72061223R00010 -Deputy Executive Officer.pdf

SOLICITATION NUMBER: 72061224R00001.

ISSUANCE DATE: December 5, 2023.

QUESTIONS DEADLINE: December 19, 2023, at 15:00 hours Malawi Time.

CLOSING DATE AND TIME: January 8, 2024, at 16:00 hours Malawi Time.

SUBJECT: Solicitation for Offshore Hire U.S. Personal Service Contractor- Deputy Executive Officer

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 the instructions in Attachments 1 and 2 of this solicitation.

Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their own records.

Any questions must be directed in writing to the lilongwehr@usaid.gov address with the subject line: “Questions Solicitation No. 72061224R00001 Offshore USPSC Deputy Executive Officer” not later than December 20, 2023, at 15:00 hours, Malawi time. We will post responses as soon as possible afterward.

Offers must be sent to lilongwehr@usaid.gov with the subject line: “Solicitation No.

72061224R00001 Offshore USPSC Deputy Executive Officer.” To ensure delivery by the due date, it is recommended that offers be sent as email attachments.

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.

Sincerely, Natalie J. Thunberg Contracting Officer

Natalie J.

Thunberg

Digitally signed by Natalie J. Thunberg Date: 2023.12.04 16:51:12 +02'00'

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NUMBER: 72061224R00001

2. ISSUANCE DATE: December 5, 2023

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: January 8, 2024 – 16:00 hrs. Malawi Time

4. POINT OF CONTACT: Martha Nanthoka, Supervisory Human Resources Specialist at mnanthoka@usaid.gov

5. POSITION TITLE: Deputy Executive Officer

6. MARKET VALUE OF POSITION (Base Pay): $99,908 to $129,878 per annum (GS-14 equivalent). Final compensation will be negotiated within the listed market value based on the successful candidate’s qualifications and salary history. Salaries over and above the top of the pay range will not be entertained or negotiated.

7. PERIOD OF PERFORMANCE: Two (2) year base with a three one-year options to extend. The extensions will be contingent on satisfactory performance, continued need for the services and availability of funds.

Base Period: o/a April 1, 2024 – March 31, 2026 Option Period 1: o/a April 1, 2027 – March 31, 2027 Option Period 2: o/a April 1, 2028 – March 31, 2028 Option Period 3: o/a April 1, 2029 – March 31, 2029

8. PLACE OF PERFORMANCE: Lilongwe, Malawi (Southern Africa) with possible travel as stated in the Statement of Duties.

9. SECURITY CLEARANCE LEVEL REQUIRED: The selected candidate must be able to obtain a Secret Security Clearance. If such clearance is not obtained within a reasonable time or negative suitability issues are involved, any offer may be rescinded.

10. ELIGIBLE OFFERORS U.S. citizens and lawful permanent U.S. residents

Offeror must:

● submit a complete and hand-signed copy of an offer as outlined in the solicitation section titled “submitting an offer.”

● submit a supplemental document specifically addressing the evaluation factors.

● be able to obtain secret level security clearance.

● be able to obtain a department of state medical clearance.

● be willing to travel to work at sites and other locations as/when required.

● not appear as an excluded party in the system for award management.

11. MEDICAL AND SECURITY CLEARANCES: The final selected candidate must obtain both the security and medical clearances required for the position. If such clearances are not obtained within a reasonable time or negative suitability issues are involved, any offer made may be rescinded.

12. TRAVEL REQUIREMENTS: Travel to project sites and field offices in Malawi may be required.

13. SUPPORT ITEMS: The Executive Office will provide the USPSC with adequate support services, equipment, and supplies necessary to perform the work.

II. STATEMENT OF DUTIES

I. BACKGROUND:

The USAID/ Malawi Executive Office (EXO) based in Lilongwe, Malawi is responsible for providing administrative support services to the Mission, as well as assisting with ad hoc questions which arise relating to special projects and initiatives. In addition, EXO through USAID is the ICASS Alternate Service Provider (ASP) for motor pool services.

USAID/Malawi has determined that, to ensure the highest possible level of service provision to our client base, there is a need to add a Deputy Executive Officer (D/EXO). This position will assist in the oversight of the wide variety of duties under the EXO and will be integral in reinforcing essential management controls.

II. BASIC FUNCTIONS OF POSITION:

This position is located at the EXO section of USAID/Malawi. Under the supervision of the Supervisory Executive Officer (S/EXO), s/he directly would provide oversight to motor pool services for the entire US Mission and administrative management support to a full range of administrative management activities in the areas of IT, Human Resources, Procurement, General Services, Travel and Transportation, and Records and Correspondence to a mixture of USDHs, USPSCs, TCNs and FSN employees. The USAID D/EXO would provide direct support to the EXO staff of 18 plus the 42 member ASP team, as well as back up the S/EXO when the S/EXO is away on leave, training, or other absences.

