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12 1981UNITED STATES INTERNATICNAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT WASHINGTON D C 20523
December 29JAJR 12 ss PH81 RI LIVED
CONTRACT SERVICES DIVISION
Mr R W o 1Fill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 3 to Grant AIDasha )12 Bandung Hospital
Dear Mr OFfill
This letter amends Grant AIDasha 171 dated August 29A48a toextend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1980 and insert in its place March 31 1981
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and five copies to this office
Sincerely yours
Dai ASantos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The General Conference of Seventh-Day Adventists
Title_
CT 10 1979 DEPARTMENT OF STATE
AGENCY FOR INTERNATIONAL DEVELOPMENT =L 1 -
WASHINGTON O C 20523
September 27 1979 OCT i i~liJ
SAWS Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 172 for the Bangkok Adventist Hospital
Dear Mr OFfll
This letter amends Grant AIDacha 172 dated August 29 1978 by changing the language of the Authorized Expenditures and extending the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1981
Article II - Authorized Expenditures - In the second line of the last paragraph delete the phrase A two-story out-patient wing and insert in Its place A one-story out-patient wing
Except as expressly herein amended said grant is continued in full foice and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sincerely yours
Director Office of American Schools and Hospitals Abroad
ACCEPTED
The General Conference of Seventh-Day
Adventists
By-
Titl _
13 UTED STATES INTERNATIONAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT
WASHINGTON D C 20523
December 10 1979
Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 1712 Bandung Hospital
Dear Mr OFfill
This letter amends grant AIDasha 171 dated August 29 1978 to extend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1980
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sinqrely-ours
Da Santos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The G eral Conference of Seventh-Day Adventists
By -z (
Title
CTNRIC
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
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5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
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73 101-50(b)(3)) (Crtoaued on Page 2)
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0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
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MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
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Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
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I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
12 1981UNITED STATES INTERNATICNAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT WASHINGTON D C 20523
December 29JAJR 12 ss PH81 RI LIVED
CONTRACT SERVICES DIVISION
Mr R W o 1Fill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 3 to Grant AIDasha )12 Bandung Hospital
Dear Mr OFfill
This letter amends Grant AIDasha 171 dated August 29A48a toextend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1980 and insert in its place March 31 1981
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and five copies to this office
Sincerely yours
Dai ASantos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The General Conference of Seventh-Day Adventists
Title_
CT 10 1979 DEPARTMENT OF STATE
AGENCY FOR INTERNATIONAL DEVELOPMENT =L 1 -
WASHINGTON O C 20523
September 27 1979 OCT i i~liJ
SAWS Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 172 for the Bangkok Adventist Hospital
Dear Mr OFfll
This letter amends Grant AIDacha 172 dated August 29 1978 by changing the language of the Authorized Expenditures and extending the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1981
Article II - Authorized Expenditures - In the second line of the last paragraph delete the phrase A two-story out-patient wing and insert in Its place A one-story out-patient wing
Except as expressly herein amended said grant is continued in full foice and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sincerely yours
Director Office of American Schools and Hospitals Abroad
ACCEPTED
The General Conference of Seventh-Day
Adventists
By-
Titl _
13 UTED STATES INTERNATIONAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT
WASHINGTON D C 20523
December 10 1979
Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 1712 Bandung Hospital
Dear Mr OFfill
This letter amends grant AIDasha 171 dated August 29 1978 to extend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1980
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sinqrely-ours
Da Santos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The G eral Conference of Seventh-Day Adventists
By -z (
Title
CTNRIC
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
FPI) C0 M Do Not Use (fll 13 Chapttr 5)
U 2 Lost Reimbursemet (Specify CR CPi F 0 N Cooperatise Agrcement (Handbook 13)
CS CPAI CPII) D0O Small Business Set Aside (FPR I I 706-8) M8O- TYPI AWARD
o 3 Cooperative Agreermnt 0 P Osersas Procuring Activities (AIDPR 0] A SB Set-Aside Assarded tliNon Minority fU 4 Grant - encral Support 7 3 t1 50(b)(2)) 0 i SB Set Aside Asardd to Minority
5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
] 1- redominant Lapabiit) (AIDIR 0 B A amp E firms 0 M US Government
73 101-50(b)(3)) (Crtoaued on Page 2)
AID 1420-49 (1-79) 1ag Ishy
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
CT 10 1979 DEPARTMENT OF STATE
AGENCY FOR INTERNATIONAL DEVELOPMENT =L 1 -
WASHINGTON O C 20523
September 27 1979 OCT i i~liJ
SAWS Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 172 for the Bangkok Adventist Hospital
Dear Mr OFfll
This letter amends Grant AIDacha 172 dated August 29 1978 by changing the language of the Authorized Expenditures and extending the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1981
