[Federal Register Volume 64, Number 21 (Tuesday, February 2, 1999)]
[Rules and Regulations]
[Pages 5005-5011]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-2032]


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INTERNATIONAL DEVELOPMENT COOPERATION AGENCY

U.S. Agency For International Development

48 CFR Parts 705, 706, 709, 716, 722, 731, 732, 745, 747, and 752

[AIDAR Notice 98-3]
RIN 0412-AA39


Miscellaneous Amendments to Acquisition Regulations

AGENCY: U.S. Agency for International Development (USAID), IDCA.

ACITON: Final rule.

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SUMMARY: The USAID Acquisition Regulation (AIDAR) is being amended to 
bring its organizational conflicts of interest coverage into 
conformance with the FAR; to implement the August 19, 1997 revisions to 
Office of Federal Contract Compliance Programs (OFCCP) regulations (41 
CFR Parts 60-1, 60-60) and corresponding amendments to FAR Subpart 22.8 
contained in Federal Acquisition Circular 97-10, effective in February 
1999; to allow for advances to for-profit organizations who award 
grants under their contracts; to clarify the application of USAID's 
salary policy to fixed-price contracts; and to update corresponding 
clauses in Part 752, as needed. The AIDAR is also being amended to 
incorporate provisions of various Contract Information Bulletins (CIBs) 
issued in the past few years that established contracting policies or 
procedures, and to make administrative changes or corrections.

EFFECTIVE DATE: March 4, 1999.

FOR ADDITIONAL INFORMATION CONTACT: M/OP/P, Ms. Diane M. Howard, (202) 
712-0206.

SUPPLEMENTARY INFORMATION: The specific changes being made to the USAID 
Acquisition Regulation (AIDAR) in this amendment are:
    A. Contract Information Bulletin 91-3 provided the written 
authorization of the Procurement Executive, as the Head of the Agency 
and as required by FAR 5.502(a), to USAID Contracting Officers to place 
advertisements and notices in newspapers and periodicals. We are 
formally incorporating that authorization into the AIDAR at new section 
705.502.
    B. In January 1997, FAC 90-45 removed the Conflict of Interest 
clauses at FAR sections 52.209-7 and 52.209-8. Because AIDAR sections 
709.507-2 and 752.209-71 make reference to these FAR clauses, both 
sections are amended to remove the references and to reflect the 
current FAR language.
    C. USAID decided to codify an award fee clause in the AIDAR, in 
accordance with FAR 16.406(e), rather than establish a procedure for 
review and approval of individual clauses. Already in use through CIB 
97-12, the new clause at 752.216-70 is purposefully minimalist and 
resembles FAR 52.216-8, Fixed Fee, rather than FAR 52.216-10, Incentive 
Fee. This approach gives Contracting Officers the flexibility to design 
their own award fee evaluation methods and specify the implementation 
details elsewhere in the contract schedule.
    D. In CIB 97-26, USAID implemented on an interim basis the 
revisions in EEO compliance procedures made by the Department of Labor 
to their regulations (41 CFR Ch. 60) in 1997 (62 FR 44173). On December 
18, 1998, the FAR Councils published FAC 97-10 (63 FR 70264), 
containing a Final Rule at Item III entitled ``Office of Federal 
Contract Compliance Programs National Pre-Award Registry'' to implement 
the DOL changes into the FAR. AIDAR Subpart 722.8 is revised to reflect 
the FAR revisions in 48 CFR 22.8 (i.e., for other than construction 
contracts, the increase in the threshold for OFCCP verification from 
$1,000,000 to $10 million and the availability of OFCCP's National Pre-
Award Registry), and to clarify and simplify the internal Agency 
procedures

