance with the Foreign Service Trave. costs, will be paid for shipping from the Regulations as in effect when shipment is point of origin in the United States (or other made. location as approved by the Contracting Offi This unaccompanied baggage may be cer) to post of duty in the Cooperating Coun
shipped as air freight by the most direct try and return to point of origin in the route between authorized points of origia United States (or other location as approved
and destination regardless of the modes of by the Contracting Officer) of one privately
travel used. This provision is applicable to owned vehicle for each regular employee, home leave travel and to short-term employpersonal effects of travelers and household
ees when these are authorized by the terms goods of each regular employee not to exceed
of this contract. the limitations in effect for such shipments
(0) Storage of household effects. The cost of for USAID direct hire employees in accord
storage charges (including packing, crating ance with the Foreign Service Travel Regu
and drayage costs) in the U.S. of household lations as in effect when shipment is made.
goods of regular employees will be permitted (2) If a regular employee does not complete
in lieu of transportation of all or any part of one full year at post of duty (except for rea
such goods to the Cooperating Country under sons beyond his/her control), the costs for
paragraph (m) above provided that the total transportation of vehicles, effects and goods
amount of effects shipped to the Cooperating to and from the post of duty are not reimbursable hereunder. If the employee serves
Country or stored in the U.S. shall not ex: more than one year but less than the re
ceed the amount authorized for USAID diquired service in the Cooperating Country
rect hire employees under the Uniform For(except for reasons beyond his/her control)
eign Service Travel Regulations. the costs for transportation of vehicles, ef
(p) International ocean transportation. (1) fects and goods to the post of duty are reim
Flag eligibility requirements for ocean carbursable hereunder but the costs for trans
riage are covered by the “Source and Nationportation of vehicles, effects and goods from
ality Requirements" clause of this contract. post of duty to the employee's permanent,
(i) Transportation of things. Where U.S. legal place of residence at the time he or she
flag vessels are not available, or their use was employed for work under this contract
would result in a significant delay, the conor other location as approved by the Con
tractor may obtain a release from this retracting Officer are not reimbursable under
quirement from the Transportation Division, this contract
Office of Procurement, U.S. Agency for (3) The cost of transporting motor vehicles
International Development, Washington, DC. and household goods shall not exceed the
20523–1419, or the Mission Director, as approcost of packing, crating and transportation priate, giving the basis for the request. by surface. In the event that the carrier does (ii) Transportation of persons. Where U.S. not require boxing or crating of motor vehi flag vessels are not available, or their use cles for shipment to the Cooperating Coun would result in a significant delay, the Contry, the cost of boxing or crating is not reim tractor may obtain a release from this rebursable. The transportation of a privately quirement from the Contracting Officer or owned motor vehicle for a regular employee the Mission Director, as appropriate. may be authorized by the Contractor as re (2) Transportation of foreign-made vehiplacement of the last such motor vehicle cles. Reimbursement of the costs of transshipped under this contract for the employeeporting a foreign-made motor vehicle will be when the Mission Director or his/her des made in accordance with the provisions of ignee determines in advance and so notifies the Foreign Service Travel Regulations. the Contractor in writing that the replace (3) Reduced rates on U.S. flag carriers. Rement is necessary for reasons not due to the duced rates on United States flag carriers negligence or malfeasance of the regular em are in effect for shipments of household ployee. The determination shall be made goods and personal effects of USAID contract under the same rules and regulations that personnel. These reduced rates are available apply to Mission employees.
provided the shipper states on the bill of lad(n) Unaccompanied baggage. Unaccompanied ing that the cargo is "Personal property-not baggage is considered to be those personal for resale-payment of freight charges is at belongings needed by the traveler imme U.S. Government (USAID) expense and any diately upon arrival at destination. To per special or diplomatic discounts accorded this mit the arrival of effects to coincide with the type cargo are applicable." The Contractor arrival of regular employees and dependents, will not be reimbursed for shipments of consideration should be given to advance household goods or personal effects in an
amount in excess of the reduced rates avail Paying Office indicated in the schedule of able in accordance with the foregoing.
