RFP_7200AA18R00058.pdf

ISSUANCE DATE: May 30, 2018

CLOSING DATE: June 29, 2018

CLOSING TIME: 4:00 pm (Eastern)

U.S. Agency for International Development

1300 Pennsylvania Avenue, NW

Washington, DC 20523 www.usaid.gov

SUBJECT: Solicitation for Personal Services Contract (PSC) for a Program Specialist, Bureau for Europe and Eurasia, USAID/Washington.

Sollicitation No: 7200AA18R00058

The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking proposals of qualified individuals interested in providing Personal Services Contract (PSC) services as described in the attached solicitation.

Submittals must be in accordance with the attached information at the place and time specified. In order to be considered for the position, candidates must meet the Minimum Qualifications listed in the solicitation. Consideration and selection will be based on a panel evaluation of the proposals vis-a-vis the Evaluation Criteria. Resumes must be attached to the USAID form AID 302-3 (Offeror Information for Personal Services Contracts) and offerors should write a brief appendix to demonstrate how prior experience and/or training address these criteria. Offerors are required to sign the certification at the end of the AID 302-3. Proposals received without a signature will not be considered for the position.

Offerors are responsible for submitting the AID 302-3 so as to reach the Government office designated in the solicitation by the closing date and time specified in the solicitation. Proposals must be submitted in an email to the person specified below. An application received after the closing date and time will be considered late, unless there is acceptable evidence to establish that it was received on time.

Questions Questions must be received by the closing date June 14, 2018 before 2:00 pm (Eastern), by email to Contracting Officer, Mr. Rukmal Perera at rperera@usaid.gov with a copy to the Supervisory Contracting Officer Ms. Georgia Fuller at gfuller@usaid.gov.

Submission of proposals Submission of proposals in response to this solicitation must be in accordance with the instructions in Section IV of this solicitation and must be directed by email to:

Rukmal Perera, M/OAA/RM/LEMO, Contacting Officer U.S. Agency for International Development Office of Acquisition and Assistance Email: rperera@usaid.gov

Please ensure copies of all correspondence are also sent to Georgia Fuller, Supervisory Contracting Officer, at gfuller@usaid.gov.

All email submissions must contain the solicitation number, RFP# 7200AA18R00058, in the subject line.

https://www.usaid.gov/forms/aid-302-3 https://www.usaid.gov/forms/aid-302-3 mailto:rperera@usaid.gov mailto:gfuller@usaid.gov mailto:rperera@usaid.gov mailto:gfuller@usaid.gov

RFP# 7200AA18R00058

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Contents

I. GENERAL INFORMATION

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

III. EVALUATION AND SELECTION FACTORS

Quality Ranking Factors (QRFs):

IV. HOW TO APPLY:

V. LIST OF REQUIRED FORMS FOR PSCS

VI. BENEFITS/ALLOWANCES

VII. TAXES

VIII. ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDS) AND CONTRACT

INFORMATION BULLETINS (CIBS) PERTAINING TO PSCs

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I. GENERAL INFORMATION

1. SOLICITATION NUMBER: 7200AA18R00058

2. ISSUANCE DATE: May 30, 2018

3. CLOSING DATE June 29, 2018 at 4:00 p.m., Eastern

4. POSITION TITLE: Program Specialist

5. MARKET VALUE: This position is the equivalent of a GS-09. The salary range of GS-09 is

$56,233 – $73,105 per annum. Final compensation will be negotiated within the listed market value depending on qualifications, salary and work history, experience, and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated.

The incumbent must be willing and available to fulfill the terms of this contract in Washington, D.C. and be able to secure a Secret Security Clearance. Candidates who live outside the Washington, D.C., area will be considered for employment, but no relocation expenses will be reimbursed.

6. PERIOD OF PERFORMANCE: Two (2) years, with three (3) one-year option periods, subject to satisfactory performance, requirements of the program, and availability of funds.