[[Page 5006]]

for verifying compliance at any dollar level.
    E. The applicability of USAID's salary policy, found in Chapter 302 
of the Agency's internal Automated Directives System (ADS), to salaries 
under fixed price-type contracts (including but not limited to time-
and-materials, labor-hour, or USAID's indefinite quantity contracts) is 
ambiguous. We are amending sections 731.205-6 and 731.371 to clarify 
that the salary approval policies in ADS 302, which are being revised 
to clarify their applicability under different kinds of contract types, 
will determine the allowability of employee compensation in USAID 
contracts. ADS 302 will specify that the approval requirements only 
apply when an individual's salary must be used in order to determine 
the contract cost or price.
    F. Under certain circumstances, USAID programs may authorize 
contractors to award and administer small value grants under their 
contracts. The current AIDAR language in section 732.402 requires 
special approval for for-profit firms to receive advances, but does not 
take into consideration the cash flow implications to the contractor in 
a grants-under-contracts arrangement. We are amending 732.402 to allow 
for-profit contractors to receive advances for immediate disbursement 
to grantees, subject to the terms of this section. We are also adding a 
new paragraph to section 732.406-73 to ensure that contracting officers 
include a FAR payment clause in addition to the USAID Letter of Credit 
clause (in AIDAR 752.232-70), in the event that the Letter of Credit is 
revoked and an alternate payment clause is needed.
    G. AIDAR 752.245-71 was written when most of USAID's overseas 
programs used funds already obligated in bilateral project agreements 
in which both USAID and the cooperating country agreed that non-
expendable property purchased with project funds would be titled to and 
turned over to the cooperating country at the end of the project. 
However, in recent years, an increasing number of our programs are 
being carried out without a formal agreement between USAID and the 
cooperating country, rendering the prescription for the clause 
inappropriate since there is no underlying agreement to turn the 
property over to the cooperating country. We are adding a new Part 745 
and amending the prescription to AIDAR clause 745.245-71 to clarify 
when this clause is to be used, and when the applicable FAR clauses, as 
prescribed in FAR 45.106, are to be used. The revised clause 
prescription was already implemented through CIB 96-26.
    H. USAID processed a class deviation to FAR clause 752.247-64, 
Preference for Privately Owned U.S.-Flag Commercial Vessels, and 
implemented it through Contract Information Bulletin 96-28. The 
deviation provides for the use of an alternate prescription and clause 
in certain circumstances, as described in the clause prescription. We 
are amending the AIDAR to add a new Part 747 and clause at section 
752.247-70 to implement this deviation.
    I. Section 752.7003, Documentation for Payment, is amended to 
reflect changes the Agency has made in processing contractor invoices 
involving electronic vouchering and the use of Contract Line Items 
(CLINS).
    J. CIB 97-27 implemented a new AIDAR clause requiring contractors 
to submit Development Experience Documents, as defined in ADS 540, 
produced in the course of contract performance to the Center for 
Development Information and Evaluation (PPC/CDIE/DI) in the Bureau for 
Policy and Program Coordination. This submission requirement was 
previously included in the various versions of the ``Reports'' clause 
(AIDAR 752.7026 and subsequent revisions issued through CIBs), but 
because of changes we are making to progress reporting requirements, we 
believe that this submission requirement should be a stand-alone 
requirement and therefore are adding a new clause to the AIDAR.
    K. Sections 752.7018 and 752.7019, both related to USAID's 
participant training program, are amended to update the language to 
incorporate changes to the policies and procedures in the program.
    The changes being made by this notice are not considered 
``significant'' under FAR 1.301 or FAR 1.501, and public comments have 
not been solicited. This Notice will not have an impact on a 
substantial number of small entities nor does it establish a new 
collection of information as contemplated by the Regulatory Flexibility 
Act and the Paperwork Reduction Act. Because of the nature and subject 
matter of this Notice, use of the proposed rule/public comment approach 
was not considered necessary. We decided to issue as a final rule; 
however, we welcome public comment on the material covered by this 
Notice or any other part of the AIDAR at anytime. Comments or questions 
may be addressed as specified in the FOR FURTHER INFORMATION CONTACT 
section of the Preamble.

List of Subjects, in 48 CFR Parts 705, 706, 709, 716, 722, 731, 
732, 745, 747, and 752.

    Government procurement.

    For the reasons set out in the Preamble, 48 CFR Chapter 7 is 
amended as set forth below.
    1. The authority citations in Parts 705, 706, 709, 716, 722, 731, 
732, and 752 continue to read as follows:

    Authority: Sec. 621, Pub. L. 87-195, 75 Stat. 445, (22 U.S.C. 
2381) as amended; E.O. 12163, Sept. 29, 1979, 44 FR 56673; 3 CFR 
1979 Comp., p. 435.

