2021 R EXO GS 15 Solicitation 18May2021.pdf

SOLICITATION NUMBER: 72028021R00001

ISSUANCE DATE: May 18, 2021

CLOSING DATE AND TIME: June 17, 2021, 5:00 PM, Frankfurt

Time SUBJECT: Solicitation for a U.S. Personal Service Contractor (USPSC) – Regional Executive Management Specialist, USAID/MERP

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offer.

Any questions must be directed in writing to the Point of Contact specified in Attachment 1.

Sincerely, Tracy Miller Contracting Officer

TRACY JEANNE

MILLER

Digitally signed by TRACY

JEANNE MILLER

Date: 2021.05.17 11:08:10 +02'00'

ATTACHMENT 1 SOLICITATION NUMBER: 72028021R00001

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72028021R00001

2. ISSUANCE DATE: May 18, 2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: June 17, 2021 before and/or on 5:00 PM (Frankfurt local time)

4. POINT OF CONTACT: MERP HR at usaidmerphr@usaid.gov

5. POSITION TITLE: Regional Executive Management Specialist

6. MARKET VALUE: $110,460 – $143,598 equivalent to GS-15. Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE:

The base period will be one (1) year, estimated to start in July 2021 or earlier if required clearances are obtained. Based on Agency need, the Contracting Officer may exercise one

(1) additional option period for one (1) year for the dates estimated as follows:

Base Period: July 25, 2021 to July 24, 2022 Option Period 1 June 25, 2022 to June 24, 2023

8. PLACE OF PERFORMANCE: Frankfurt, Germany, with possible regional and international travel.

9. ELIGIBLE OFFERORS: U.S. Citizens and Resident Aliens (USNs).

10. SECURITY LEVEL REQUIRED: The final selected candidate must obtain both the appropriate security (Secret Level) and medical clearances within a reasonable period of time (USAID will provide details regarding these clearances to the selected candidate). If such clearance is not obtained within a reasonable time or negative suitability issues are involved, any offer made may be rescinded.

11. STATEMENT OF DUTIES

BACKGROUND

MERP, a Middle East Bureau Support Office established in 2015 and located in the Frankfurt Support

Center (FSC), provides support services to Missions, Representative Offices and other presence and non-presence country programs in the Middle East and North Africa (MENA) area, Office of Support Operations (OSO) and to the regional office of the USAID Office of Inspector General (RIG) in Frankfurt. Located in the Consulate General in Frankfurt, Germany, the FSC is led by a Mission Director-equivalent Senior Foreign Service Officer who provides overall administrative oversight and supervision to MERP operations. The FSC Director is ultimately responsible for the effective delivery of services to the Clients. MERP is staffed by senior level personnel and subject matter experts, with a limited number of support staff and a range of institutional and staffing arrangements intended to secure highly experienced personnel to meet the needs of supported Missions.

The Regional Executive Office offers a range of administrative management services to support the Client’s program, operations and personnel. The USDH Supervisory Executive Officer is currently assisted by a Deputy Executive Officer and a limited number of locally hired staff in Frankfurt. Under the overall guidance of the R/EXO, additional administrative support needed may be provided by staff located at the Client office or procured under the institutional support contractor mechanism or through other available avenues managed by MERP. Administrative services provided may include human resources and personnel services for employees; assessments of and guidance on management operations including recommendations for improvements; procurement; travel;

communication and records management; space planning; Information Technology; ICASS support;

and budgeting. The Regional Executive Officer also serves as an interface and liaison with the multiple DoS ICASS service providers at designated Embassies.

The current EXO staffing in Frankfurt includes 2 HR Assistants, 2 Computer Management Specialists, 1 Supervisory Administrative Management Specialist and 2 Administrative Assistants. There are a number of recruitment actions in process to bring new CCN staff onboard and the current staff members have less than five years of USAID experience. As a result, training and mentoring are critical components of this position.

1. General Statement of Purpose of Contract

The USPSC Regional Executive Management Specialist (R/EXO) will report directly to the Supervisory Regional Executive Officer (R/EXO), MERP. The primary responsibility of the incumbent is to provide the MERP and supported operating units with the full range of support services and oversight assistance in the complex daily operations of the MERP/Executive Office.

The R/EXO will be expected to provide leadership, guidance and professional expertise and knowledge and collaborate closely with MERP/EXO staff in all administrative and logistical EXO functions. In addition, s/he will provide technical guidance to administrative staff in supported operating units.