7. PLACE OF PERFORMANCE: Washington, D.C.

8. SECURITY LEVEL REQUIRED: Secret

9. AREA OF CONSIDERATION: Open to all U.S. Citizens

10. STATEMENT OF DUTIES

PURPOSE OF THE POSITION:

Background: The U.S. Agency for International Development (USAID) seeks an experienced professional to provide administrative and program support as the program specialist in the Bureau for Europe and Eurasia, Technical Support Office (E&E/TSO), under the direct supervision of the Supervisory Program Manager. This position is responsible for independently performing a wide variety of program, administrative, and management activities necessary to effectively support the TSO Office.

DUTIES AND RESPONSIBILITIES OF THE POSITION

The incumbent must have the ability to interact with a broad range of internal and external partners and function successfully as a member of a multifunctional office. The incumbent must also have

5 | P a g e demonstrated initiative and ability to manage competing work priorities and work independently when required. The incumbent must also have strong writing and editing skills. The incumbent should also be team-oriented and able to take direction from and interact effectively with a number of team members.

Program Duties

Assist technical staff in the preparation of various program documents and correspondence such as project authorization documents, action memos, and waivers, ensuring that all documentation is complete and in compliance with USAID rules, regulations, and standards.

Work with TSO program staff on general management-related activities.

Maintain or provide assistance with administrative and financial tracking systems, and assists in the design and maintenance of spreadsheets and databases to support these systems.

Assist in determining quarterly accruals for funded projects.

Research, plan, analyze, and organize technical and/or statistical information and develops data for use in briefings, publications, and reports.

Recommend statistical formats for reports, ensuring consistency with USAID standards.

Draft program communications such as cables, memoranda, letters, and Program Activity Briefs.

Collect and compiles data for use in regular and ad hoc reporting on the status of programs from various sources such as cooperating agency reports, USAID reports and documents, and technical staff.

Ensure that schedules and deadlines are met.

Maintain program files.

Complete the requirements for and maintain Contract Officer's Representative (COR) certification.

Collect and make arrangements for distribution of material to the USAID missions, USAID/W offices, host country institutions, and cooperating agencies.

Administrative Support:

Provide direct administrative support for the operations of TSO in support of the Senior Program Specialist and Administrative Operations Assistant.

Arrange travel and prepare travel vouchers for TSO staff in the E2 System. Submit Electronic Country Clearance (eCC) requests for travelers.

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Responsible for routing the eCC to the appropriate office, and to their eCC point person.

Prepare in final form all correspondences, cables and other types of documents or forms relative to office operation, including executive and/or congressional correspondence.

Assess the urgency and importance of situations and take appropriate action. Secure temporary clearances, receive and announce visitors.

Coordinate maintenance for office operating machines, as needed.

Schedule regular and ad hoc meetings, including reserving conference rooms or other appropriate facilities, preparing agendas, notifying participants, and assembling background and informational materials, as requested.

Receive and control incoming actions, ensuring compliance with deadlines. Sort and distribute correspondence and other mail.

Maintain subject files of correspondence and reports.

Prepare files for storage or destruction, as appropriate.

Provide phone and other backstopping support to other administrative and front office assistants on an as-needed basis.

Assist in familiarizing new staff members with the office standards and procedures and/or participating in their on-the-job training.

Make photocopies, send faxes and e-mails, and perform other routine office duties on an ad hoc basis.

Advise supervisor regarding the need for revisions in administrative procedures and policy.

Work Environment: The work is generally performed in an office environment.

11. PHYSICAL DEMANDS

The work requested does not involve undue physical demands. During temporary duty assignments (TDY)s and/or site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds).

12. POINT OF CONTACT:

Mr. Rukmal Perera, Contracting Officer, M/OAA/RM/LEMO U.S. Agency for International Development Office of Acquisition and Assistance Email: rperera@usaid.gov

Copy Ms. Georgia Fuller, Supervisory Contracting Officer, at gfuller@usaid.gov mailto:rperera@usaid.gov mailto:gfuller@usaid.gov

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II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

A candidate must meet the minimum qualifications listed below to be considered for the position:

U.S. citizenship.

Verification of Academic Credentials

Bachelor’s Degree is required with three (3) years of professional experience

Demonstrated experience and proficiency with Microsoft Word, Excel and PowerPoint and Google apps and docs. Experience in use of database applications recommended.