PART 705--PUBLICIZING CONTRACT ACTIONS


705.502  [Added]

    2. New section 705.502 is added to read as follows:


705.502  Authority.

    (a) The Procurement Executive, acting as head of the Agency under 
the authority of 702.170-13(c)(4), hereby authorizes USAID contracting 
officers to place paid advertisements and notices in newspapers and 
periodicals. Contracting officers shall document the contract file to 
reflect consideration of the requirements of (48 CFR) FAR 5.101(b)(4).

PART 706--COMPETITION REQUIREMENTS


706.501  [Amended]

    3. Section 706.501 is amended by removing ``(or equivalent)'' in 
the second sentence and ``or equivalent'' in the fourth sentence.

PART 709--CONTRACTOR QUALIFICATIONS


709.503  [Amended]

    4. The second sentence in section 709.503 is amended by revising 
``had'' to read ``has'' and by revising ``acitivites'' to read 
``activities''.


709.507-2  [Amended]

    5. Section 709.507-2 is amended by revising paragraph (c) to read 
as follows:


709.507-2  Contract clause.

* * * * *
    (c) In order to avoid problems from organizational conflicts of 
interest that may be discovered after award of a contract, the clause 
found at 752.209-71 shall be inserted in all contracts whenever the 
solicitation or resulting contract or both include a provision in 
accordance with (48 CFR) FAR 9.507-1, or a clause in accordance with 
(48 CFR) FAR 9.507-2, establishing a restraint on the contractor's 
eligibility for future contracts.

[[Page 5007]]

PART 716--TYPES OF CONTRACTS


716.406  [Added]

    6. A new section 716.406 is added to read as follows:


716.406  Contract clauses.

    The Contracting Officer shall include the clause at 752.216-70, 
Award Fee, in solicitations and contracts when an award-fee contract is 
contemplated.

PART 722--APPLICATION OF LABOR LAWS TO GOVERNMENT ACQUISITION


722.8  [Revised]

    7. Subpart 722.8 is revised to read as follows:

Subpart 722.8--Equal Employment Opportunity


722.805-70  Procedures.

