«TO: DISTRIBUTION LIST FAC /s/ FROM: M/OP, Marcus L. Stevenson, PROCUREMENT EXECUTIVE SUBJECT: Contractor Progress Reports - new AIDAR coverage ...»
742.1170-2 Applicability (a) This section applies to USAID non-personal, professional/technical services contracts exceeding the simplified acquisition threshold, but may be applied to other USAID contracts (except personal services contracts awarded in accordance with Appendices D and J), if the contracting officer and requiring office determine that doing so is in the best interests of the Agency. This determination shall be documented in the contract file.
(b) The underlying principles of (48 CFR) FAR Subpart 42.11 apply to USAID contracts and are inherent to this section. However, not all of the specific requirements and terminology in FAR 42.11 are compatible with the types of technical assistance contracts usually awarded by USAID. Therefore, this section 742.1170 shall apply in lieu of the requirements of (48 CFR) FAR Subpart 42.11.
(c) The progress reports discussed in this section are separate from the performance evaluation reports prepared in accordance with (48 CFR) FAR 42.15 and internal Agency procedures, although they may be used by USAID personnel or their authorized representatives when evalauting the contractor's performance. Furthermore, the policies, procedures and limitations of this section do not apply to technical reports, studies, papers, etc., the acquisition of which may be part of or even the sole purpose of the contract.
742.1170-3 Policy (a) The contractor is responsible for timely contract performance. Performance monitoring by USAID does not obviate this responsibility.
(b) The Strategic Objective Team (SOT), particularly the Cognizant Technical Officer and the Contracting Officer, will determine how to monitor the contractor's performance to protect the Government's
interests, by considering:
(1) The contract requirements for reporting progress;
(2) The contract performance schedule;
(3) The contractor's implementation plan or workplan;
(4) The contractor's history of contract performance;
(5) The contractor's experience with the services or supplies being provided under the contract;
(6) The contractor's financial capability;
(7) Any other factors the SOT considers appropriate and necessary to adequately monitor contractor performance (for example, the day-to-day working proximity of the SOT, CTO, or contracting officer to the contractor's place of performance).
(c) In monitoring contractor performance, the SOT (particularly the cognizant technical officer and contracting officer) shall utilize any of the contractor's existing systems or processes for monitoring progress, provided that doing so is not contrary to the terms of the contract. The SOT shall not require anything from the contractor that is outside the scope or terms of the contract or may result in claims of waivers, of changes, or of other contract modifications. Further, progress reports shall not require information already available from other sources.
742.1170-4 Progress reporting requirements and contract clause (a) When information on contract performance status is needed, the contract may include a requirement for the contractor to submit periodic progress reports, tailored to address specific contract requirements but limited to only that information essential to USAID's needs in monitoring the contractor's progress.
(b) Because the cognizant technical officer (CTO) is the individual most familiar with the contractor's performance, the progress reports shall be directed to the CTO, who shall review the reports and advise the contracting officer of any required action, including any action needed to address potential or actual delays in performance. Such advice shall be in writing and provided in sufficient time for the contracting officer to take necessary action, and shall provide a definite commmendation, if action is appropriate. The requirements of this paragraph do not relieve the contractor of notification requirements identified elsewhere in the contract.
(c) The contracting officer shall insert the clause at 752.242-70, Periodic Progress Reports, in solicitations and contracts when progress reporting is required, as specified in this section. When this clause is used, the contract shall specify appropriate reporting instructions in Section G of the contract.
Part 752 - SOLICITATION PROVISIONS AND CONTRACT CLAUSES752.242-70 [added]
A new section 752.242-70 is added to read as follows:
752.242-70 Periodic Progress Reports (July 1998) As prescribed in 742.1170-3(c), insert the following clause in contracts for which periodic progress reports are required from the contractor. The term "contract" shall be interpreted as "task order" or "delivery order" when this clause is used in an indefinite-delivery contract.
PERIODIC PROGRESS REPORTS (July 1998) (a) The contractor shall prepare and submit progress reports as specified in the Schedule of this contract. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with (48 CFR) FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representatives when evaluating the contractor's performance.
(b) During any delay in furnishing a progress report required under this contract, the contracting officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the contracting officer determines that the delay no longer has a detrimental effect on the Government's ability to monitor the contractor's progress.