Article II - Authorized Expenditures - In the second line of the last paragraph delete the phrase A two-story out-patient wing and insert in Its place A one-story out-patient wing
Except as expressly herein amended said grant is continued in full foice and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sincerely yours
Director Office of American Schools and Hospitals Abroad
ACCEPTED
The General Conference of Seventh-Day
Adventists
By-
Titl _
13 UTED STATES INTERNATIONAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT
WASHINGTON D C 20523
December 10 1979
Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 1712 Bandung Hospital
Dear Mr OFfill
This letter amends grant AIDasha 171 dated August 29 1978 to extend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1980
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sinqrely-ours
Da Santos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The G eral Conference of Seventh-Day Adventists
By -z (
Title
CTNRIC
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
FPI) C0 M Do Not Use (fll 13 Chapttr 5)
U 2 Lost Reimbursemet (Specify CR CPi F 0 N Cooperatise Agrcement (Handbook 13)
CS CPAI CPII) D0O Small Business Set Aside (FPR I I 706-8) M8O- TYPI AWARD
o 3 Cooperative Agreermnt 0 P Osersas Procuring Activities (AIDPR 0] A SB Set-Aside Assarded tliNon Minority fU 4 Grant - encral Support 7 3 t1 50(b)(2)) 0 i SB Set Aside Asardd to Minority
5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
] 1- redominant Lapabiit) (AIDIR 0 B A amp E firms 0 M US Government
73 101-50(b)(3)) (Crtoaued on Page 2)
AID 1420-49 (1-79) 1ag Ishy
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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5 1(c1ot SWPIAisoTie ( i tfe s ciO 5 Nt a It Sh AreaPsefeteeteAcood
I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
13 UTED STATES INTERNATIONAL DEVELOPMENT COOPERATION AGENCY
AGENCY FOR INTERNATIONAL DEVELOPMENT
WASHINGTON D C 20523
December 10 1979
Mr R W OFfill Assistant Executive Director Seventh-Day Adventist World Services Inc 6840 Eastern Avenue N W Washington D C 20012
Subject Amendment No 1 to Grant AIDasha 1712 Bandung Hospital
Dear Mr OFfill
This letter amends grant AIDasha 171 dated August 29 1978 to extend the termination date The grant is amended as follows
Cover Page - In the second paragraph delete December 31 1979 and insert in its place June 30 1980
Except as expressly herein amended said grant is continued in full force and effect in accordance with its terms and conditions
Please indicate your acceptance of this amendment by signing the original and all copies and returning the original and 5 copies to this office
Sinqrely-ours
Da Santos Director Office of American Schools and Hospitals Abroad
ACCEPTED
The G eral Conference of Seventh-Day Adventists
By -z (
Title
CTNRIC
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
FPI) C0 M Do Not Use (fll 13 Chapttr 5)
U 2 Lost Reimbursemet (Specify CR CPi F 0 N Cooperatise Agrcement (Handbook 13)
CS CPAI CPII) D0O Small Business Set Aside (FPR I I 706-8) M8O- TYPI AWARD
o 3 Cooperative Agreermnt 0 P Osersas Procuring Activities (AIDPR 0] A SB Set-Aside Assarded tliNon Minority fU 4 Grant - encral Support 7 3 t1 50(b)(2)) 0 i SB Set Aside Asardd to Minority
5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
] 1- redominant Lapabiit) (AIDIR 0 B A amp E firms 0 M US Government
73 101-50(b)(3)) (Crtoaued on Page 2)
AID 1420-49 (1-79) 1ag Ishy
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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5 1(c1ot SWPIAisoTie ( i tfe s ciO 5 Nt a It Sh AreaPsefeteeteAcood
I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
CTNRIC
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
FPI) C0 M Do Not Use (fll 13 Chapttr 5)
U 2 Lost Reimbursemet (Specify CR CPi F 0 N Cooperatise Agrcement (Handbook 13)
CS CPAI CPII) D0O Small Business Set Aside (FPR I I 706-8) M8O- TYPI AWARD
o 3 Cooperative Agreermnt 0 P Osersas Procuring Activities (AIDPR 0] A SB Set-Aside Assarded tliNon Minority fU 4 Grant - encral Support 7 3 t1 50(b)(2)) 0 i SB Set Aside Asardd to Minority
5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
] 1- redominant Lapabiit) (AIDIR 0 B A amp E firms 0 M US Government
73 101-50(b)(3)) (Crtoaued on Page 2)
AID 1420-49 (1-79) 1ag Ishy
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
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NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
ISERCMSDjP Action SERCMSDSUP Action CONTRACTGRANTCOOPERATIVE AGREEMENT DATA SHEET [Mon ior Offe
INSTRUCTIONS AINf- Complete 4 copies of ihe form Original SFRCMSDSUP Statistical Section Copy Copy 2 SERCMSDSUP Administrative Copy Copy 3 Contracting Officers Copy Copy 4 SERCMSDSUP Admin (Suspensc) Copy _ h___ -_r__Comphte 2 copies of he form Original SERCMSDSUP Statistical Section Copy and Copy 2 sollbe retained in the Missions
PART IA
ContractorGrantee Nam__ _ _ _Numb
P10(1 Number Albir Prject NumbcrAprpito ilotment Nuiojber
Projcctle
Amount of thisPIOT fProjct Managers Name and Office Symbol Contractors D-U-N-S Number
Negotiators Typed Name
ContractGrant Officer s Typed Name Signature Date
PART IIB
C0ntracGrant Number type Ordcr Order Number iAmrcndnntModification 1Date PIOT Received by CMSDSUP or Mission Contract Office1 N eNumber 1
ta a 61- O
PARI If
Fffective Date of Document Signature Date of Document rstimated Corsplktion Date ContractGrant funded through
Ilost Lountr Insitutiun (Umiersrgt Campus Loor-hnalor (Unitersty Amount ObigatedDeoligaled ICumulative Ob igation thru this contract OL Y) contractONL Subhnattdby this Action Action
PART Ill )L Lriptiin Of Coiitractrant Please X ONLI ONE item under each heading IFOTHER pleast specify (Complete both pages I aid 2) NOTF Not to be issnpletid for AmctodmLnl orModification Actions
1(3 fY1 ACTION 0G Unsolicited Proposal (AIDIR D C Individual (Non personal strsice)