Responsibilities also include direct support to limited presence and non-presence USAID operating units in the Middle East and North Africa (MENA) region. In Tunisia and Lebanon, USAID has created positions to provide on-site support as an extension of the MERP in those locations. It is possible that similar positions will be added in the future as portfolios are expanded or additional locations are supported by MERP. The incumbent will be expected to provide technical guidance to these positions as needed.

The Regional Executive Management Specialist may serve as acting Supervisory Executive Officer for MERP during periods when the USDH Supervisory EXO and Deputy EXO are absent from post on official Travel/TDY, training, home leave and/or annual leave. When serving in an Acting capacity, the incumbent will report directly to the Deputy Mission Director and will administer the day-to-day operations of the Executive Office.

The incumbent will be delegated signatory authority for designated functions to be determined by the Supervisory EXO. This authority will not include the authority to sign purchase orders and contracts unless an appropriate warrant authority is extended by the Office of Acquisition and Assistance. When serving in an acting capacity, the incumbent will ensure all procurement documents are properly prepared and in full compliance with laws and regulations, and will include/attach all required supporting records and documentation, prior to sending it to the Regional Office of Acquisition and Assistance for signature.

The incumbent may serve as an AOR/COR for the new MENA manpower services mechanism.

2. Statement of Duties to be Performed

a. The Regional Executive Management Specialist will provide management, policy, and leadership direction to Mission-wide and OUs’ activities, advise on administrative and operational management, engage in liaison functions, and participate in budget development, workforce planning and implementation, and management oversight of operational activities.

b. The Regional Executive Management Specialist will utilize skill and judgment in interactions with the highest levels of USAID/MERP management and the US Embassy management.

c. In coordination with the existing Deputy Executive Officer, provide direct support for one third to one half of the supported positions (currently 130 positions) through supervision of staff in Frankfurt and at supported locations and through advice and guidance provided directly to supported staff.

d. Provides direct supervision of locally hired staff in Frankfurt and at supported missions.

Specific supervisory duties will be assigned based on the expertise and experience of the incumbent and distribution of the overall portfolio.

e. Develop appropriate policies and procedures in supported functions as necessary. Often, there will be none currently in place and the incumbent will develop them in cooperation with other responsible offices.

f. Provide expert advice to the Supervisory Executive Officer and MERP Leadership and supported operating units on services provided by the State Department through the International Cooperative Administrative Support Services (ICASS) system. Monitor the adequacy of such services in terms of quality and quantity.

g. In coordination with Financial Analysts in Frankfurt and other locations, manage the operating expense budget for the assigned portfolio in coordination with the Supervisory Executive Officer and the Controller in Frankfurt. Directs administration of the operating expense budget, ensuring prompt and legal obligation of funds.

h. Prepare reports as needed and required by USAID/Washington for operating units in

Frankfurt and at supported locations.

i. Liaise with appropriate offices in USAID Washington and State Department personnel at supported locations as appropriate.

j. Perform responsibilities related to support independent contractors working under the

IDIQ as requested. These responsibilities might include requesting Embassy Access, requesting security clearances, requesting the transfer of security clearances, collecting data, conducting customer satisfaction surveys, etc.

k. Provides advice on best practices for planning, implementing, and evaluating management functions of the USAID offices and staff in Frankfurt and supported operating units.

l. Provides policy advice and guidance on management and support functions and services required for effective program implementation.

m. Participates in project planning and review, in evaluating support implications, feasibility, and projected costs, and drafting or advising on appropriate support budgets.

3. Supervisory Relationship

The Regional Executive Specialist will receive supervision and broad administrative guidance from the Supervisory Executive Officer, MERP. The incumbent will work independently, providing leadership to others involved in the management of the EXO portfolio, and in the development and implementation of the new related initiatives and activities. The R/EXO plans and organizes the work of a major support office; reviews work, evaluates and has final responsibility for the technical and/or managerial performance of subordinates, as well as their conformance with policy, regulations, and procedures. Initiates or reviews proposals for all types of personnel actions affecting subordinates

4. Supervisory Controls

Under a very broad general direction of the Supervisory EXO, the R/EXO independently develops the deadlines, projects, and work to be done. Desired results are indicated only in terms of general overall objectives. Determination of the professional or technical methods to be used is left completely to the discretion of the incumbent. Work results are usually reviewed only for attainment of objectives and conformance with policies and regulations.

12. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

The education and work experience factors below determine basic qualifications for the position.

Applicants who do not meet all of education and experience factors are considered NOT qualified for the position.

1. Education: Minimum of a Master’s Degree is required. Relevant majors include Economics, Finance, Political Science, Sociology, Public Administration, International Development, Business

Administration/Management or related fields.