Responsibilities and Duties:

The USAID D/EXO will have duties and responsibilities across a range of areas including:

Administrative (Executive Office) Operations (40%):

A. Assist in revising/developing and prescribing/reinforcing appropriate internal management systems, management controls and implementing procedures.

B. Provide follow up services, tracking, general guidance and coordination on designated tasks and special projects to ensure best practices are followed for planning, implementing, and evaluating management functions and logistic support services for the Mission.

C. Assist in maintaining constant awareness and assure compliance with cooperating country statutory or regulatory requirements affecting management and logistic services of the Mission or its employees.

D. Research Agency policy to ensure operational procedures are up-to-date and in compliance.

E. Assist in managing and occasionally directly supervise the IT, Travel, HR, Communications and Records, Procurement, and General Services teams, a total of 18 members of staff.

F. Provide strategic planning for the entire Mission’s staffing and liaise with HCTM on updating positions, validations, and adjusting staffing patterns.

G. As assigned, exercises administrative approval authority for the purchase of goods, services, supplies, facilities, and equipment.

H. Provide guidance for research and analysis on relevant information for supplies and services needed for local and international procurement.

I. Assist in procurement planning and follow up.

ASP Motor Pool Services (40%):

A. Supervision and oversight of the Mission's vehicle fleet, vehicle maintenance and repair program. Auditing the operations and management controls of the motor pool and the vehicle maintenance records and equipment for completeness and accuracy of information according to regulation. Monitoring tracking systems and preparations for timely reports. Executing unannounced checks on all areas of motorpool to ensure management controls are appropriate and in compliance with all statutory regulations.

B. Oversight of the Dept of State sponsored DriveCam program for safe driving, coaching drivers and administering the penalty and reward scheme of the program.

C. Provision of leadership to the 38 staff of the Motorpool section.

General Services Office Management (20%):

A. Assist in approving and assigning work requests relating to USAID long-term leased and owned properties in accordance with written Mission policies and practices. Regularly monitors work in progress to ensure that the end product meets quality control standards.

Ensure Mission readiness for incoming staff.

B. Participate in make-ready decisions of USAID housing.

C. Oversee development of technical specifications and scopes of work for technical services as required; after award, may supervise the progress of COR to ensure progress toward completion and full compliance to standards and regulations.

D. Lead managing ad hoc projects as determined by the S/EXO such as, organizational retreats, construction, and office space-planning.

E. Assists the S/EXO in collecting client feedback to improve customer satisfaction.

F. Research opportunities to improve overall quality and efficiency of operations.

G. Provide administrative approval for E2, Assist and legacy EXO approval apps.

H. Directly project manage the 14 USAID owned houses and ensure their readiness to house Foreign Service Officers.

I. Represent the Mission on the Emergency Action Committee (EAC) as the direct manager of Mission travel and logistics.

III. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

To be considered, the applicant MUST have:

A. A bachelor’s degree is required, preferably in business administration, or other directly related field and a minimum of seven (7) years’ professional international experience in operations or related field. Either through government or non-government organizations (NGOs).

B. Excellent written and oral English communication skills (Level 4) are required.

Candidate must have the ability to present analysis and recommendations in clear written and oral English.

C. Minimum one year of US Government experience working abroad at the GS-12 level.

Experience with USAID preferred, but not required.

D. A solid knowledge of business practices (with focus on achieving results) based upon experience; Ability to exercise tact and diplomacy and the ability to maintain strict confidentiality and high ethical standards relating to all areas of acquisition and assistance matters are required. The ability to independently organize, prioritize and follow through on all assignments is required.

E. Demonstrated ability to manage multiple activities simultaneously and effectively in a high-paced environment; Demonstrated ability in operating effectively in cross-cultural environments.

F. Demonstrated ability in problem solving skills.

G. Demonstrated teamwork and leadership skills.

H. Proficiency in standard operating and application software (Windows, Microsoft Word, Excel and Outlook) is required.

Communication and Interpersonal Skills

A. Professional-level English speaking, presentation, reading and writing proficiency.

B. Demonstrated ability to work collegially and effectively communicate with team members, internal clients, Mission personnel and external partners to successfully lead and/or work with a multi-cultural team. Able to create positive working relations with stakeholders of all levels.

IV. 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.

Factor #1: Knowledge, (30 points) A solid knowledge of business practices (with focus on achieving results) based upon experience; Ability to exercise tact and diplomacy and the ability to maintain strict confidentiality and high ethical standards relating to all areas of acquisition and assistance matters are required. The ability to independently organize, prioritize and follow through on all assignments is required.

Factor #2: Skills and Abilities (30 points) Good leadership, communication, and management skills, initiative, discretion, and organization skills, interpretation of guidelines and analytical skills are necessary to accomplish different work situations in a timely manner. S/he must have strong computer, communication, and information management skills.

Factor #3: Communication skills (20 points) Professional-level English speaking, presentation, reading and writing proficiency.