Strong oral and written communications skills and the ability to read, analyze, and interpret general business periodicals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and general public.

Demonstrated experience in arranging travel using the E2 or similar travel system.

III. EVALUATION AND SELECTION FACTORS

The candidate with the highest overall score will be selected based on the criteria below.

Quality Ranking Factors (QRFs):

(a) Knowledge and Work Experience: 60 points

(b) Written and Oral Skills: 40 points

Knowledge and Work Experience (60 points)

Experience in providing administrative and programmatic support to technical experts, including a demonstrable ability to understand and operationalize complex development principles.

Experience in providing administrative support in a professional office context, with preference given to extensive experience in working with Microsoft Word, Excel, PowerPoint, and Google Mail.

Education and/or experience in the field of international relations, with preference given to experience working in the field of foreign assistance in the areas of democracy and governance, economic growth, and/or energy and infrastructure.

Experience working with senior government officials and technical experts, and the ability to managing communications with tact and diplomacy.

Experience conducting research and preparing presentations, briefings, charts, graphs, and other visuals for use in a professional business environment.

Experience in arranging and executing travel for an office, with preference given to experience in working with USAID or other international development projects.

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Experience managing communications with tact and diplomacy.

Written and Oral Skills (40 points)

Excellent verbal communication skills, tact and diplomacy with the ability to establish and develop productive working relations across multiple levels of the organization, and experience developing and maintaining a high level of trust within project teams and with public and private organizations.

Excellent written communication skills with attention to detail sufficient to prepare high quality regular and ad hoc reports, presentations, activity documentation, and briefing papers.

Total possible points: 100

The successful candidate will be selected based on a review of his/her qualifications, work experience, skills, and abilities, an interview, and the results of reference checks. Offerors who receive the highest scores will be invited to be interviewed. The Government will not pay for any expenses associated with the interviews. Offerors who are selected for an interview will be contacted by the chairperson of the Technical Evaluation Committee.

The hiring panel may check references that have not been specifically identified by offerors and may check references before or after a candidate is interviewed.

After the final selection, the successful candidate must obtain and maintain a USAID-provided secret security clearance and a Department of State medical clearance.

IV. HOW TO APPLY:

Eligible offerors are required to complete and submit the following:

1) A USAID form AID 302-3 (Offeror Information for Personal Services Contracts - available at the USAID website, http://www.usaid.gov/forms/), with hand-written signature. Form AID 302-3 must be signed and those submitted unsigned will be rejected;

2) A resume must be attached to the AID 302-3. Resumes must contain sufficient information to make a valid determination of meeting experience requirements as stated in this solicitation. This information should be clearly identified in the resume. Failure to provide information sufficient to determine qualifications for the position will result in loss of full consideration.

In order to fully evaluate proposals, resumes must include:

a. Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for all field experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

https://www.usaid.gov/forms/aid-302-3 http://www.usaid.gov/forms/

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b. Specific duties performed that fully detail the level and complexity of the work.

c. Education and any other qualifications including job-related training courses, job related skills, or job-related honors, awards or accomplishments.

3) A supplemental document of up to two pages that demonstrates how prior experience and/or training directly address the QRFs should be attached.

4) An appendix or cover letter of up to three pages that demonstrates how prior experience and/or training directly address directly the evaluation criteria should be attached.

5) Names and current contact information of three professional references that have knowledge of the offeror’s ability to perform the duties set forth in this solicitation.

6) Proof of U.S. Citizenship

7) Academic transcripts

To ensure consideration of proposals for the intended position, please reference the solicitation number on the proposals, and as the subject line in any email, e.g., RFP# 7200AA18R00058.

By submitting the proposal materials, the offeror certifies that all of the information on and attached to the proposals are true, correct, and complete and made in good faith. The offeror agrees to allow all information on and attached to the application to be investigated. False or fraudulent information on or attached to the application may result in being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

Proposals must be received by the closing date and time specified in this solicitation, and submitted to the Point of Contact.

NOTES:

1) If a Secret security clearance is not obtained within nine months after offer acceptance, the offer may be rescinded.