0 Coritract(GrantLCuupcrafive Agreement 7-3 101-50(b)(6)) 0 D Individual (lersonalSerILe)
L I Task Order (IOA) 0 H Procurement tobe Performed by the Con 0 E UniversityOther rducationa Institutions
O 2 ork Order (IQC)l tratorii Person (AIDPR I Non ProfitOrganiation Institutions (other
U 3 Delivery Ordr (Rtquirements) 7 3 101-50(b)()) than Fd or IVO)
U 4 Purchase OrJer I Sole Source (AIDPR 7 3 10t 50(b)(4)) 0 6 Private Voluntary Organization (tVO)
If 1 2 or3 have an X complete 12 ONLY j Impaurment of Foreign Policy Objectives H tinternational Agricultural Research Organi
M04 CONTRACTGRANT TYPE (AIDPR 7 3 t01 50(b)(7)) zation
3 o MOA (BOA BMA etc ) 0 IC 8(a) Selection (1- t I 1 713-1) 0 I Public Interiational Organizations (UN
C1 I Fixed Price (Specify PllRD FPEPA Agencies IKRC iorldlfIP g L Grant (Handbook 13) Banketc )
FPI) C0 M Do Not Use (fll 13 Chapttr 5)
U 2 Lost Reimbursemet (Specify CR CPi F 0 N Cooperatise Agrcement (Handbook 13)
CS CPAI CPII) D0O Small Business Set Aside (FPR I I 706-8) M8O- TYPI AWARD
o 3 Cooperative Agreermnt 0 P Osersas Procuring Activities (AIDPR 0] A SB Set-Aside Assarded tliNon Minority fU 4 Grant - encral Support 7 3 t1 50(b)(2)) 0 i SB Set Aside Asardd to Minority
5 Grant Specific Support M06 TYPE SERVICE 0] C SD Not Set Asidi Awardd to Non Minority
U Grant -21 t(d) 0]A Training of Participants 0]D SD Not SdtAside Avardcd lii Minority
o 7 Do Not Use 03B T-chnucal Assistance (Program Project 0 L 8(a) SBA Awarded to Non Nfinoritl (Women
0 8 lQCs related except A amp E Services) Owned Veterans etc )
o1 9 iiostCounlr) ContractGrant C] C A amp E Services 0 F 8(a) SBA Avarded to Minior3t
Complte ONLY through NIS] ) Construction 0 G Personal Service Contract - Non Minority
105 SFLECTION PROCEDUPFS 0 E Research 0 H Personal Sctvice Contract - Minioriy
[ A Formally advertised (11h)(AIDPR 7 2 4 amp 0 F Technical Services to AID (other than train- 0 I Individual Non Pe-sonal Sersuct Contract -
I PR I 2 4) Ingusually operating expense) Non Minority
03 B Ni oliatd Irice Competition General 0 G Training Service forAID 0 J Individual Non Personal Service Contract shy
lroiedure (RFP) (AIDPR 7-4 56) II Equipment Materials Supplies Commodities Minority
0 C 4amp E (AIDPR 7 4 10) 0r1 Translation Service I IL Not Small Business (Univ Non Pofit Large
U D Fd Inst andor Intl Research (AIDPR M07 -TYPE CONTRACTORGRANTEE I i ms) Non Minority
7 4 57) 0 A Firm - All profit making firms (other than 0 L Not Small Business (Univ Non Profit Large
U1E Collaborative Assistance (AIDPR 7 4 58) A amp E) Firms) Minority
] 1- redominant Lapabiit) (AIDIR 0 B A amp E firms 0 M US Government
73 101-50(b)(3)) (Crtoaued on Page 2)
AID 1420-49 (1-79) 1ag Ishy
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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5 1(c1ot SWPIAisoTie ( i tfe s ciO 5 Nt a It Sh AreaPsefeteeteAcood
I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
0 D Small Business Not Set-Aside Awarded to 0 B3 Follow-on After Competition
Ci Direct AIDW Executed ContractGrant Minority 0 B9 Other (Specify)
M09- CONTRACTING PARTIES
o 2 Direct AID Mission Executed ContractGrant 0 E 8(a)- SBA Awarded to Non-Minority
o 3 Ilost Country Grant lFinanced (Women Owned V-terans) M65 - TYPE O1 BUSINESS
0 4 Host Country Loan Financed 0 1 8(a)- SIA Awarded to Minority 0 El Source Non-U S and Used Outside U S
0 s [lost Country ContractGrant Source of 0 G Personal bvice Contract- Non-Minority and Possessions
Finance Unknown 01 H Personal Servic Contract - Minority 0 L2 Source Non-U S and Possessions (roe
MI0 - PRIVATL VOLUN IARY ORGANIZATION 0 I Individual Non-Pcional Service Cinttract - elgn Purchases Used Inside U5)
o I U S Registered PVO Non-Minority (If U S Source complete A thru D)
0 2 U S Non-Registered PVO 0 j Individual Non-Persoial Service Contract - 0 A] Small Business Disadvantaged 8(a)
o] 3 S Cooperative Minortty 0 A2 Small Business- Owned by Minority
i) 4 Foreign Cooperatives El K Not Small Busines (Univ Non Profit Group
o 5 roreign PVO Large Ftumsj- Non-Minorit) 0 A3 Other Small Business (including
o 6 Other (Specify) _0 L Not Small Bi Ainess (Univ Non Profit individuals)
MI I - ADVANCE Large Ihrms)- Minority 0 BI Large Minority Business
I No Advance 0 M U S Government 0 B2 Other Large Business
0 2 Advance- Non-1-RLC [ N Unknown 0 CI Non-Profit Private Educational
o 3 Advance- I-RLC M56- SUBJFCT TO STATUTORY REQUIRE- Organization
MI2 - COUNTRY O1FPERyORMANCE MENT 0 C2 Non Profit Hospital
(Specify) _ 0 A Walsh-liealey Act Manufacturer 0J C3 Non-Profit Research Institution Founda-
M13 Isan travel required outside US 0 B Walsh Ilealey Act Regular Dealer lion and Laborat aies
9-YFS El NO 0 C Service Contract Act (U S ONLY - Guards 0 C4 Other Non-Profit Institutions
M144- CONTRACTGRANT SOURCE Maintenance Laborers) 0 DI StateLocal Government Educational
ol I U S ContractorGrantee 0 D Davis-Bacon Act (Construction) Institution
0 2 Non-U S ContractorGra 1tee 0 E Not subject to Walsh Ilealey Service Con 0 D2 StateLocal Gosernment Hosptal
o 3 Combination of I amp 2 tract or Davis-Ilacon Act (Most AID 0 D3 StateLocal Government Rapsrch
MI 5 TYPE OWNERSIIIP Contracts) Organization
0 1 Arnerkais Oriental Fquipment Supi1has Matrials and Commodilits 01 D4 Other StateLocal (Specffy)
C] 2 Black Amerikan
Ei 3 Ameran Aleutsor Fskimos M57 A-IRMATIVI ACIIONIIANON FILL
o 4 American Indian 0 YES Li NO
o] 5 llmpanic M58 AIIRMATIVI ACTION PLANON MO6-COST ACCOUNTING STANDARDS
ol 6 Other (Specify) PREVIOUSLY Ill 1 1) CONTRACTS 0] Required El Not Required
122 ( URRENCY INDICATOR 0 YES D NO P167 NUMBLR 01 DIDD)-RSOFI I RING ITEMS
0 US Dollar M60- INCRLI1-NTAL I UNDI D CONI RALT ORS1RVICISOI IOREIGNLONiFNT
[I Local Currnc 0 YFS C NO
El 2 Combination 161 CONSULTANT fYP1 AWARD M168 WOMI N OWNLD BUSII SS
E3 3 Unfunded Is the Award for Cinsultiig Type Service 0 YLS l NO
MSO LBCONTRACTING CODE to AID M69 - P[ RCLN] I ORI IGN CON fl N OI COM
oJ0 0 Dollars 0 YES 0 NO MODITIrS AND SI RVICI S