    (a) The procedures in this section apply, as appropriate, for all 
contracts excluding construction, which shall be handled in accordance 
with (48 CFR) FAR 22.804-2. Contracting officers are responsible for 
ensuring that the requirements of (48 CFR) FAR 22.8 and related clauses 
are met before awarding any contracts or consenting to subcontracts 
subject to these requirements.
    (b) Representations and Certifications. The first step in ensuring 
compliance with these requirements is to obtain all necessary 
representations and certifications (Reps and Certs) required by FAR 
22.810. The contracting officer must review the Reps and Certs to 
determine whether they have been completed and signed as required, and 
are acceptable.
    (1) If any of these Reps and Certs are incomplete or unsigned, the 
contracting officer must request that the offeror(s) complete and sign 
them, as necessary, unless the initial evaluation of the offeror's 
proposal results in the contracting officer's concluding that the 
offeror would not, in any event, be within a competitive range 
determined in accordance with (48 CFR) FAR 15.306(c), or would not be 
selected if award is to be made without discussions. A request as 
described in this paragraph (b)(1) constitutes either a clarification 
per (48 CFR) FAR 15.306(a) (``resolving minor or clerical errors'', 
paragraph (a)(2)), or a communication before establishment of 
competitive range per (48 CFR) FAR 15.306(b), not a discussion per (48 
CFR) FAR 15.306(d).
    (2) If completed and signed Reps and Certs raise questions 
concerning the offeror's compliance with EEO requirements, or if the 
contracting officer has information from any other source which calls 
into question the offeror's eligibility for award based on this section 
and (48 CFR) FAR 22.8, the contracting officer must refer the matter to 
the cognizant regional Department of Labor Office of Federal Contract 
Compliance Programs (OFCCP) regardless of the estimated value of the 
contract; only OFCCP may make a determination of non-compliance with 
EEO requirements.
    (c) OFCCP's National Preaward Registry. If the Reps and Certs are 
complete, signed, and deemed acceptable, and the contracting officer 
has no reason to doubt their accuracy, the contracting officer must 
then consult the OFCCP's National Preaward Registry at the internet 
website in 48 CFR 22.805(a)(4) (i) to see if the offeror is listed.
    (1) If the conditions stated in FAR 22.805(a) (4) are met 
(including the contract file documentation requirement in paragraph 
(a)(4)(iii)), then the Contracting Officer does not need to take any 
further action in verifying the offeror's compliance with the 
requirements of this subpart and (48 CFR) FAR 22.8.
    (2) If the offeror does not appear in the National Preaward 
Registry, and the estimated amount of the contract or subcontract is 
expected to be under $10 million then the contracting officer may rely 
on the Reps and Certs as sufficient verification of the offeror's 
compliance.
    (3) If the offeror does not appear in the National Preaward 
Registry and the estimated amount of the contract or subcontract is $10 
million or more, then the contracting officer must request a preaward 
clearance from the appropriate OFCCP regional office, in accordance 
with 48 CFR 22.805(a). If the initial contact with OFCCP is by 
telephone, the contracting officer and OFCCP are to mutually determine 
what information is to be included in the written verification request. 
The contracting officer may need to provide the following information 
in addition to the items listed in FAR 22.805(a)(5), if so requested by 
the OFCCP regional office:
    (i) Name, title, address, and telephone number of a contract person 
for the prospective contractor;
    (ii) A description of the type of organization (university, 
nonprofit, etc.) and its ownership (private, foreign, state, etc.).
    (iii) Names and addresses of the organizations in a joint venture 
(if any).
    (iv) Type of procurement (new contract--RFP or IFB, amendment, 
etc.) and the period of the contract.
    (v) Copy of approved Reps and Certs.
    (d) In the event that OFCCP reports that the offeror is not in 
compliance, negotiations with the offeror shall be terminated.
    (e) documentation for the contract file. Every contract file must 
contain completed and signed Reps and Certs. The file must clearly show 
the these documents have been reviewed and accepted by the contracting 
officer. If the Reps and Certs were revised to make them acceptable 
(see paragraph (b) of this section), the file must also document what 
changes were required and why, and verify that the changes were made. 
The contracting officer shall also document the OFCCP National Preaward 
Registry review (see paragraph (c)(1) of this section), and, if the 
Registry does not include the offeror:
    (1) For contracts or modifications over $10,000 but less than $10 
million, the file must contain a statement from the contracting officer 
that the contractor is considered in compliance with EEO requirements, 
and giving the basis for this statement (see paragraph (c)(2) of this 
section). This statement may be in a separate memorandum to the file or 
in the memorandum of negotiation.
    (2) For contracts or modifications of $10 million or more, the file 
must document all communications with OFCCP regarding the offeror's 
compliance. Such documentation includes copies of any written 
correspondence and a record of telephone conversations, specifying the 
name, address, and telephone number of the person contacted, a summary 
of the information presented, and any advice given by OFCCP.
    (f) Documentation in the event of non-compliance. In the event 
OFCCP determines that a prospective contractor is not in compliance, a 
copy of OFCCP's written determination, and a summary of resultant 
action taken (termination of negotiations, notification of offeror and 
cognizant technical officer, negotiation with next offeror in 
competitive range, resolicitation, etc.) will be placed in the contract 
file for any contract which may result, together with other records 
related to unsuccessful offers, and retained for at least six months 
following award.

PART 731--CONTRACT COST PRINCIPLES AND PROCEDURES


731.205-6  [Amended]

    8. Section 731.205-6 is amended by adding a new paragraph (b) and 
removing and reserving paragraph (d), to read as follows:

[[Page 5008]]

731.205-6  Compensation for personal services.