2) The successful candidate is required to have a Data Universal Numbering System (DUNS) number and be registered in the System for Award Management (SAM) database prior to receiving a contract. You will be disqualified if you either fail to comply with this requirement or if your name appears on the excluded parties list.

3) Offerors are encouraged to obtain a DUNS number and register in SAM.gov along with the submission of proposals. Guidance to the procedures can be found at General Instructions for Registering in DUNS / SAM. SAM.gov requires submitting a notarized letter to the entity administrator. Guidance and template can be found at Notarized Letter Template. Please be aware that the SAM registration process is back logged and could take up to a month and a half to complete. Offerors are encouraged to register immediately to ensure that registration is completed by award date.

https://www.fws.gov/international/pdf/sam-duns-registration-instructions.pdf https://www.fws.gov/international/pdf/sam-duns-registration-instructions.pdf https://www.fsd.gov/fsd-gov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&sysparm_search=kb0013183

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For general information about DUNS Numbers, please refer to Federal Acquisition Regulation (FAR) Clause 52.204-6, Data Universal Numbering System Number at FAR 52.204-6 and 52.204-7, System for Award Management at FAR 52.204-7.

4) Government Obligations for This Solicitation: 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 proposals.

V. LIST OF REQUIRED FORMS FOR PSCS

Once the CO informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms.

Forms outlined below can be found at http://www.usaid.gov/forms/

1) USAID form AID 302-3 (To be submitted with proposals).

2) Medical History and Examination Form (Department of State Forms)**

3) Questionnaire for Sensitive Positions for National Security (SF-86), or **

4) Questionnaire for Non-Sensitive Positions (SF-85)**

5) Finger Print Card (FD-258)**

** Forms 2 through 5 shall be completed only upon the advice of the Contracting Officer that an offeror is the successful candidate for the job.

VI. BENEFITS/ALLOWANCES

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

A. BENEFITS:

(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

B. ALLOWANCES: (If Applicable)*

Section numbers refer to rules from the Department of State Standardized Regulations: Department of State Standardized Regulations (Government Civilians Foreign Areas)

(a) Temporary Quarter Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210) http://farsite.hill.af.mil/reghtml/Regs/far2afmcfars/fardfars/Far/52_000.htm?zoom_highlight=52%2E204-6#P562_82683 http://farsite.hill.af.mil/reghtml/Regs/far2afmcfars/fardfars/Far/52_000.htm?zoom_highlight=52%2E204-6#P562_82683 http://farsite.hill.af.mil/reghtml/Regs/far2afmcfars/fardfars/Far/52_000.htm?zoom_highlight=52%2E204-7#P582_84547 http://www.usaid.gov/forms/ https://aoprals.state.gov/content.asp?content_id=282&menu_id=75 https://aoprals.state.gov/content.asp?content_id=282&menu_id=75

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(d) Post Allowance (Section 220)

(e) Separate Maintenance Allowance (Section 260)

(f) Education Allowance (Section 270)

(g) Education Travel (Section 280)

(h) Post Differential (Chapter 500)

(i) Payments during Evacuation/Authorized Departure (Section 600), and

(j) Danger Pay Allowance (Section 650)

* Standardized Regulations (Government Civilians Foreign Areas).

VII. TAXES

USPSCs are not exempt from payment of Federal Income taxes. USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

ALL QUALIFIED OFFERORS WILL BE CONSIDERED REGARDLESS OF AGE, RACE,

COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-

DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION,

AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT

FACTOR.

VIII. ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDS) AND

CONTRACT INFORMATION BULLETINS (CIBS) PERTAINING TO

PSCs

AAPDs and CIBs contain changes to USAID policy and the PSC General Provisions in accordance with USAID regulations and contracts. See http://www.usaid.gov/work-usaid/aapds-cibs.

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 302-4 available at https://www.usaid.gov/forms .

3. 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. AAPDs and CIBs contain changes to USAID policy and the PSC General Provisions in accordance with USAID regulations and contracts.

4. 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 .