l I I tO00 Dollirs M63- EXTENT OF COI1LTI1 ION IN
[- 2 10001 499 999 Dollars NEGOTIATION M70- LABOR SURPLUS ARI A (I SA)
o 3 500000 and oer COMPETITIVL PRE1-LRI NCF
o 4 Unknown E0 Al Small Business Total Set-Aside (Location of Contractor)
151 - SUBCONTRACTOR TYPE AWARD 0 A2 Small Business Partial Set-Aside 0 I Labor Surplus Area No Prefirence
o] A Small Business Set-Aside Awarded to Non- 0 AJ Labor Surplus Set Aside 0 3 Labor Surplus Area - Tie Bid riference
Minority 0 A4 Labor SurpusSmall Business Set Aside D 5 Not a Labor Surplus Area reference Award
Li B Small Business Set-Aside Awarded to 01 A9 Other (Specify) _ _ 7 Total Labo- SurplusSmall Business Set Aside
Minority NON COMPETITIVE Preference
0 L Small Business Not Set-Aside Awarded to 0 BI Buy Indian 0 8 Total Labor Surplus Set-Aside Preference
Non-Minority 0 B2 8(a) Program (P L 95-89)
NOTE M03 thru M$1 are required for AID rdpotting M56 thru M70 are required for the Office of Federal Procurement Policy reporting SEP (CM has no control over those elements
4 JD 1420-49 (1-79) Page2 2
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I- 81e ojj te
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
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GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
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Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
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4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
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7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
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funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
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account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
GRANT
BY THE
UNITED STATES OF AMERICA
TO
THE GENERAL- CONFERENCE OF SEVENTH-DAY ADVENTISTS
Seventh-Day Adventist World Services Inc
FOR
THE BANDUNG ADVENTIST HOSPITAL
Pursuant to the authority contained in Section 214 of the Foreign Assistance Act of 1961 as amended the Government of the United States of America acting through the Agency for International Development (hereinafter referred to as AID) hereby makes a grant of Three Hundred Thousand Dollars ($300000) to the General Conference of Seventh-Day Adventists (hereinafter referred to as Grantee) to be used solely for the benefit of the Bandung Adventist Hospital located in Bandung Indonesia in accordance with and subject to the terms and conditions set forth in the Appendices hereto attached and made part of this grant as follows Appendix A (Special Provisions) and Appendix B (General Provisions (3) Procurement of Commodities (Sa) Disbursement Procedures and (6)Administrative and Other Provisions)
This grant is to cover authorized expenditures incurred from the date of execution of this grant and ending December 31 1979
Agency fo International Development
By A6te CA14 Acting Director Office of American Schools and Hospitals Abroad
1978Date AU G 2 9
This grant is hereby accepted under the terms and conditions and for the purposes set forth in the Appendices Grant No AIDasha 17t attached hereto
Project No 913-0269-1387421 Seventh-Day Adventist World Services Inc 6840 Eastern Avenue NW Washington D C 2
-IL ByTtle O - r
Allotment No 894-38-099-00-84-81
Appropriation No 77-1181013
Title 4 L
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
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7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
APPENDIX A
SPECIAL PROVISIONS
ARTICLE I - PURPOSE OF THE GRANT
1 Under Section 214 of the Foreign Assistance Act of 1961 as amended
assistance is authorized to hospital centers for medical education and
research outside the United States founded or sponsored by United States
citizens
2 Grant-e a non-profit corporation existing under the laws of the
District of Columbia founded the Bandung Adventist Hospital in Bandung
Indonesia in 1950
3 The Bandung Adventist Hospital began as a 20 bed hospital and has
grown to a 140 bed facility serving 4000 bed patients and out-patients
monthly As a part of Grantees overall health program Grantee operates a
school of Pursing in cooperation with the Indonesian Union College In
cadition the hospital conducts clinical and laboratory research in tropical
diseases such as malaria and gastro-intestinal and liver parasites
4 Grantee needs to replace obsolete and provide new diagnostic and
laboratory equipment to permit the hospital staff to improve its services
and programs Grantee has requested assistance for this purpose and AID
has determined that $300000 should be granted
ARTICLE II - AUTHORIZED EXPENDITURES
Except as otherwise approved by AID in writing the $300000 provided
by this grant shall be expended only as follows
For procurement of diagnostic and laboratory equipment from among the items set forth in the equipment list attached to this Appendix including the cost of shipment insurance and installation
Funds provided by this grant shall not be used to pay any import tax
or duties on commodities imported to Indonesia
lb
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
- 2 -
Bandung Hospital
List of Equipment
A X-ray Machine - 500 ma - with the following accessories 1 Spotfil device 2 Tomogram 3 Image intensifier
B Laboratory Equipment
1 Spectrophotometer - Double beam - with accessories 2 Flame photometer 3 Complete tissue processor - Autotechnocon 4 Bacteriological equipment including the following
1 Serological baths 2 Thermostated baths 3 Incubators - Ambi - Hi - Lo- Regular Control -
Anaerobic and C02 5 Microscopes - 2 regular and
1 special for darkfield and fluorescence 6 Autoclave 7 Electrophoresis unit - complete with accessories 8 Automatic device for staining blood smear 9 Analytic balances - double and single pan 10 pH meter 11 Cotlove chloridometer 12 Coulter cell counter 13 Automatic pipettor - dilutor 14 Blood gas studies equipment 15 Blood bank refrigerator