* * * * *
    (b) Reasonableness. ADS Chapter 302.5.3 states USAID policy 
regarding personnel compensation exceeding the maximum annual rate for 
an Executive Service level ES-6. Consistent with this policy, any 
employee's or consultant's base salary plus overseas recruitment 
incentive, if any (see 731.205-70), subject to this policy will be 
allowable under USAID-direct contracts only if approved in accordance 
with the essential procedures in ADS chapter E302.5.3. USAID policies 
on compensation of third country national or cooperating country 
national employees are set forth in AIDAR 722.170.
* * * * *


731.371  [Amended]

    9. Section 731.371 is amended by revising paragraph (b)(1) to read 
as follows:


731.371  Compensation for personal services.

* * * * *
    (b) Salaries and wages. (1) ADS Chapter 302.5.3 states USAID policy 
regarding personnel compensation exceeding the maximum annual rate for 
an Executive Service level ES-6. Consistent with this policy, any 
employee's or consultant's base salary plus overseas recruitment 
incentive, if any (see 731.205-70), subject to this policy will be 
allowable under USAID-direct contracts only if approved in accordance 
with the essential procedures in ADS chapter E302.5.3.
* * * * *

PART 732--CONTRACT FINANCING


732.402  [Amended]

    10. Section 732.402 is amended by revising paragraph (e)(1) to read 
as follows:


732.402  General.

* * * * *
    (e)(1)(i) Except as provided in (e)(1)(ii) of this section, all 
U.S. Dollar advances to for-profit organizations require the approval 
of the Procurement Executive; all such approvals are subject to prior 
consultation with the Agency's Chief Financial Officer.
    (ii) Approval of the Procurement Executive is not required if 
advance payments are limited exclusively to monies advanced for 
immediate (within seven days) disbursement to grantees, as provided for 
in a contract. Prior consultation with the AID/W or Mission Controller 
is required for including such provision for advances in a contract.
* * * * *


732.406-73  [Amended]

    11. Section 732.406-73 is amended by designating the existing text 
as paragraph (a) and adding paragraph (b) to read as follows:


732.406-73  LOC contract clause.

* * * * *
    (b) Contracting offices shall ensure that an appropriate (48 CFR) 
FAR payment clause is also included in the contract, in the event that 
the LOC is revoked pursuant to 732.406-74.
    12. A new Part 745 is added to read as follows:

PART 745--GOVERNMENT PROPERTY

Subpart 745.1--General


745.106  Contract clauses.

    Authority: Sec. 621, Pub. L. 787-195, 75 Stat. 445, (22 U.S.C. 
2381) as amended; E.O. 12163, Sept. 29, 1979, 44 FR 56673; 3 CFR 
1979 Comp., p. 435.

Subpart 745.1--General


745.106  Contract clauses.

    (a) The contracting officer shall insert the clause at 752.245-71 
in all contracts under which the contractor will acquire property for 
use overseas and the contract funds were obligated under a Strategic 
Objective agreement (or similar agreement) with the cooperating 
country.
    (b) The contracting officer shall insert the applicable clause as 
required in (48 CFR) FAR 45.106 in all contracts under which the 
contractor will acquire property with funds not already obligated under 
a Strategic Objective agreement (or similar agreement) with the 
cooperating country.
    13. A new Part 747 is added to read as follows:

PART 747--TRANSPORTATION

Subpart 747.5--Ocean Transportation by U.S.-Flag Vessels


747.507  Contract clauses.

    Authority: Sec. 621, Pub. L. 98-195, 75 Stat. 445 (22 U.S.C. 
2381), as amended; E.O. 12163, Sept. 29, 1979, 44 FR 56673; 3 CFR 
1979 Comp., p. 435.

Subpart 747.5--Ocean Transportation by U.S.-Flag Vessels


747.507  Contract clauses.

    Contracting officers shall insert the clause at 752.247-70 in 
solicitations and contracts solely for ocean transportation services, 
and in solicitations and contracts for goods and ocean transportation 
services when the ocean transportation will be fixed at the time the 
contract is awarded. Contracting Officers shall use (48 CFR) FAR 
52.247-64 as prescribed in (48 CFR) FAR 27.507(a) in other situations.

PART 752--SOLICITATION PROVISIONS AND CONTRACT CLAUSES


752.204-2  [Amended]

    14. Section 752.204-2 is amended by removing ``704.405'' in the 
first paragraph and replacing it with ``704.404''.


752.209-71  [Amended]

    15. Section 752.209-71 is amended by revising the introductory text 
to read as follows:


752.209-71  Organizational conflicts of interest discovered after 
award.