MEDICAL EXPENSE PAYMENT RESPONSIBILITY (OCTOBER 2006)

http://www.usaid.gov/work-usaid/aapds-cibs https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/forms http://www.usaid.gov/work-usaid/aapds-cibs http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations

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(a) Definitions. Terms used in this General Provision are defined in 16 FAM 116 (available at http://www.foia.state.gov/REGS/fams.asp?level=2&id=59&fam=0). Note: personal services contractors are not eligible to participate in the Federal Employees Health Programs.

(b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below.

The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. “MEDICAL EVACUATION (MEDEVAC)

SERVICES.”

(c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer’s liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision).

(d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met:

(1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad;

(2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and

(3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition.

(e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision 10, Travel and Transportation AAPD 06-10 PSC Medical Expense Payment Responsibility 6 Expenses (July 1993), section (i) entitled “Emergency and Irregular Travel and Transportation.”

In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical Services Authorization Form DS- 3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under the corresponding General Provision, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.

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(f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor’s invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism.

(g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual’s behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider.

(h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the USPSC/dependent.

(i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the Contracting Officer that those insurance claims have been submitted to the insurance carrier(s) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).

End of Provision

HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12) (SEPTEMBER

2006)

In response to the general threat of unauthorized access to federal facilities and information systems, the President issued Homeland Security Presidential Directive-12. HSPD-12 requires all Federal agencies to use a common Personal Identity Verification (PIV) standard when identifying and issuing access rights to users of Federally-controlled facilities and/or Federal Information Systems.

USAID will begin issuing HSPD-12 “smart card” IDs to applicable contracts, using a phased approach. Effective October 27, 2006, USAID will begin issuing new “smart card” IDs to new contractors (and new contractor employees) requiring routine access to USAID controlled facilities

14 | P a g e and/or access to USAID’s information systems. USAID will begin issuance of the new smart card IDs to existing contractors (and existing contractor employees) on October 27, 2007. (Exceptions would include those situations where an existing contractor (or contractor employee) loses or damages his/her existing ID and would need a replacement ID prior to Oct 27, 2007. In those situations, the existing contractor (or contractor employee) would need to follow the PIV processes described below, and be issued one of the new smart cards.)

Accordingly, before a contractor (including a PSC* or a contractor employee) may obtain a USAID ID (new or replacement) authorizing him/her routine access to USAID facilities, or logical access to USAID’s information systems, the individual must provide two forms of identity source documents in original form and a passport size photo. One identity source document must be a valid Federal or state government-issued picture ID. (Overseas foreign nationals must comply with the requirements of the Regional Security Office.) USAID/W contractors must contact the USAID Security Office to obtain the list of acceptable forms of documentation, and contractors working in overseas Missions must obtain the acceptable documentation list from the Regional Security Officer. Submission of these documents, and related background checks, are mandatory in order for the contractor to receive a building access ID, and before access will be granted to any of USAID’s information systems. All contractors must physically present these two source documents for identity proofing at their USAID/W or Mission Security Briefing. The contractor or his/her Facilities Security Officer must return any issued building access ID and remote authentication token to USAID custody upon termination of the individual’s employment with the contractor or completion of the contract, whichever occurs first.

The contractor must comply with all applicable HSPD-12 and PIV procedures, as described above, and any subsequent USAID or government-wide HSPD-12 and PIV procedures/policies, including any subsequent related USAID General Notices, Office of Security Directives and/or Automated Directives System (ADS) policy directives and required procedures. This includes HSPD-12 procedures established in USAID/Washington and those procedures established by the overseas Regional Security Office. In the event of inconsistencies between this clause and later issued Agency or government-wide HSPD-12 guidance, the most recent issued guidance should take precedence, unless otherwise instructed by the Contracting Officer.

The contractor is required to include this clause in any subcontracts that require the subcontractor or subcontractor employee to have routine physical access to USAID space or logical access to USAID’s information systems.

End of Provision

GP 5. LEAVE AND HOLIDAYS (DEC 2015)

(Pursuant to class deviation #M/OAA-DEV-AIDAR-18-1c)

(a) Annual Leave

(1) The contractor is not entitled to annual leave if the period of performance of this contract is 90 days or less. If the contract period of performance is more than 90 days, the contractor shall earn annual leave as of the start date of the contract period of performance as specified in paragraph (a)(2) below.