C For the above equipment line conditioner to regulate voltage
D Special instrumants to aid the doctors in making a more complete diagnosis
1 Bronchoscope - fibrooptic 2 Gastroscope - fibooptic 3 Clonoscope - fibrooptic 4 Sigmoidoscope - fibrooptic 5 Oto-opthalmoscope - fibroopLic 6 Culdeoscope - fibrooptic 7 EKG machines - console and portable 8 Ultrasound - complete
i
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
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C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
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kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
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Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
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5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
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4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
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7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
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account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Appndix (3)Gnral Provisions
PROCUREMENT OF COMMODITIES
Paragraphs A through H apply to procurement of commodities and commodity
related services by the Grantee and any Grantee procurement agent When AID
is financing a fixed or unit price contract of the Grantee for construction
services paragraphs A and B but not paragraphs C through H will apply
A Place of Procurement
Commodities authorized for procurement shall be procured only in the
United States or in the country in which Grantees institution is located (except
as Appendix A Special Provisions limits procurement to the United States only)
1 Procurement in the United States
Commodities procured in the United States shall have been produced in
the United States A commodity shall not be eligible as being produced in the
United States if
(a) more than 50 percent of the total cost of its components were imported into the United States and
(b) it contains components from any communist country excluding Yugoslavia
2 Procurement in the Country in which Grantees Institution is Located
Commodities procuted in the country in which Grantees institution
is located
(a) shall not have entered the market on order from or othershywise to satisfy a specific need of the Grantee except commodities produced in the United States and
(b) shall not have been produced in nor--to the best of Grantees knowledge or the knowledge of any agent or contractor of the Grantee--contain components from any communist country excluding Yugoslavid
B US Carriers
Shipment of commodities from the United States shall be on US flag
carriers except as otherwise approved by AID
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
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4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
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7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Procurement of Commodities
-2-
C Quotations and Bids
Procurement shall be made in accordance with Grantees regular methods
of procurement provided Grantee employs good business practices which except
as permitted by paragraph D below shall include
1 Obtaining quotations or bids as appropriate from as many alternative sources as may be feasible and
2 Procurement at the lowest price except as extenuating circumstances or non-responsive bids otherwise dictate
Any decision by Grantee to procure a commodity at other than the lowest price
offered shall be documented pursuant to paragraph E below
D Proprietary Procurement
Proprietary procurement ie procurement from a single source and withshy
out obtaining quotations or bids from other manufacturers or suppliers is hereby
authorized (1)to assure compatibility or standardization with existing commodities
(2)when special design requirements are needed and available only from a single
source (3)when a specific commodity has proven to be most economical dependable
or serviceable under local conditions and (4)when a specific commodity has a
sole manufacturer or supplier Any decision by Grantee to procure a commodity
on a proprietary basis shall be documented pursuant to paragraph E below except
for procurement of spare parts and components for existing commodities which may
be undertaken on a proprietary basis without the documentation required in
paragraph E below
E Notification to AID
Any decision by Grantee to procure a commodity (1) at other than the
lowest price offered or (2)on a proprietary basis (except for spare parts and
components for existing commodities) shall be supported by a statement setting
forth the reason(s) and the name(s) of the person(s) deciding that such
procurement was advisable and necessary Statements substantiating the above
53
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Procurement of Commodities
-3shy
kinds of action shall be included in Grantees records and furnished to AID
when the procurement is undertaken
F AID Financed Export Opportunities Bulletin
For commodities costing $5000 or more to be procured from the United
States Grantee shall prepare and submit to AID notice(s) of prospective
procurement for publication in the AID Export Opportunities Bulletin Each
notice shall (1)describe generically the commodities to be procured (2)provide
an address in the United States where more detailed infcrmation may be obtained
by interested parties and (3) state that procurement will begin 45 days (or such
later date as Grantee may desire) after publication of notice
G Marking Requirements
The Grantee shall insure that all major commodities financed under this
grant are marked with the official AID (clasped hands) emblem except as
AID may otherwise approve in writing
H Procurement Documentation
