20220715 72066822R00013-USPSC_TCN Senior Management Specialist-fully executed.pdf

Embassy of the United States in South Sudan Kololo Road, adjacent to the European Union's compound

Juba, South Sudan Telephone: +211.912.105.107

Website: https://www.usaid.gov/south-sudan

Solicitation Number: 72066822R00013 Issuance Date: July 15, 2022 Closing Date and Time: July 22, 2022, at 1700 Juba time

SUBJECT: Solicitation # 72066822R00013 for U.S. Personal Service Contractor

(USPSC)/Third Country National Personal Service Contractor (TCNPSC) Senior Management Specialist.

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 the 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, Anthony R. Raneses Contracting Officer

Solicitation # 72066822R00013 for USPSC/TCNPSC Senior Management Specialist

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72066822R00013

2. ISSUANCE DATE: July 15, 2022

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: July 22, 2022, at

1700 Juba time

4. POINT OF CONTACT: Anthony R. Raneses at araneses@usaid.gov and Warran

Bully at wabully@usaid.gov

5. POSITION TITLE: Senior Management Specialist.

6. MARKET VALUE: $81,216 - $105,579, equivalent to GS-13. Final compensation will be negotiated within the listed market value.

7. PLACE OF PERFORMANCE: Juba, South Sudan, with possible travel as stated in the Statement of Duties.

Overseas UPSCs and TCNPSCs not subject to the local compensation plan may be authorized to telework or remote work only from a location within the country of performance, in accordance with Mission Policy. In addition, telework or remote work from outside the country of performance may only be authorized in certain situations in accordance with the terms and conditions of the Contract.

8. PERIOD OF PERFORMANCE: The base period will be one year, estimated to start on August 15, 2022. Based on Agency need, the Contracting Officer may exercise an additional option period for one year option for the date(s) estimated as follows:

Base Period: August 15, 2022 – August 14, 2023 Option Period (O.P.)

1:

August 15, 2023 – August 14, 2024

9. ELIGIBLE OFFERORS: Open to U.S citizens (including lawful permanent U.S.

residents) or Third Country Nationals.

Hiring Preference:

In order of preference, U.S. Citizens (including lawful permanent U.S. residents) offers will be evaluated first and only when it is determined that there is no qualified U.S. Citizens (including lawful permanent U.S. residents) that offers from Third Country Nationals (TCN) will be considered. References ADS 309.3.1.4 and 309.3.1.10.

mailto:araneses@usaid.gov mailto:wabully@usaid.gov

10. SECURITY LEVEL REQUIRED: USPSCs – Secret; TCNPSCs – Facility Access

11. STATEMENT OF DUTIES:

(1) General Statement of the purpose of the Contract

The Senior Management Specialist reports directly to the Deputy Executive Officer, South Sudan, and serves as alter ego to the Deputy Executive Officer when s/he is away.

USAID/South Sudan manages one of the most complex development programs in one of the most challenging operational environments in the world. It also administers the largest Alternate Service Provider platform to ICASS in the world. The program, of $90 million annually in development assistance, includes a broad range of activities in health, agriculture, economic growth, democracy and governance, education and youth, and humanitarian assistance ($500M annually).

The Senior Management Specialist (SMS) will provide comprehensive administrative and technical support services to the Mission under the auspices of the Alternate Services Provider platform. The incumbent is tasked with responsibility for providing staff support, guidance, and timely management of a number of systems and platforms administered by the Department of State and USAID (including Myservices, SHEM/POSHO, RPA and leasing, GMMS, the PCS Portal, EXO Portal, ASIST, Motorpool Form 108 and other records, etc.) and ensuring USAID is meeting and refining ASP/ICASS standards regularly and late FSN PER checklists for the EXOs and USAID Front Office. In addition, the incumbent will work in the areas of administrative service and system management, ASP/ICASS planning, SHEM/POSHO board setups, ensuring proper record-keeping of official documents under USAID and DOS rules and regulations, and systematic customer-service oriented responses as well as fast response times to requests through ASP/ICASS and USAID systems for goods, services, supplies, information technology, communications and records, procurement and human resources.

The Senior Management Specialist ensures that sound and quality management and logistical support are provided for all Mission administrative and program operations.