this contract. The cognizant technical offi
cer (CTO) is the authorized representative of (End of clause)
the Government to approve vouchers under
this contract. The Contractor must submit (55 FR 6803, Feb. 27, 1990, as amended at 56 either paper or fax versions of the SF-1034— FR 2699, Jan. 24, 1991)
Public Voucher for Purchases and Services
Other Than Personal. Each voucher shall be 752.7003 Documentation for payment. identified by the appropriate USAID con
The following clause is required in all tract number, in the amount of dollar exUSAID direct contracts, excluding penditures made during the period covered. fixed price contracts:
(1) The SF 1034 provides space to report by
line item for products or services provided. DOCUMENTATION FOR PAYMENT (NOV 1998) The form provides for the information to be
(a) Claims for reimbursement or payment reported with the following elements: under this contract must be submitted to the
(2) The fiscal report shall include the following certification signed by an authorized representative of the Contractor:
The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this contract and are correct: the sum claimed under this contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this contract. BY: TITLE: DATE:
(b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this contract. Local currency will be provided to the Contractor in accordance with written instructions provided by the Mission Director. The written instruc
tions will also include accounting, vouchering, and reporting procedures. A copy of the instructions shall be provided to the Contractor's Chief of Party and to the Contracting Officer. The costs of bonding personnel responsible for local currency are reimbursable under this contract.
(c) Upon compliance by the Contractor with all the provisions of this contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsiblity, the Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any unliquidated balance of advance remaining under this contract.
(d) The Contractor agrees that all approvals of the Mission Director and the Contracting Officer which are required by the provisions of this contract shall be preserved and made available as part of the Contractor's records which are required to be presented and made available by the clause of this contract entitled “Audit and Records Negotiation". [53 FR 6829, Mar. 3, 1988, as amended at 64 FR 5009, Feb. 2, 1999]
752.7004 Emergency locator informa
tion. The following clause is to be included in all contracts requiring travel over
EMERGENCY LOCATOR INFORMATION (JUL 1997)
The Contractor agrees to provide the following information to the Mission Administrative Officer on or before the arrival in the host country of every contract employee or dependent:
(1) The individual's full name, home address, and telephone number.
(2) The name and number of the contract, and whether the individual is an employee or dependent.
(3) The contractor's name, home office address, and telephone number, including any after-hours emergency number(s), and the name of the contractor's home office staff member having administrative responsibility for the contract.
(4) The name, address, and telephone number(s) of each individual's next of kin.
(5) Any special instructions pertaining to emergency situations such as power of attorney designees or alternate contact persons. (62 FR 40470, July 29, 1997; 62 FR 45334, Aug. 27, 1997)
752.7005 Submission requirements for
development experience documents. The following clause shall be included in all USAID professional/technical contracts in which development experience documents are likely to be produced
tual deliverable materials required under the Contract Schedule. Time-sensitive materials such as newsletters, brochures, bulletins or periodic reports covering periods of less than a year are not to be submitted.
(2) Upon contract completion, the contractor shall submit to PPC/CDIE/DI an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause.
(b) Submission requirements—(1) Distribution. (i) The contractor shall submit contract reports and information/intellectual products (referenced in paragraph (a)(1) of this clause) in electronic format and hard copy (one copy) to U.S. Agency for International Development PPC/CDIE/DI, Attn: ACQUISITIONS, Washington D.C. 20523 at the same time submission is made to the CTO.
(ii) The contractor shall submit the reports index referenced in paragraph (a)(2) of this clause and any reports referenced in paragraph (a)(1) of this clause that have not been previously submitted to PPC/CDIE/DI, within 30 days after completion of the contract to the address cited in paragraph (b)(1)(i) of this clause.
(2) Format. (i) Descriptive information is required for all Contractor products submitted. The title page of all reports and information products shall include the contract number(s), contractor name(s), name of the USAID cognizant technical office, the publication or issuance date of the document, document title, author name(s), and strategic objective or activity title and associated number. In addition, all materials submitted in accordance with this clause shall have attached on a separate cover sheet the name, organization, address, telephone number, fax number, and Internet address of the submitting party.
(ii) The hard copy report shall be prepared using non-glossy paper (preferably recycled and white or off-white) using black ink. Elaborate art work, multicolor printing and expensive bindings are not to be used. Whenever possible, pages shall be printed on both sides.