Grantees records shall include copies of all solicitations made for bids
or quotations for commodities procured under this grant all quotations or bids
received suppliers commercial invoices and as applicable other pertinent
documents related to procurement eg bills of lading or other evidence of
shipment including insurance sales and service contracts or agreements and
Grantees documentation for proprietary procurement and procurement at other than
the lowest price pursuant to paragraph E above
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Appendix B (5 a) General Provisions
DISBURSEMENT PROCEDURES
Disbursement for Actual and Accrued Expenses
Except as otherwise provided in Appendix A Special Provisions
or by A I D in writing the disbursement of grant funds shall be in
accordance with the following terms and procedures
A Disbursement Terms
1 Disbursement for Actual and Accrued Costs
Funds shall be disbursed to the Grantee for actual and
accrued United States Dollar and local currency expenses as authorized
in Appendix A of this grant
2 Accrued Costs
Any accrual of costs by the Grantee for which disbursement
is requested pursuant to Paragraph B below shall be undertaken in
accordance with the following guidelines Accruing costs permits Grantee
to request disbursement for expenses incurred for a given period although
such expenses ma- not have been actually paid in cash As applicable
costs of professional services andor construction services shall be
considered to accrue as a contractor performs his work and materials
are delivered to the work site irrespective of whether the contractor has
submitted his bill for such services andor materials Accordingly the
cost of work performed andor materials delivered may be estimated and
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Disbursement Procedures
-2-
Grantee may request disbursement by A I D for such accrued costs
Any first payment provision or construction start-up costs provided
for in a contract and within the authorized expenditures of the grant
shall be considered to accrue upon A 1 D s approval of the contract
Expenditures for commodities including books and periodicals shall
be considered to accrue upon delivery of the commodities or receipt
of the bill whichever is earliest For commodities procured in the
United States delivery occurs when Grantee or Grantees contractor
takes title typically in the U S when the commodities are delivered
for shipment overseas
3 Conversion of Dollars to Local Currency
Grantee is authorized to convert United States Dollars to
local currency Such conversions shall be made by or under arrangements
and at rates approved by a United States Disbursing Officer at the A I D
Mission American Embassy or Consulate in the country where Grantees
institution is located
4 Restriction on Interest
Interest earned on all or any part of the funds disbursed under
this grant whether dollars or dollars converted to localcurrency shall
be refunded to A I D
lb
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Disbursement Procedures
-3 shy
5 Records of Grant Financed Expenditures
Gritees records and books of account shall be maintained
in such a manner that expenditures financed by this grint xiay be readily
identified
B Method of Disbursement
1 Requesting Payment
To obtain disbursement for uthorized expenditures the Grantee
or his authorized agent shall request payment typically not more frequently
than once each month from the Office of the Controller (FMPAD) A I D
Washington D C 20523 Requests for payment shall include tbe documenshy
tation (voucher expenditure report and certification) set forth below
2 All payments under this grant shall be deposited by the Grantee
in a Special Bank Account separate from the Grantees general or other
funds A separate account number shall be assigned by the Grantee for
operation of this grant and all requests and disbursements shall be
recorded thereunder by the Grantee in such manner that It will be possible
to ascertain the nature of the withdrawal and the balance of the account
at any time The records thereof shall be preserved and be subject to
inspection and audit in accordance with applicable provisions of this grant
3 Voucher
Grantee shall submit Voucher Form 1034 (original) and three
copies of SF 1034 (a) properly executed to show the amount of expenditures
during the period for which disbursement is requested
2
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Disbursement Procedures
-4 shy
4 Expenditure Report
All vouchers submitted under this grant shall be supported by
an original and three copies of an expenditure report as follows
Expenditure Report
Authorized Expenditures Authorized Amount Total Expenditures To Date This Period
(Describe authorized (As applicable insert expenditures as set grant amount allocated forth in Appendix A) for authorized expendishy
tures)
5 Certification
Each request for disbursement of granf funds shall include a
certification signed by an authorized representative of the Grantee as follows
The undersigned hereby certifies (1) that the payment of the sum claimed under this voucher is proper and due under the terms of the grant and (2) that the Inforshymation contained in the expenditure report is true and correct
Signature
Date
6 Final Payment
For final payment under this grant Grantee shall submit Voucher
Form 1034 (original) and three copies of Voucher Form 1034 (a) marked
FINAL VOUCHER together with the expenditure report and certification
described above not later than 90 days after the expiration of this grant or
such other period as may be approved in writing by A I D fil
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Disbursement Procedures
5 shy
7 Additional Documentation
A I D may request the submission of additional documentation
to that required above to support authorized expenditures charged by the
Grantee to this grant
Icy
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Appendix B (6 eneral Provisions
ADMINISTRATIVE AND OTHER PROVISIONS
A Reports to Office of American Schools and Hospitals Abroad
As a condition of accepting this grant Grantee agrees to keep
the Office of American Schools and Hospitals Abroad (ASHA) informed
of its activities toward accomplishing the purposes of this grant
as well as its successes and problems as an American founded or
sponsored institution overseas To this end Grantee agrees pursuant
to the provisions set forth below to submit to ASHA
- quarterly reports of grant expenditures - quarterly progress reports on capital improvements and - an annual institutional report
Grantee should bear in mind that failure to submit the reports
enumerated above could lead to suspension of disbursement of funds
by AID
1 QuarterlyReport of Grant Expenditures
Grantee shall submit to ASHA a quarterly report of grant expendishy
tures as illustrated in the attached format (See Attachment A)
Two copies of this report shall be submitted within 15 days following
the end of each quarter of the calendar year until the (1) expiration
date of the grant (2) total expenditure of grant funds (3) comshy
pletion of the purpose of the grant or (4) termination of the grant
whichever is earlieht This report is separate from and additional
to expenditure reports submitted with disbursement vouchers prepared
pursuant to the Disbursement Provisions of this grant
2 Quarterly Progress Report on Capital Improvements
If the Special Provisions of this Grant (Appendix A) provide
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Other Provisions
-2 shy
funding for construction commodity procurement or other capital
improvements Grantee shall submit two copies of a progress report
within 15 days following the end of each quarter of the calendar
year The reports should include the following information and may
be consolidated into one quarterly report as applicable
a) Construction Progress
The status of planning contracting construction and related
procurement by a fixed or unit price contractor should be reported
in full Each report should show the percentage of completion of
each major segment of work eg final architectural-engineering
planning excavation structural work mechanical work electrical
work etc and should indicate how the rate of work compares with
the progress schedule adopted at the inception of the project The
progress schedule should be included in each report along with ampny
revisions made in the schedule and the reasons for such revisions
As applicable one or more photographs should be included showing
the work in progress The report should include a statement of
utilization of funds for the project and should separately identify
both grant funds and any other funds financing the project as
applicable The report should inform ASHA of any current or potential
problems affecting the chdracter and progress of the work and steps
taken or which are to be taken to resolve them
b) Commodity Procurement
Commodity procurement undertaken during the reporting period by
the Grantee or Grantees procurement agent excluding procurement
undertaken by a fixed or unit price construction contractor should
be reported as follows
21
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Uther Provisions
-3-
Place ofDescription Number of Purchaseand Amount
of Commodities Quotations Lowest Price (US local (yes no)_ country)Procured Price Bids
Indicate any proprietary procurement with a P(See the grant provisions
relating to Procurement of Commodities for information regarding proprietary procurement)
3 Annual Institutional Report
Grantee shall submit an Annual Institutional Report informing
ASHA of significant activities accomplishments problems plans
Granteefor the future and the contribution this grant is making to
The report should cover theeducational andor medical endeavors
goals of the institution as well as the assumption on which the
goals are based changes improvements or setbacks in the academic
or medic-al programs local and international developments or trends
affecting operations administration staffing budget and finance
Three copies of the report should be submitted to ASHA for each 12
month period covered in whole or part by the term of the grant at
such times as is most relevant in terms of Grantees academic or
fiscal year
Records and Books of Account - Right of InspectionB
The Grantee shall keep full and complete records and books of
account in accordance with generally accepted accounting principles
covering financial details applicable to this grant AID and
any of theirthe Comptroller General of the United States or
have the right to examine auditauthorized representatives shall
and copy at all reasonable times all such records and books of
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Admihistrative and Other Provisions
-4 shy
account and all other documents or reports pertaining to the grant
All such books and records shall be maintained by Grantee for at
least three years after the date of the last disbursement by AID
C Reimbursement to AID
a) In the case of any disbursement which is not supported by
valid documentation in accordance with this agreement or which is
not made or used in accordance with this agreement or which was
for goods or services not used in accordance with this agreement
AID notwithstanding the availability or exercise of any other
remedies under this agreement may require the Grantee to refund the
amount of such disbursement in US Dollars to AID within sixty (60)
days after receipt of a request thirefor
b) If the failure of Grantee to comply with any of its obligation
under this agreement has the result that goods or services financed
under the grant are not used effectively in accordance with this
igreement AID may require the Grantee to refund all or any
part of the amount of the disbursements under this agreement for such
goods or services in US Dollars to AID within sixty days
after receipt of a request therefor