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(2) The contractor shall accrue annual leave based on the contractor’s time in service according to the following table:

Time in Service Annual Leave (AL) Accrual Calculation

0 to 3 years Four hours of leave for each two week period over 3, and up to 15 years

Six hours of AL for each two week period (including 10 hours AL for the final pay period of a calendar year) over 15 years Eight hours of AL for each two week period

USAID will calculate the contractor’s time in service based on all the previous service performed by the contractor as a: 1) USAID PSC (i.e., the contractor has served under any USAID personal services contracts of any duration covered by Sec. 636(a)(3) of the FAA or other statutory provision applicable to USAID); and/or 2) former U.S. Government (USG) direct-hire, under either civilian and/or military service.

(3)

(i) AL is provided under this contract for the purposes of affording necessary rest and recreation during the period of performance. The contractor, in consultation with the USAID Mission or USAID/Washington, as appropriate, shall develop an AL schedule early in the contractor's period of performance, taking into consideration project requirements, employee preference, and other factors.

All AL earned by the contractor must be used during the contractor’s period of performance. All AL earned by the contractor, but not taken by the end of the contract, will be forfeited. However, to prevent forfeiture of AL, the Contracting Officer may approve the contractor taking AL during the concluding weeks of the contractor's period of performance.

(ii) As an exception to 3(i) above, the contractor may receive a lump-sum payment for leave not taken. To approve this exception, the contractor's supervisor must provide the Contracting Officer with a signed, written Determination and Findings (D&F). The D&F must set out the facts and circumstances that prevented the contractor from taking AL, and the Contracting Officer must find that these facts and circumstances were not caused by, or were beyond the control of, the contractor.

This leave payment must not exceed the number of days which could be earned by the contractor during a twelve-month period.

(4) With the approval of the Mission Director or cognizant AA, as appropriate, and if the circumstances warrant, a Contracting Officer may grant the contractor advance AL in excess of the amount earned, but in no case may the Contracting Officer grant advance AL in excess of the amount earned in one year or over the life of the contract, whichever is less. The contractor agrees to reimburse USAID for any outstanding balance of advance AL provided during the contractor’s assignment under the contract.

(5) Offerors for PSC positions will provide evidence of their PSC and/or USG direct-hire service -civilian and/or military experience, as applicable, on their signed and dated application form required under USAID policy. By signing the appropriate form, the offeror attests to the accuracy of the information provided. Any offeror providing incorrect information is subject to the penalty provisions in the form. If required to satisfy due diligence requirements on behalf of the Contracting Officer, the contractor may be required to furnish evidence that verifies length of service, e.g., SF 50, DD Form 214, and/or signed contracts.

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(b) Sick Leave. The contractor may use sick leave on the same basis and for the same purposes as USAID U.S. direct hire employees. Sick leave is earned at a rate not to exceed four (4) hours every two (2) weeks for a total of 13 work-days per year. Unused sick leave may be carried over under an extension or renewal of this contract with the same individual for the same work. Otherwise, sick leave will not be carried over from one post to another or from one contract to another. The contractor will not be compensated for unused sick leave upon completion of this contract.

(c) Home Leave.

(1) Home leave is leave earned for service abroad for use only in the U.S., its commonwealths, possessions and territories.

(2) A USPSC who has served at least two years overseas at the same USAID Mission, under the same contract, as defined in paragraph (c)(4) below, and has not taken more than 30 work days leave (annual, sick or LWOP) in the U.S. may be granted home leave in accordance with the following:

(i) if the USPSC returns to the same overseas post upon completion of home leave for an additional two (2) years under the same contract, the USPSC will receive home leave, to be taken at one time, for a period of 30 work days; or if the USPSC returns to the same overseas post upon completion of home leave for such shorter period of not less than one year, as approved in writing by the Mission Director prior to the USPSCs departure on home leave, the USPSC will receive home leave, to be taken at one time, for a period of 30 work days.