    As prescribed in 709.507-2, include the following clause in any 
solicitation containing a provision in accordance with (48 CFR) FAR 
9.507-1, or a clause in accordance with (48 CFR) FAR 9.507-2, 
establishing a restraint on the contractor's eligibility for future 
contracts.
* * * * *


752.216-70  [Added]

    16. Section 752.216-70 is added to read as follows:


752.216-70  Award fee.

    As prescribed in 716.406, insert the following clause in 
solicitations and contracts in which an award-fee contract is 
contemplated.

Award Fee (May 1997)

    (a) The Government shall pay the Contractor for performing this 
contract such base fee and such additional fee as may be awarded, as 
provided in the Schedule.
    (b) Payment of the base fee and award fee shall be made as 
specified in the Schedule; provided, that after payment of 85 
percent of the base fee and potential award fee, the Contracting 
Officer may withhold further payment of the base fee and award fee 
until a reserve is set aside in an amount that the Contracting 
Officer considers necessary to protect the Government's interest. 
This reserve shall not exceed 15 percent of the total base fee and 
potential award fee or $100,000, whichever is less. The Contracting 
Officer shall release 75 percent of all fee withholds under this 
contract after receipt of the certified final indirect cost rate 
proposal covering the year of physical completion of this contract, 
provided the Contractor has satisfied all other contract terms and 
conditions, including the submission of the final patent and royalty 
reports, and is not delinquent in submitting final vouchers on prior 
years' settlements. The Contracting Officer may release up to 90 
percent of the fee withholds under this contract based on

[[Page 5009]]

the Contractor's past performance related to the submission and 
settlement of final indirect cost rate proposals.
    (c) Award fee determinations made by the Government under this 
contract are not subject to the Disputes clause.

(End of clause)


752.245-71  [Amended]

    17. Section 752.245-71 is amended by revising the prescription to 
read as follows:


752.245-71  Title to and care of property.

    As prescribed in 745.106(a), the following clause shall be included 
in all contracts when the contractor will acquire property under the 
contract for use overseas and the contract funds were obligated under a 
Strategic Objective agreement (or similar agreement) with the 
cooperating country.
* * * * *


752.247-70  [Added]

    18. A new section 752.247-70 is added to read as follows:


752.247-70  Preference for privately owned U.S.-flag commercial 
vessels.

    As prescribed in 747.507, insert the following clause:

Preference for Privately Owned U.S.-Flag Commercial Vessels (Oct. 1996)

    (a) Under the provisions of the Cargo Preference Act of 1954 (46 
U.S.C. 1241(b)) at least 50 percent of the gross tonnage of 
equipment, materials, or commodities financed by USAID, or furnished 
without provision for reimbursement, or at least 75 percent of the 
gross tonnage of cargo moving under P.L. 480 financed by the U.S. 
Department of Agriculture, that may be transported in ocean vessels 
(computed separately for dry bulk carriers, dry cargo liners, and 
tankers) shall be transported in privately owned U.S.-flag 
commercial vessels.
    (b) In accordance with USAID regulations and consistent with the 
regulations of the Maritime Administration, USAID applies Cargo 
Preference requirements on the basis of programs or activities that 
generally include more than one contract. Thus, the amount of cargo 
fixed on privately owned U.S.-flag vessels under this contract may 
be more or less than the required 50 or 75 percent, depending on 
current compliance with Cargo Preference requirements. If freight 
under the contract is fixed on a U.S. flag vessel, Alternate I of 
this clause shall apply.
    (c)(1) The contractor shall submit one legible copy of a rated 
on-board ocean bill of lading for each shipment to both the Division 
of National Cargo, Office of Cargo Preference, Maritime 
Administration, U.S. Department of Transportation, Washington, DC 
20590, and the Transportation Division, Office of Procurement, 
USAID, Washington, DC 20523-7900.
    (2) The contractor shall furnish these bill of lading copies 
within 20 working days of the date of loading for shipments 
originating in the United States, or within 30 working days for 
shipments originating outside the United States. Each bill of lading 
copy shall contain the following information:
    (i) Sponsoring U.S. Government agency.
    (ii) Name of vessel.
    (iii) Vessel flag registry.
    (iv) Date of loading.
    (v) Port of loading.
    (vi) Port of final discharge.
    (vii) Description of commodity.
    (viii) Gross weight in pounds and cubic feet if available.
    (ix) Total ocean freight revenue in U.S. dollars.