(iii) The electronic document submitted shall consist of only one electronic file which comprises the complete and final equivalent of the hard copy submitted.
(iv) Acceptable software formats for electronic documents include WordPerfect, Microsoft Word, ASCII, and Portable Document Format (PDF). Submission in Portable Document format is encouraged.
(v) The electronic document submission shall include the following descriptive information:
(A) Name and version of the application software used to create the file, e.g., WordPerfect Version 6.1 or ASCII or PDF.
(B) The format for any graphic and/or image file submitted, e.g., TIFF-compatible.
SUBMISSION REQUIREMENTS FOR DEVELOPMENT
EXPERIENCE DOCUMENTS (OCT 1997) (a) Contract Reports and Information Intellectual Products. (1) The Contractor shall submit to the Development Experience Information Division of the Center for Development Information and Evaluation (PPC/ DCIE/DI) in the Bureau for Policy and Program Coordination, copies of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results and experience as outlined in the Agency's ADS Chapter 540, section E540.5.2b(3). Information may be obtained from the Cognizant Technical Officer (CTO). These reports include: assessments, evaluations, studies, development experience documents, technical reports and annual reports. The Contractor shall also submit to PPC/CDIE/DI copies of information products including training materials, publications, databases, computer software programs, videos and other intellec
(C) Any other necessary information, e.g. special backup or data compression routines, software used for storing/retrieving submitted data, or program installation instructions. [64 FR 5010, Feb. 2, 1999]
The following clause shall be used in all USAID contracts.
NOTICES (APR 1984) Any notice given by any of the parties hereunder shall be sufficient only if in writing and delivered in person or sent by telegraph, cable, or registered or regular mail as follows:
TO USAID: Administrator, U.S. Agency for International Development, Washington, DC 20523-0061. Attention: Contracting Officer (the name of the cognizant Contracting Officer with a copy to the appropriate Mission Director).
To Contractor: At Contractor's address shown on the cover page of this contract, or to such other address as either of such parties shall designate by notice given as herein required. Notices hereunder shall be effective when delivered in accordance with this clause or on the effective date of the notice, whichever is later. (49 FR 13259, Apr. 3, 1984, as amended at 56 FR 2699, Jan. 24, 1991; 61 FR 39095, July 26, 1996)
USE OF GOVERNMENT FACILITIES OR
PERSONNEL (APR 1984) (a) The Contractor and any employee or consultant of the Contractor is prohibited from using U.S. Government facilities (such as office space or equipment) or U.S. Government clerical or technical personnel in the performance of the services specified in the contract, unless the use of Government facilities or personnel is specifically authorized in the contract, or is authorized in advance, in writing, by the Contracting Officer.
(b) If at any time it is determined that the Contractor, or any of its employees or consultants have used U.S. Government facilities or personnel without authorization either in the contract itself, or in advance, in writing, by the Contracting Officer, then the amount payable under the contract shall be reduced by an amount equal to the value of the U.S. Government facilities or personnel used by the Contractor, as determined by the Contracting Officer.
(c) If the parties fail to agree on an adjustment made pursuant to this clause, it shall be considered a dispute, and shall be dealt with under the terms of the clause of this contract entitled "Disputes”. (49 FR 13259, Apr. 3, 1984, as amended at 62 FR 40470, July 29, 1997
752.7007 Personnel compensation.
The following clause shall be used in all USAID cost-reimbursement contracts.
PERSONNEL COMPENSATION (JUL 1996) (a) Direct compensation of the Contractor's personnel will be in accordance with the Contractor's established policies, procedures, and practices, and the cost principles applicable to this contract.
(b) Compensation (i.e., the employee's base annual salary plus overseas recruitment incentive, if any) which exceeds the maximum payable annual or daily rate for an Executive Service level ES-6, as published in the FEDERAL REGISTER, will be reimbursed only with the approval of the Contracting Officer, as prescribed in 731.205-6(d) or 731.371(b), as applicable. (49 FR 13259, Apr. 3, 1984, as amended at 49 FR 33669, Aug. 24, 1984; 61 FR 39095, July 26, 1996; 62 FR 40470, July 29, 1997]
The following clause is for use in all USAID contracts performed in whole or in part overseas.
MARKING (JAN 1993) (a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semifinished products which are not packaged.
(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the project site is located.