(ii) if the USPSC is returning to a different USAID Mission under a USAID personal services contract immediately following completion of the USPSC's home leave, for an additional two (2) years under contract, or for such shorter period of not less than one (1) year, as approved by the Mission Directors of the "losing" and "gaining" Missions, the contractor will receive home leave, to be taken at one time, for a period of not more than 20 work days. When the PSC is returning to a different USAID Mission, the former Mission will pay for the home leave regardless of what country the PSC will be working in following the home leave;

(iii) if home leave eligibility is based on (c)(2)(ii) above, the USPSC must submit written verification to the losing Mission at the time home leave is requested that the USPSC has accepted a USAID personal services contract at another USAID Mission following completion of the home leave;

(iv) travel time by the most direct route is authorized in addition to the number of work days authorized for home leave;

(v) home leave must be taken in the U.S., its commonwealths, possessions or territories, and any days spent elsewhere will be charged to annual leave (AL.) If the PSC does not have accrued AL, the PSC will be placed on LWOP.

(vi) if the PSC does not complete the additional service required under (c)(2)(i) or (ii) (that the Contracting Officer finds are other than for reasons beyond the PSC's control), the cost of home leave, travel and transportation and any other related costs must be repaid by the PSC to the Government.

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(3) Notwithstanding the requirement in paragraph (c)(2) above, that the USPSC must have served two (2) years overseas under personal services contract with the same Mission to be eligible for home leave, the USPSC may be granted advance home leave subject to all of the following conditions:

(i) Granting of advanced home leave would in each case serve to advance the attainment of the objectives of this contract; and

(ii) The USPSC has served a minimum of 18 months in the Cooperating Country under this contract;

and

(iii) The USPSC agrees to return to the Cooperating Country to serve out the remaining time necessary to meet two (2) years of service overseas, plus an additional two (2) years under the current contract or under a new contract for the same or similar services at the same Mission. If approved in advance by the Mission Director, the USPSC may return to serve out any remainder of the two (2) year requirement for service overseas, plus an additional period of not less than one (1) year under the current contract or under a new contract for the same or similar services at the same Mission.

(4) The period of service overseas required under paragraph (c)(2), or paragraph (c)(3) above, will include the actual days in orientation in the U.S. (less language training). The actual days overseas begin on the date of arrival in the cooperating country inclusive of authorized delays enroute.

Allowable annual and sick leave taken while overseas, but not LWOP, shall be included in the required period of service overseas. An amount equal to the number of days of annual and sick leave taken in the U.S., its commonwealths, possessions or territories will be added to the required period of service overseas.

(5) Salary during the travel to and from the U.S., for home leave will be limited to the time required for travel by the most expeditious air route. Except for reasons beyond the USPSC's control as determined by the Contracting Officer, the USPSC must return to duty after home leave and complete the additional required service or be responsible for reimbursing USAID for payments made during home leave. Unused home leave is not reimbursable under this contract, nor can it be taken incrementally in separate time periods.

(6) Home leave must be taken at one time, and to the extent deemed necessary by the Contracting Officer, an USPSC in the U.S., on home leave may be authorized to spend not more than five (5) days in work status for consultation at USAID/Washington before returning to post. Consultation at locations other than USAID/Washington as well as any time in excess of five (5) days spent for consultation must be approved by the Mission Director or the Contracting Officer.

(d) Home Leave for Qualifying Posts (HLQP). USPSCs who ordinarily qualify for home leave and have completed a 12-month assignment at one of the USAID qualifying posts (currently Iraq, Afghanistan and Pakistan) are entitled to take ten (10) workdays of leave in addition to the home leave an USPSCs is normally entitled to under the contract in accordance with sub-paragraphs (c)(1) - (6) above. This additional home leave is provided pursuant to an amendment to the Foreign Service Act of 1980 signed by the President on June 15, 2006.

There is no requirement that an eligible USPSC take this additional leave; it is for optional use by the USPSC. If an eligible USPSC elects to take HLQP, the USPSC must take ten (10) workdays of home leave. If the USPSC is returning to the United States and not returning overseas to the same or different USAID Mission, HLQP will not apply.

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This new home leave policy is also extended to qualifying Third-Country National PSCs (TCNPSCs) who have an approved exception under AIDAR Appendix J, sec. 4(c)(2)(ii)(B), to apply specific provisions from AIDAR Appendix D, and whose contract includes this General Provision.