The Mission's staffing comprises 18 U.S. Direct Hires (USDH), four (4) U.S. Personal Services Contractors (USPSCs), two (2) Third Country Nationals, and 100+ South Sudanese staff (FSNs). The operating expense budget is approximately $4 million, and the Working Capital Fund budget is $9M. In addition, the Executive Office provides a full range of administrative and logistical support to all U.S. Mission Juba organizational units, enabling the U.S. government to accomplish its development and diplomatic objectives in South Sudan.

(2) Statement of Duties to be performed.

The incumbent will support all functional areas of the Executive Office, including all General Services such as Motorpool, Facilities Maintenance and Construction Management, Warehousing and Property Management, Shipping and Customs, Housing and Leasing, and the Life Support Services contractor, as well as Human Resources, Training, Communications and Records, and Information Technology (I.T.). In addition, the incumbent would ensure USAID’s service provisioning under the Alternate Service Provider platform interagency service mechanism known as ICASS, co-management of the building’s cashier services, and work with the FSN Senior Executive Specialist on learning the tax and duties exonerations process for USAID’s contractors and grantees under the USAID bilateral agreement.

The work requires close collaboration with the Executive Office staff, including the General Services Officer and Deputy, ASP/ICASS team leaders and staff, the Mission Director and Deputy, all Mission Office Directors and staff, and State and CDC staff as the Embassy management team.

The duties and responsibilities of the Senior Management Specialist are prioritized as follows:

(a) General Administrative Direction (85%)

(i) Ensure effective and timely delivery of quality services by all Executive Office units through coordination of activities of the Executive Office toward the achievement of strategic and operational objectives, including due outs from the Agency, the Mission, and DOS units as ASP; Identification of issues and implementation of creative productivity-enhancing delivery systems.

(ii) Targeted training for service-delivery staff to ensure effective customer service delivery; resolution of system problems and coordination with DOS, USAID, and relevant Mission staff; publication and updating of clear guidelines for ASP/ICASS and USAID customers.

(iii) Conducting and analyzing periodic customer satisfaction surveys; Maintenance of adequate internal controls to protect USAID assets and monitor internal procedures for the ASP, and providing continuous staff support, guidance, and timely management of a number of systems and platforms administered by the Department of State and USAID to ensure timely responsiveness and customer service as well as accuracy (including Myservices, SHEM/POSHO, RPA and leasing, GMMS, the PCS Portal, EXO Portal, ASIST, Motorpool Form 108 and other records, etc.); ensuring USAID is meeting and refining ASP/ICASS standards regularly as well as work with EXO/HR on late FSN PER checklists for the EXOs and USAID Front Office’s attention.

(iv) Lead administrative service and system management, ASP/ICASS planning, SHEM/POSHO board set ups, ensuring proper record-keeping of official documents under USAID and DOS rules and regulations, and systematic customer-service oriented responses as well as fast response times to requests through ASP/ICASS and USAID systems for goods, services, supplies, information technology, communications and records, procurement, and human resources.

(b) Contractor Support (15%)

(i) Monitor the provision of guidance and support to all institutional contractors and grantees, including Documentation authorizing duty-free import and export of project commodities and personal effects informational notice system advising contractors and grantees of important management-related issues. Liaison with government offices on any EXO-related service area, including taxes.

(ii) Explore and, if feasible, enhance opportunities for Mission customers through the ASP/ICASS system. Represent USAID in interagency committees as alternate POSHO and set the relevant boards up (accident, disaster, damage, etc., when needed) to meet SHEM mandates.

(3) USAID Consultation or orientation, if applicable: The selected candidate will be required to complete the one-week mandatory Foreign Affairs Counter Threat (FACT) course before proceeding to USAID/South Sudan. FACT is a mandatory course for service in South Sudan.

(4) Supervisory Relationship: SMS will report to the Deputy Executive Officer and/or designee and is expected to work independently in carrying out responsibilities.

(5) Supervisory Controls: The incumbent will be required to supervise staff in the

Executive Office in the absence of the Deputy Executive Officer.

“If a third country national (TCN) is selected for an award, during the period of this Contract, the TCN personal services contractor must provide training to a cooperating country national (CCN) designated by USAID. The PSC Supervisor will establish a training plan with benchmarks to measure the TCNPSC's progress toward achieving this training deliverable.”

12. PHYSICAL DEMANDS:

The work requested does not pose undue physical demands.