Alternate I

    (d) If freight is fixed on a U.S. flag vessel, except as 
provided in paragraph (e) of this clause, the contractor shall use 
privately owned U.S. flag commercial vessels, and no others, in the 
ocean transportation of any supplies to be furnished under this 
contract.
    (e) If such vessels are not available, or not available at rates 
that are fair and reasonable for privately owned U.S. flag 
commercial vessels, the Contractor shall notify the contracting 
officer and request either authorization to ship in foreign-flag 
vessels or designation of available U.S.-flag vessels. If the 
Contractor is authorized in writing by the Contracting Officer to 
ship the supplies in foreign-flag vessels, the contract price shall 
be equitably adjusted to reflect the difference in costs of shipping 
the suppliers in privately owned U.S.-flag commercial vessels and 
foreign-flag vessels.


752.7003  [Amended]

    19. The clause in section 752.7003 is amended by revising the 
introductory paragraph, the date in the clause heading, paragraph (a), 
and paragraph (d) to read as follows:


752.7003  Documentation for payment.

    The following clause is required in all USAID direct contracts, 
excluding fixed price contracts:

Documentation for Payment (Nov. 1998)

    (a) Claims for reimbursement or payment under this contract must 
be submitted to the Paying Office indicated in the schedule of this 
contract. The cognizant technical officer (CTO) is the authorized 
representative of the Government to approve vouchers under this 
contract. The Contractor must submit either paper or fax versions of 
the SF-1034--Public Voucher for Purchases and Services Other Than 
Personal. Each voucher shall be identified by the appropriate USAID 
contract number, in the amount of dollar expenditures made during 
the period covered.
    (1) The SF 1034 provides space to report by line item for 
products or services provided. The form provides for the information 
to be reported with the following elements:

                                               Total Expenditures
                                       [Document Number: XXX-X-XX-XXXX-XX]
----------------------------------------------------------------------------------------------------------------
                                                                            Amt. vouchered to    Amt. vouchered
              Line item No.                          Description                   date           this period
----------------------------------------------------------------------------------------------------------------
001.....................................  Product/Service Desc. for Line             $XXXX.XX          $ XXXX.XX
                                           Item 001.
002.....................................  Product/Service Desc. for Line              XXXX.XX            XXXX.XX
                                           Item 002.
                                                                           -------------------------------------
      Total.............................  ................................            XXXX.XX            XXXX.XX
----------------------------------------------------------------------------------------------------------------

    (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:------------------------------------------------------------------
* * * * *
    (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''.

[[Page 5010]]

752.7005  [Added]

    20. A new section 752.7005 is added to read as follows:


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.

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 intellectual 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.
    (C) Any other necessary information, e.g. special backup or data 
compression routines, software used for storing/retrieving submitted 
data, or program installation instructions.


752.7018  [Revised]

    21. Section 752.7018 is revised to read as follows:


752.7018  Health and accident coverage for USAID participant trainees.

    For use in any USAID contract under which USAID participants are 
trained.

Health and Accident Coverage for USAID Participant Trainees (Jan. 1999)