2. Prior Work Experience: Minimum of fifteen (15) years of work experience in performing and supervising management operations specifically related to administrative management for a large and complicated organization, including human resources management, contracting, lease management, property management, space planning, procurement, security, travel, and records management.

III. EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

QUALITY RANKING FACTORS (QRFs)

Applicants who meet the Education and Experience requirements will be further evaluated based on the three (3) Quality Ranking Factors listed below. The applicant will address each factor on a separate sheet describing specifically and accurately the experience, training, and/or education they have that is relevant to each factor. Please provide a word count after each response.

Experience (30 points)

(a) Five (5) years of overseas work experience working in a development context, and in a supervisory management capacity.

(b) Work experience must demonstrate proven ability to work independently with minimal supervision or guidance.

(c) Proven ability to understand and resolve complex administrative issues.

(d) Demonstrated successful experience in the field of management and administration including personnel administration, management analysis and planning, general services and travel in an international context supporting development initiatives required.

(e) Must have a demonstrated ability to establish and maintain professional and effective contacts within the Mission and the business community of the Mission is required.

(f) Experience must be hands-on providing day-to-day direction to support administrative and operational needs of a large complex regional mission as outlined in the position description.

Job Knowledge (40 points)

(a) Expert knowledge of the broad range of administrative management issues including human resources, procurement, property management, physical security, general services, budgeting, records and correspondence is required.

(b) Demonstrated understanding of programming policies, regulations, budgeting, and documentation is required.

(c) Comprehensive understanding of financial management, contract management, and human resource management is required.

(d) Because the transfer of knowledge is a key component of the position, knowledge of implementation of US government systems at the practical level is required.

Skills and Abilities (30 points)

(a) Proven ability to communicate quickly, clearly and concisely.

(b) Strong mentoring and training skills are required to work with newly hired staff in Frankfurt and at supported operating units in the region.

(c) Must possess strong interpersonal and cross-cultural skills enabling him/her to establish and maintain strong contacts with customers both within and outside USAID.

(d) Proven leadership and management skills particularly with respect to administrative issues are required.

(e) Proven ability to lead, train, and supervise required.

(f) Proven ability to analyze, conceptualize, negotiate, exercise sound judgment, and originate ideas required.

(g) Proven ability to identify problems, and develop creative solutions required.

(h) Proven interpersonal skills to manage requests with patience and tact are required.

(i) Ability to work effectively with a broad range of USG personnel and partners, and have demonstrated skills in effective coordination and collaboration.

(j) Ability to work both independently and in a team environment to achieve consensus on policy, program and administrative matters is a must.

Satisfactory Professional Reference Checks-Pass/Fail (no points assigned)

Total Possible Points: 100

IV. SUBMITTING AN OFFER

1. Eligible offerors are required to complete and submit the offer form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at http://www.usaid.gov/forms

2. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I.

3. Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

4. Letter of application/cover letter.

5. Current resume/CV.

6. Supplemental document specifically addressing the three QRFs (Experience, Skills and Abilities, and Knowledge).

7. List of minimum three (3) professional references with contact information (telephone numbers and e-mail addresses). The applicant’s references must be able to provide substantive information about his/her past performance and abilities.

8. Application must be submitted ONLY via usaidmerphr@usaid.gov and the email subject must say –: SOL #72028021R00001; Regional Executive Management Specialist.

9. Late and incomplete applications will not be considered; the application must be submitted before or on the closing date.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

The CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:

Security Eligibility/Facility Access Medical Clearances and Certifications

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a USPSC is normally authorized the following benefits and allowances:

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation, if eligible)

(e) Eligibility for Worker's Compensation

(f) Annual and Sick Leave

2. ALLOWANCES: Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

(a) Living Quarters Allowance (Section 130)

(b) Cost-of-Living Allowance (Chapter 210)

(c) Post Allowance (Section 220)

(d) Separate Maintenance Allowance (Section 260)

(e) Education Allowance (Section 270)

(f) Education Travel (Section 280)

(g) Payments during Evacuation/Authorized Departure (Section 600)

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1.USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S.

Citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

0001 Base Period - Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: [e.g. R497]

- Accounting Info: [insert one or more citation(s) from Phoenix/GLAAS]

1 LOT $ _TBD__ $_TBD at Award after negotiation s with Contractor_

1001 Option Period 1 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: [e.g. R497]

- Accounting Info: [insert from Phoenix/GLAAS]

1 LOT $ _TBD__ $_TBD at Award after negotiation s with Contractor_

1. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for

Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.

2. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations .

3. PSC Ombudsman The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency.

Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via:

PSCOmbudsman@usaid.gov.

END OF SOLICITATION