[END SECTION I]

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education: Bachelor’s Degree in management, Business Administration, Law, Economics, or any relevant area is required.

2. Work Experience:

(a) At least ten (10) years of progressively responsible experience in performing and supervising management or administrative operations is required.

(b) Demonstrated successful experience in management and administration, including management analysis, strategic planning, space or physical planning, buildings/grounds maintenance, general services, travel, budget, and contract management is required.

[END SECTION II]

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 C.O. 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 C.O. 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.

The technical evaluation committee may conduct reference checks, including reference from individuals who have been specially identified by the Offeror, and may do so before or after a candidate is interviewed.

“USAID policy specifies that U.S. citizens or resident aliens (USNs) are preferred over third country nationals (TCNs). Therefore, USN and TCN offers will not be evaluated together. USAID will evaluate USN offers first, and if the C.O. determines that there are no qualified USNs, only then will USAID evaluate TCN offers.”

EVALUATION FACTORS

Applicants who clearly meet the minimum Education and Prior work Experience requirements and basic eligibility requirements will be further evaluated based on the scoring of the Evaluation Factors listed below. Then, the highest-ranking applicants may be selected for an interview.

1. FACTOR ONE: (50%) applicants must submit a summary statement of no more than http://www.acquisition.gov/browse/index/far one letter-size page, which describes how their relevant professional experience and education have prepared them to meet the specific challenges of the duties and responsibilities described above. The Contracting Officer will establish a competitive range, and only shortlisted candidates will be contacted for an interview. Applications that do not meet the required minimum qualifications will not be scored.

2. FACTOR TWO: Language Proficiency (5%); Level 4 English language proficiency is required. Incumbents must have excellent oral and written English communication skills and the ability to write Mission Notices and policies and make recommendations in the clear written and oral formats.

3. FACTOR THREE: Knowledge: (15%); Demonstrated knowledge of contract administration, general services, and/or supervision is required. Knowledge in the areas of budget planning, and management system administration, e.g., PCS, SHEM, is required.

4. FACTOR FOUR: SKILLS AND ABILITIES; (30%): Comprehensive skills and abilities in the principles of customer service, as well as sound managerial, analytical, negotiation, and interpersonal skills, are required. The ability to analyze and interpret complex policies is required. Demonstrated skills and abilities to articulate policies and their application to GSO operations are required. Ability to multi-task, work in a fast-paced environment and prioritize tasks is needed. Demonstrated ability to work in a culturally diverse environment is required.

SELECTION PROCESS

1. After the closing date for the receipt of applications, applications will initially be screened for conformity with minimum requirements, and a short list of applicants will be developed.

2. Following this initial review and shortlisting, a Technical Evaluation Committee (TEC) will convene to review applications that meet the minimum requirements and evaluate them per the evaluation factors. Applications from candidates who do not meet the minimum requirements will not be scored. As part of the selection process, finalist candidates will be interviewed. Those applications from qualified applicants meeting the required minimum qualifications will be assessed based on the evaluation factors. Only shortlisted applicants will be contacted. No response will be sent to unsuccessful applicants.

3. USAID reserves the right to interview only the highest ranked applicants in person or by phone OR not to interview any candidate.

4. Reference checks will be made only for applicants considered finalists. The applicant’s references must be able to provide substantive information about his/her past performance and abilities. If an applicant does not wish USAID to contact a current employer for a reference check, this should be stated in the applicant’s cover letter;

USAID will delay such reference checks pending the applicant’s concurrence.

[END SECTION III]

IV. SUBMITTING AN OFFER

For your application to be considered, the following documents must be submitted:

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 https://www.usaid.gov/forms.

2. Offerors must also submit the following documents:

(i) Updated resume/CV

(ii) Cover letter of no more than two pages addressing the Offeror’s technical knowledge, skills and abilities, and relevant experience.

3. 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.

4. Offeror submissions must reference the Solicitation number on all Offeror submitted documents.

5. Offers must provide a minimum of three (3), and a maximum of five (5) references within the last five years from the Offeror’s professional life, namely individuals who are not family members or relatives. Three (3) references must be from direct supervisors who can provide information regarding the applicant’s work knowledge and professional experience. Applicants must provide e-mail addresses and/or working telephone numbers for all references.

6. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors - The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the Contract may be terminated. *

* See Notice Regarding Any Court Order Affecting the Implementation of EO 14042 in Section VIII below.

[END SECTION IV]

https://www.usaid.gov/forms

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:

1. Medical History and Examination Form (Department of State Form)

2. Questionnaire for Sensitive Position for National Security (SF-86), or

3. Questionnaire for non-Sensitive Positions for National Security (SF-85)

4. Fingerprint Card (FD-258)

a. OF-306

[END SECTION V]

VI. BENEFITS AND ALLOWANCES

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

1. BENEFITS: (If applicable):

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(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) Post-Allowance (Section 220)

(b) Separate Maintenance Allowance (Section 260)

(c) Education Allowance (Section 270)

(d) Education Travel (Section 280)

(e) Post Differential (Chapter 500)

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

(g) Danger Pay (Section 650)

[END SECTION VI]

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare, and applicable State Income taxes. TCNPSCs are required to pay income taxes of his/her country of origin.

[END SECTION VII]

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.

And Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

2. PART 52—SOLICITATION PROVISIONS AND CONTRACT CLAUSES

Subpart 52.2—Text of Provisions and Clauses 52.223-99 Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors, Alternate 70.

ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL

CONTRACTORS (OCT 2021)-Alternate 70 (OCT 2021) (M/OAA-DEV-FAR22- 01c)

(a) Definition. As used in this clause –

United States or its outlying areas means—

(1) The fifty States;

(2) The District of Columbia;

(3) The commonwealths of Puerto Rico and the Northern Mariana Islands;

(4) The territories of American Samoa, Guam, and the United States Virgin Islands;

and (5) The minor outlying islands of Baker Island, Howland Island, Jarvis Island, Johnston Atoll, Kingman Reef, Midway Islands, Navassa Island, Palmyra Atoll, and Wake Atoll.

http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

(b) Authority. This clause implements Executive Order 14042, Ensuring Adequate COVID Safety Protocols for Federal Contractors, dated September 9, 2021 (published in the Federal Register on September 14, 2021, 86 FR 50985).

(c) Personal Services Contracts with individuals. As a matter of policy, the contractor must comply with the USAID’s guidance applicable to direct-hire federal employees.

(End of clause)

Notice Regarding Any Court Order Affecting the Implementation of E.O. 14042

USAID will take no action to enforce the clause (FAR 52.223-99) implementing the requirements of Executive Order 14042, absent further written notice from USAID, where the place of performance identified in the Contract is in a U.S. state or outlying area subject to a court order prohibiting the application of requirements pursuant to the Executive Order (hereinafter, “Excluded State or Outlying Area”). In all other circumstances, USAID will enforce the clause, except for contractor employees who perform substantial work on or in connection with a covered contract in an Excluded State or Outlying Area, or in a covered contractor workplace located in an Excluded State or Outlying Area. A current list of such Excluded States and Outlying Areas is maintained at https://www.saferfederalworkforce.gov/contractors/.

3. Contract Cover Page form AID 309-1 is available at https://www.usaid.gov/forms.

Pricing by line item is to be determined upon contract award as described below:

ITEM

NO

(A)

SUPPLIES/SERVICES

(DESCRIPTION) (B)

QUANTIT

Y

(C)

UNI

T (D)

UNIT

PRICE (E)

AMOUNT

(F)

0001 Base Period - Compensation, Fringe Benefits

1 LOT $

_TBD

$_TBD at and Other Direct Costs (ODCs) Award after

- Award Type: Cost negotiations

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

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

1001 Option Period 1 – Compensation, Fringe

1 LOT $

_TBD

$_TBD at

Benefits and Other Direct Costs (ODCs)

Award after http://www.usaid.gov/forms

- Award Type: Cost negotiations

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

- Accounting Info: [insert from

Phoenix/GLAAS] Contractor_

4. Acquisition and Assistance Policy Directives/Contract Information Bulletins

(AAPDs/CIBs) for Personal Services Contracts with Individuals are available at http://www.usaid.gov/work-usaid/aapds-cibs.

5. 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 .

6. 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 SECTION VIII]

[END OF SOLICITATION]

http://www.usaid.gov/work-usaid/aapds-cibs http://www.oge.gov/web/oge.nsf/OGE%20Regulations mailto:PSCOmbudsman@usaid.gov