    (a) In accordance with the requirements of USAID Automated 
Directive System (ADS) 253.5.6b, the Contractor shall enroll all 
non-U.S. trainees (hereinafter referred to as ``participants''), 
whose training in the U.S. is financed by USAID under this contract, 
in USAID's Health and Accident Coverage (HAC) program. Sponsored 
trainees enrolled in third-country or in-country training events are 
not eligible for USAID's HAC program, but the Contractor may obtain 
alternative local medical and accident insurance at contract 
expense, provided the cost is consistent with the cost principles in 
FAR 31.2
    (b) When enrollment in the HAC program is required per paragraph 
(a) of this clause, the Contractor must enroll each participant in 
the HAC program through one of two designated contractors prior to 
the initiation of travel by the participant. USAID has developed an 
Agency-wide database training management system, the Training 
Results and Information Network (``TraiNet''), which is the 
preferred system for managing USAID's participant training program, 
including enrollment in the HAC program. However, until such time as 
the USAID sponsoring unit (as defined in ADS 253) has given the 
Contractor access to USAID's ``TraiNet'' software for trainee 
tracking and HAC enrollment, the Contractor must fill out and mail 
the Participant Data Form (PDF) (Form USAID 1381-4) to USAID. The 
Contractor can obtain information regarding each HAC program 
contractor, including contact information, and a supply of the PDF 
forms and instructions for completing and submitting them, by 
contacting the data base contractor serving the Global Center for 
Human Capacity Development (G/HCD).
    (c) The Contractor must ensure that HAC enrollment begins 
immediately upon the participant's departure for the United States 
for the purpose of participating in a training program financed by 
USAID, and that enrollment continues in full force and effect until 
the participant returns to his/her country of origin, or is released 
from USAID's responsibility, whichever is the sooner.
    (1) The HAC insurance provider, not the Contractor, shall be 
responsible for paying all reasonable and necessary medical 
reimbursement charges not otherwise covered by student health 
service or other insurance programs, subject to the availability of 
funds for such purposes, in accordance with the standards of 
coverage established by USAID under its HAC program and by the HAC 
providers' contracts.
    (2) After HAC enrollment, upon receipt of HAC services invoice 
from the selected HAC provider, the Contractor shall submit payment 
directly to the HAC provider.
    (3) The Contractor is responsible for ensuring that participants 
and any stakeholders (as defined in ADS 253) are advised that USAID 
is not responsible for any medical claims in excess of the coverages 
provided by the HAC program, or for medical claims not eligible for 
coverage under the HAC program, or not otherwise covered in this 
section.
    (d) The Contractor, to the extent that it is an educational 
institution with a mandatory student health service program, shall 
also enroll participants in that institution's student health 
service program. Medical costs which are covered under the 
institution's student health service shall not be eligible for 
payment under USAID's HAC program.
    (e) If the Contractor has a mandatory, non-waivable health and 
accident insurance program for students, the costs of such insurance 
will be allowable under this contract. Any claims eligible under 
such insurance will not be payable under USAID's HAC plan or under 
this contract. Even though the participant is covered by the 
Contractor's mandatory, non-waivable health and accident insurance 
program, the participant MUST be enrolled in USAID's more 
comprehensive HAC program.
    (f) Medical conditions pre-existing to the participant's 
sponsorship for training by USAID, discovered during the required 
pre-departure medical examination, are grounds for ineligibility for 
sponsorship unless specifically waived by the sponsoring unit, and 
covered through a separate insurance policy maintained by the 
participant or his employer, or a letter of guarantee from the 
participant or the employer (which thereby

[[Page 5011]]

assumes liability for any related charges that might materialize. 
See ADS 253).


752.7019  [Revised]

    22. Section 752.7019 is revised to read as follows:


752.7019  Participant training.

    For use in any USAID direct contract involving training of USAID 
participants.

Participant Training (Jan. 1999)

    (a) Definitions.
    (1) Participant training is the training of any foreign national 
outside of his or her home country, using USAID funds.
    (2) A Participant is any foreign national being trained under 
this contract outside of his or her country.
    (b) Applicable regulations. Participant training conducted under 
this contract shall comply with the policies and essential 
procedures pertaining to training-related services contained in 
USAID Automated Directive System (ADS) Ch. 253 ``Training for 
Development Impact''. Any exceptions to ADS 253 requirements are 
specified as such within this contract. The current version of 
Chapter 253 may be obtained directly from the USAID website at 
http://www.info.usaid.gov/pubs/ads/200.
    (c) The contractor shall be reimbursed for the reasonable and 
allocable costs incurred in providing training to participants in 
the United States or other approved location provided such costs do 
not exceed the limitations in, or have been waived in accordance 
with, ADS 253.5.5.

    Note: Academic rates are available through a special website 
monitored by the United States Information Agency. The website for 
academic programs is: http://www.iie.org/fulbright/posts/restrict. 
U.S.-based participants receive the standardized U.S. travel per 
diem rates maintained by GSA for short-term training (website:http:/
/policyworks.gov).

    Dated: January 13, 1999.
Kathryn Y. Cunningham,
Acting Procurement Executive.
[FR Doc. 99-2032 Filed 2-1-99; 8:45 am]
BILLING CODE 6116-01-M