c) The right under subsection (a) or (b) to require a refund
of a disbursement will continue notwithstanding any other provision
of this agreement for three years from the date of the last
disbursement under this agreement
d) (1) Any refund under subsection(a) or (b)or (2) any
refund to AID from a contractor supplier bank or other
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Other Provisions
-5 shy
third party with respect to goods or services financed under the
grant which refund relates to an unreasonable price for or erroneous
invoicing of goods or services or to goods that did not conform
to specifications or to services that were inadequate will (A)
be made available first for the cost of goods and services required
for the project to the extent justified and (B) the remainder if
any will be applied to reduce the amount of the grant
D Non-Liability
AID disclaims all liability with respect to any claims arising
out of or connected with activities supported by this grant
E Equal Opportunity
Grantees employment practices with regard to US nationals
shall provide equality of opportunity without regard to race religion
sex color or national origin Further in the carrying out of its
educational andor medical program Grantee agrees that no person
shall on the grounds of race religion sex color or national
origin be excluded from participation be denied benefits or be
otherwise subject to discrimination
The above shall not be construed to require enrollment of
students of both sexes at an educational institution enrolling boys
or girls only
F Covenant Against Contingent Fees
The Grantee warrants that no person or selling agent has been
employed or retained to solicit or secure this grant upon agreement
or understanding for a commission percentage brokerage or contingeni
fee For breach or violation of this warranty AID shall have the
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Other Provisions
6 shy
right to cancel this grant without liability or in its discretion
to deduct from the grant amount or otherwise recover the full
amount of each commission percentage brokerage or contingent fee
G Officials Not to Benefit
No member or delegate to the Congress or resident commissioner
shall be admitted to any share or part of this grant or to any benefil
that may arise therefrom
H Termination
AID may revoke this grant at any time for the convenience
of the United States Government by giving written notice to such
effect to the Grantee Upon receipt of and in accordance with such
notice Grantee shall take appropriate action to minimze all expendishy
tures and cancel outstanding obligations financed by this grant
wherever possible Grantee shall be reimbursed for all obligations
incurred prior to the date of termination which have not been
cancelled and which it has made in accordance with the provisions of
this grant Grantee shall refund to AID any unexpended andor
non-obligated portion of the funds which have been disbursed to the
Grantee by AID within ninety (90) days after the termination
of this grant In addition upon such- termination AID may at
AIDs expense direct that title to goods financed under the
grant be transferred to AID if the goods are from a source
outside the country in which Grantees institution-is located are
in a deliverable state and have not been offloaded in ports of entry
of the country in which Grantees institution is located
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Other Provisions
-7-
I Notices
Any notice given by any of the parties hereto shall be sufficient
only if in writing and delivered to the following
To A I D Office of American Schools and Hospitals Abroad Agency for International Development Washington DC 20523
To Grantee
Name and address as set forth on the cover page of this grant r
such other address as either of the parties shall have designated
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 All such commushy
nications will be in English unless the parties otherwise agree
in writing
J Subordinate Agreements
The placement of subordinate agreements (eg leases options
etc) grants or contracts with other organizaitons firms or
institutions and the provisions of such subordinate agreements are
subject to prior written consent of AID if they will be funded
hereunder and if AID so notifies the Grantee in writing that it
desires to exercise this right In no event shall any such subordinate
agreement grant or contract be on a cost-plus-a-percentage-ofshy
cost basis Subordinate contractors (including suppliers) shall be
selected on a competitive basis to the maximum practicable extent
consistent with the obligations and requirements of this grant
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
Administrative and Other Provisions
-8-
K Title to and Use of Property
(a) Title to all property financed under this grant shall vest
in the Grantee or the beneficiary institution
(b) The Grantee agrees to use and maintain the property for the
purpose of the grant in accordance with the requirement of this
agreement for the extent of its useful life unless AID shall
agree otherwise in writing
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used
QUARTERLY REPORT OF GRANT EXPENDITURES
Grant No
Institution Total Grant Amount
Report Period (month and year)
DESCRIPTION REPORTING MONTH TOTAL GRANT EXPENDITURES (Cumulative)
1 Construction
2 Equipment and Supplies
3 Scholarships
4 Other (salaries allowances travel etc)
Total
bull Tao copies of this report shall be submitted within 15 days following the end of each quarter of the calendar year until the (1) expiration date of the grant (2)expenditure of grant funds or (3) termination of the grant whichever is earliest
Reports should include expenditures whether they have been reimbursed by AID or not If your grant is expressed in a foreign currency please report expenditures in both the foreign currency and the US dollar equivalent noting the exchange rate used