(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.
(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the
752.7008 Use of Government facilities
or personnel. The following clause is for use in all USAID non-commercial contracts.
original should be retained by the Contractor. (49 FR 13259, Apr. 3, 1984, as amended at 58 FR 8703, Feb. 17, 1993)
either set forth in the schedule or provided in writing by the Contracting Officer.
(d) Travel expenses not to exceed one round trip from regular employee's residence to place of orientation and return will be reimbursed, pursuant to the cost principles applicable to this contract. Allowable salary costs during the period of orientation are also reimbursable.
752.7010 Conversion of U.S. dollars to
local currency. For use in all USAID non-commercial contracts involving performance overseas.
752.7012 Protection of the individual
as a research subject. This clause is for use in any USAID contract which involves research using human subjects.
CONVERSION OF U.S. DOLLARS TO LOCAL
CURRENCY (APR 1984) Upon arrival in the Cooperation Country, and from time to time as appropriate, the Contractor's Chief of Party shall consult with the Mission Director who shall provide, in writing, the procedure the Contractor and its employees shall follow in the conversion of United States dollars to local currency. This may include, but is not limited to, the conversion of said currency through the cognizant U.S. Disbursing Officer or Mission Controller, as appropriate. (49 FR 13259, Apr. 3, 1984, as amended at 62 FR 40470, July 29, 1997]
752.7011 Orientation and language
training. For use in all USAID cost-reimbursement contracts involving performance overseas.
ORIENTATION AND LANGUAGE TRAINING (APR
1984) (a) Regular employees shall receive a maximum of 2 weeks USAID sponsored orientation before travel overseas. The dates of orientation shall be selected by the Contractor from the orientation schedule provided by USAID.
(b) Participation in USAID sponsored orientation in no way relieves the Contractor of its responsibility for assuring that all employees, regular and short-term, are properly oriented. As an addition to or substitution for USAID's sponsored orientation for regular employees, the following types of orientation may be authorized taking into consideration specific job requirements, the employee's prior overseas experience, or unusual circumstances.
(1) Modified orientation.
(2) Language training, particularly when significant for operating capabilities.
(3) Orientation and language training for regular employee's dependents.
(4) Contractor-sponsored orientation.
(5) Orientation in all matters related to the administrative, logistical, and technical aspects of the employee's movement to, and tour of duty in, the Cooperating Country.
(C) Authorization for an additional or alternate orientation program, if any, shall be
PROTECTION OF THE INDIVIDUAL AS A
RESEARCH SUBJECT (AUG 1995) (a) Safeguarding the rights and welfare of human subjects in research conducted under a USAID contract is the responsibility of the contractor. USAID has adopted the Common Federal Policy for the Protection of Human Subjects. USAID's Policy is found in Part 225 of Title 22 of the Code of Federal Regulations (the “Policy”). Additional interpretation, procedures, and implementation guidance of the Policy are found in USAID General Notice entitled “Procedures for the Protection of Human Subjects in Research Supported by USAID", issued April 19, 1995, as from time to time amended (a copy of which is attached to this contract). USAID's Cognizant Human Subjects Officer (CHSO) and USAID/W has oversight, guidance, and interpretation responsibility for the Policy.
(b) Contractors must comply with the Policy when humans are the subject of research, as defined in 22 CFR 225.102(d), performed as part of the contract, and contractors must provide “assurance", as required by 22 CFR 225.103, that they follow and abide by the procedures in the Policy. See also Section 5 of the April 19, 1995, USAID General Notice which sets forth activities to which the Policy is applicable. The existence of a bona fide, applicable assurance approved by the Department of Health and Human Services (HHS) such as the "multiple project ass ance" (MPA) will satisfy this requirement. Alternatively, contractors can provide an acceptable written assurance to USAID as described in 22 CFR 225.103. Such assurances must be determined by the CHSO to be acceptable prior to any applicable research being initiated or conducted under the contract. In some limited instances outside the U.S., alternative systems for the protection of human subjects may be used provided they are deemed "at least equivalent" to those outlined in Part 225 (see 22 CFR 225.101(h)). Criteria and procedures for making this determination are described in the General Notice cited in the preceding paragraph.
(c) Since the welfare of the research subject is a matter of concern to USAID as well