Demonstrated ability to work collegially and effectively communicate with team members, internal clients, Mission personnel and external partners to successfully lead and/or work with a multi-cultural team. Able to create positive working relations with stakeholders of all levels.

Factor #4: Supervisory experience (20 points) Incumbent will directly supervise the FSN Motor pool Supervisor and indirectly supervise the motor pool staff. Incumbent is expected to be able to provide leadership and guidance to full EXO team members.

BASIS OF RATING: Offerors who meet the Minimum Qualifications will be further evaluated according to the Evaluation and Selection Factors.

Offerors should address these factors in the offer package, describing specifically and accurately what experience, education, training, knowledge of the job, skills, and/or awards they have received as it pertains to the factors. Failure to address the Evaluation and Selection Factors may result in not receiving credit for all pertinent experience, education, training, knowledge of the job, skills, and/or awards.

The highest-ranking offerors may be invited for an interview and writing test. Interviews may be conducted either in person or by telephone/video call at USAID’s discretion. Final rating and ranking for the candidates will be based on the initial evaluation of the applications, interview performance, and writing test. USAID/Malawi will not pay for any expenses associated with interviews. Reference checks will be conducted for the highest-ranking offerors.

Note: Satisfactory Professional Reference Checks – Pass/Fail (no points assigned) Please be advised that references may be obtained independently from other sources in in addition to the ones provided by an offeror. If a candidate does not wish USAID to contact a current employer for a reference check, this should be stated in the candidate’s cover letter, and USAID will not contact those references without contacting the candidate.

V. SUBMITTING AN OFFER

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

1. Fully completed and signed copy of an “Offeror Information for Personal Services Contracts with Individuals Form (AID 309-2), available at https://www.usaid.gov/documents/offeror-information-personal-services-contractsindividuals-aid-309-2. Offerors should note that the salary history for the purposes of the AID 309-2 is the base salary paid, excluding benefits and allowances such as housing, travel, vehicle use, etc.

2. Letter of Application

3. Current Resume or Curriculum Vitae

4. Written statement that responds to the requirements of the position (Evaluation and Selection Factors)

5. A minimum of three (3) and a maximum of five (5) references, including two references which must be from direct supervisors who can provide information regarding the offeror’s job knowledge.

Further Guidance:

Submission of Resume/Curriculum Vitae alone is not a complete offer. This offer must be complete of all forms and supplemental materials as described in this section, V. Submitting an Offer. Failure to provide the required information and/or materials may result in the offer not being considered.

Offers must be sent to lilongwehr@usaid.gov with subject line “Solicitation No.

72061224R00001 USPSC Deputy Executive Officer”. To ensure delivery by the due date, it is recommended that offers be sent as email attachments.

Please do not submit more than one offer.

Late and incomplete applications may not be considered. Note all offers must be signed (hand or digitally signed). Unsigned offers may not be considered.

[END OF ATTACHMENT 1]

ATTACHMENT 2

1. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident Hire employee may only be eligible for those benefits listed under item A below.)

A. BENEFITS:

1. Employee's FICA Contribution

2. Contribution toward Health & Life Insurance

3. Pay Comparability Adjustment

4. Annual Increase (depending on satisfactory performance evaluation)

5. Eligibility for Worker's Compensation

6. Annual & Sick Leave

7. Access to Embassy medical facilities, commissary and pouch mail service

8. Paid Parental Leave

9. Relocation Expense

B. ALLOWANCES (If Applicable):

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

1. Temporary Lodging Allowance (Section 120)

2. Living Quarters Allowance (Section 130)

3. Cost-of-Living Allowance (Chapter 200)

4. Payments during Ordered/Authorized Departure (Section 600),

5. Post Differential (Chapter 500)

6. Education Allowance (Section 270)

7. Separate Maintenance Allowance (Section 260), and,

8. Education Travel (Section 280)

2. TAXES

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

3. LIST OF REQUIRED FORMS PRIOR TO AWARD

Once the Contracting Officer informs the successful Offeror about being selected for a contract award, the Contracting Officer will provide the successful Offeror with instructions.

about how to complete and submit the following forms.

1. Medical History and Examination Form (Department of State Form DS-1843)

2. Fingerprint Card (FD-258), and either

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

4. Questionnaire for Non-Sensitive Positions (SF-85), whichever is applicable.

4. 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/SERVICE

S (DESCRIPTION)

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 negotiations 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 negotiations with Contractor_

2001 Option Period 2 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

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

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_

- Accounting Info:

[insert from Phoenix/GLAAS]

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.

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 .

5. 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 https://www.usaid.gov/work-usaid/personal-service-contractsombudsman for additional information. The PSC Ombudsman may be contacted by email at PSCOmbudsman@usaid.gov.

6. EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission in Malawi provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation. USAID/Malawi also strives to achieve equal employment opportunities in all personnel operations through continuing diversity enhancement programs.

The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation. Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

[END OF ATTACHMENT 2]