However, TCNPSCs will be granted "country leave" vice home leave. The application, requirements, and restrictions will be the same as for USPSCs, but the time taken by a TCNPSC will be taken in the TCNPSC's home country or country of recruitment rather than in the United States, its commonwealths and territories.

(e) Holidays and Excused Absences. The contractor shall be entitled to all holidays and or excused absences granted by the USAID to U.S. direct-hire employees.

(f) Military Leave. Military leave of not more than 15 calendar days in any calendar year may be granted to a contractor who is a reservist of the U.S. Armed Forces. The contractor must provide advance notice of the pending military leave to the Contracting Officer or the Mission Director as soon as known. A copy of any such notice must be part of the contract file.

(g) Leave Without Pay (LWOP). LWOP may be granted only with the written approval of the Contracting Officer or Mission Director, unless a USPSC is requesting for such leave for family and leave purposes under paragraph (i) below.

(h) Compensatory Time. Compensatory time leave may be granted only with the written approval of the Contracting Officer or Mission Director in rare instances when it has been determined absolutely essential and used under those guidelines which apply to USAID U.S. direct-hire employees.

(i) Family and Medical Leave (FML)

(1) USAID provides family and medical leave (FML) for eligible USPSCs working within the U.S., or any Territories or possession of the United States, in accordance with Title I of the Family and Medical Leave Act of 1993, as amended, and as administered by the Department of Labor under 29 CFR 825. USAID is also extending FML to eligible USPSCs working outside the U.S., or any Territories or possession of the U.S., in accordance with this paragraph (i) as a matter of policy discretion.

(2) FML only applies to USPSCs, not any other type of PSC.

(3) To be eligible for FML, a USPSC must have been employed (i) for at least 12 months by

USAID; and (ii) for at least 1,250 hours of service with USAID during the previous 12-month period. The specific eligibility criteria and requirements are provided in USAID policy.

(4) In accordance with 29 CFR 825.200(a) and USAID policy, an eligible USPSC may take up to 12 workweeks of leave under FMLA, Title I, in any 12-month period for the following reasons:

(a) The care of the USPSC’s newborn child.

(b) The care of the USPSC’s newly placed adopted or foster care child.

(c) The care of the USPSC’s spouse, child or parent with a serious health condition.

(d) The USPSC’s own serious health condition.

(e) A qualifying exigency arising from the USPSC’s spouse, child or parent in active duty military status.

(f) Other qualifying exigencies as determined by the Department of Labor.

http://www.ecfr.gov/cgi-bin/text-idx?SID=db0243f608afdb03943b0635a819c860&mc=true&tpl=/ecfrbrowse/Title29/29cfr825_main_02.tpl http://www.ecfr.gov/cgi-bin/text-idx?SID=917cbad6bea5f97d6b70c0c152bf711d&mc=true&tpl=/ecfrbrowse/Title29/29cfr825_main_02.tpl

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(5) In accordance with 29 CFR Part 825.207, the USPSC may take LWOP for FML purposes.

However, the USPSC may choose to substitute LWOP with accrued paid leave, including accrued annual or sick leave, or compensatory time earned under this contract. If the USPSC does not choose to substitute accrued paid leave, the CO, in consultation with the USPSC’s supervisor, may require the USPSC to substitute accrued paid leave for LWOP. The CO must verify the accuracy of the USPSC’s accrued paid leave request and obtain the required certifications for approval of FML in accordance with the stated USAID policy.

(6) FML is not authorized for any period beyond the completion date of this contract.

(7) When requesting FML, the USPSC must demonstrate eligibility to the USPSC’s supervisor by completing USAID’s FML request forms, including certifications and other supporting documents required by USAID policy.

(8) The U.S. Department of Labor’s (DOL’s) Wage and Hour Division (WHD) Publication 1420 explains the FMLA’s provisions and provides information concerning procedures for filing complaints for violations of the Act.

(j) Leave Records. The contractor shall maintain current leave records for himself/herself and make them available, as requested by the Mission Director or the Contracting Officer.

[END PROVISION]

http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf