DRG USPSC Solicitation 7200AA20R00045 Knowledge Management Specialist.pdf

U.S. Agency for International Development 1300 Pennsylvania Avenue, NW Washington, DC 20523 www.usaid.gov

SOLICITATION NUMBER: 7200AA20R00045

ISSUANCE DATE: 4/24/2020

CLOSING DATE AND TIME: 5/25/2020, 2 PM EST

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC)

Dear Prospective Offerors:

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

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

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

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

Sincerely, Mir Ershadullah Contracting Officer

7200AA20R00045

USPSC- Knowledge Management Specialist

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NO.: 7200AA20R00045

2. ISSUANCE DATE: 4/24/2020

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: 5/25/2020 at 2 PM EST

4. POINT OF CONTACT: Jonathan Bui, e-mail at Jbui@usaid.gov.

5. POSITION TITLE: Knowledge Management Specialist

6. MARKET VALUE: This position has been designated at the GS-14 equivalent level, D.C. locality pay (GS-14 $121,213 - $157,709 per annum). Final compensation will be negotiated within the listed market value based upon the selected candidate’s salary history, qualifications, previous relevant experience and work history, and educational background as reported on the form, AID-309-2. Salaries over and above the pay range will not be entertained or negotiated.

This position is based in Washington, D.C. Candidates who live outside the Washington, D.C. area will be considered for employment, but no relocation expenses will be reimbursed.

7. PERIOD OF PERFORMANCE: One year, with up to four one-year option periods. Based on the Agency need, the Contracting Officer may exercise (an) additional option period(s) for one year for the date(s) estimated as follows:

Base Period: 10/1/2020-9/30/2021 Option Period 1: 10/1/2021-9/30/2022 Option Period 2: 10/1/2022-9/30/2023 Option Period 3: 10/1/2023-9/30/2024 Option Period 4: 10/1/2024-9/30/2025

8. PLACE OF PERFORMANCE: Washington, DC with possible travel overseas as stated in the Statement of Duties.

9. SECURITY LEVEL REQUIRED: Secret

10. STATEMENT OF DUTIES

BACKGROUND

As the home base for USAID’s Democracy, Human Rights and Governance (DRG) programs, the DRG Center focuses on advocating for democratic governance, driving important research, and supporting over 90 field missions worldwide to develop programs. USAID’s DRG sector includes support for good governance, rule of law, elections and political processes, civil society and media, human rights, and other DRG fields.

USAID currently manages over $1.7 billion a year on a broad range of democracy programs covering justice, human rights, citizen security, civil society, media, local government, legislatures, constitutional reform, political parties, elections, anti-corruption, and anti-trafficking in persons. These efforts are critical to improve government effectiveness, accountability, transparency and legitimacy, and to ensure citizens are empowered to play a role in public affairs and the decisions that affect their daily lives. They also underpin the sustainability of the Agency’s socio-economic development sectors. The DRG Center leads the Agency in supporting overall efforts to advance democracy, human rights, and governance.

The DRG Center's annual budget is over $146 million, with a staff of over 90, comprised of U.S.

Direct Hires (USDHs), contractors, and Fellows. The DRG Center has nine technical divisions:

Civil Society and Media (CSM), Cross-Sectoral Programs (CSP), Elections and Political Transitions (EPT), Global and Regional Policy (GRP), Governance & Rule of Law (GROL), Human Rights (HR), Empowerment and Inclusion (EI), Learning (L), and Strategic Planning (SP). The DRG Center's goal is to promote peace, prosperity and freedom around the globe through self-reliant, citizen-responsive governance that respects human dignity and the rule of law. The DRG Center achieves this through high quality support to USAID Missions, generating and disseminating knowledge on best practices, and providing leadership on DRG to the wider USG and the international development community.

In collaboration with USAID practitioners and academic experts, L guides DRG learning initiatives, conducts impact and performance evaluations, advances measurement in the DRG sector, and commissions research to understand the most effective approaches to DRG assistance. To advance these efforts, the Learning Division provides technical assistance and training, and currently manages four contracts worth over $100 million. The Division also facilitates learning communities of practice inside and outside of USAID. With this emphasis on learning, DRG/L is the focal point for USAID’s implementation of the DRG Learning Agenda, a dynamic collection of research questions that serve to guide the DRG Center’s and USAID Field Missions’ analytical efforts.

The DRG Center produces and uses a vast amount of information and knowledge. The Knowledge Management (KM) Specialist will ensure that the DRG Center’s systems and processes, as well as staff’s utilization of them, enable the creation, organization, storage, accessibility, and dissemination of the needed and relevant DRG information to improve planning, decision making, and programmatic results. This will include working with other members of the Center to conceptualize, develop, analyze, and provide information to the main DRG audiences, including the USAID DRG cadre, implementing partners and other organizations working in the sector, and the public at large. The KM Specialist will coordinate with DRG staff and leadership, the DRG Center’s Communication and Outreach Specialist, and other USAID and outside experts.

The incumbent is expected to carry out work assignments using independent professional judgment to ensure the effective technical leadership and technical support for USAID’s DRG sector in Washington and overseas Missions. The KM Specialist may be asked to travel to USAID Missions in other parts of the world, and while on temporary duty (TDY) and in Washington, s/he will work closely with USAID and other U.S. Government colleagues, implementing partners, academics, and recognized experts in the DRG sector to advance DRG learning initiatives. The incumbent’s responsibilities will be geographically world-wide, varied, and dynamic to reflect changing circumstances facing USAID and the DRG Center.

Position Description

Responsibility for Decision Making

The Knowledge Management Specialist will serve as a top-level knowledge management expert for the DRG Center, the Learning Division, and the global DRG cadre. The PSC will be experienced in knowledge management techniques and will assist the DRG Center to improve its knowledge management systems and processes, as well as the staff’s utilization of them, and to enable the organization, storage, accessibility, and dissemination of DRG information to improve planning, decision making, and programmatic results. S/he will report to the Chief of DRG’s Learning Division and will exercise independent judgment while performing a variety of challenging responsibilities. The PSC will have decision making authority within the Knowledge Management technical area and will receive minimal day-to-day technical guidance.

Knowledge Level

The Knowledge Management Specialist will have a Master’s degree with significant study in a pertinent field, including, but not limited to, technical disciplines related to knowledge management, and social science disciplines related to communication, plus at least 5 years of progressively responsible experience in knowledge management in large organizations, preferably governmental and/or international development organizations.

Supervisory Controls

The Knowledge Management Specialist will report to the Chief of the Learning Division or her/his designee. The Division Chief and the PSC will develop a work plan that includes responsibilities and deadlines. The PSC will work closely with DRG leadership and staff, and will independently plan, design, and carry out assessments and activity design, implementation, and evaluation exercises that are considered technically complex. The Knowledge Management Specialist will meet with his/her supervisor on a quarterly basis to review progress against the agreed work plan, and will be accountable for his/her work at weekly Learning Division meetings.

Performance Guidelines

The Knowledge Management Specialist will work with guidelines from the Agency and Bureau that are broadly stated and non-specific, often requiring extensive interpretation. S/he will demonstrate sound judgement, technical expertise, ingenuity and innovation in the development and implementation of knowledge management systems and processes.

Complexity

The PSC’s duties will be significantly varied. This will include coordination across the DRG Center, as well as with the Agency’s existing systems and practices, the interagency, and external partners. The PSC will be expected to contribute new technologies and approaches to store, manage and disseminate knowledge pertaining to the DRG sector. The PSC will overcome complicated issues such as balancing political pressure from US Government colleagues and host country counterparts, incorporating multi-disciplinary approaches and recent research findings, and resolving conflicts among possible technical options.

Scope and Effect

The PSC will support knowledge management activities related to the DRG sector writ large as well as all DRG sub-sectors, including civil society and media, elections and political transitions, governance and rule of law, human rights, and others. The PSC will plan, organize, direct, design, and coordinate KM activities as needed to meet the needs of USAID’s DRG sector, cadre and partner community. This work will require independent analysis, defining conditions and criteria, and resolving problems using creative approaches.

Level and Purpose of Contacts

As one of the Agency’s lead technical experts in knowledge management, the PSC will maintain professional contact with senior level professionals of academic institutions and independent DRG organizations for the purpose of staying up to date on knowledge management trends and principles in order to further the DRG work of the Agency.

Statement of Duties

a) Ensure that the DRG Center’s systems and processes assist in enabling the creation, organization, storage, accessibility, and dissemination of the needed and relevant DRG information to improve planning, decision-making and programmatic results. This effort will enable the DRG Center to effectively create, share, use, and manage knowledge to maximize organizational performance.

b) Expand upon and develop a comprehensive KM Assessment of the DRG Center; and continuously review and improve KM needs for collecting, storing, and accessing knowledge.

c) Develop and continuously revise a tailored, common vision for an effective KM system in the DRG Center.

d) Develop a change management and socialization plan (that includes the long-term use and maintenance of files), working with key staff on methods to plan for and incorporate KM best practices into their day to day work.

e) Provide facilitation, content support, and thought leadership to the DRG Center’s Knowledge Management Working Group (KMAG), and other existing working groups.

f) Explore, develop, and promote collaborative tools, including Communities of Practice and peer assistance, to facilitate sharing of ideas and work among DRG Center staff, the global cadre, and USAID.

g) Provide capacity building to DRG team members and the global cadre on KM best practices and methodologies and regularly communicate KM processes and successes to the various DRG audiences.

h) Develop pilot approaches for the capture of tacit and explicit project knowledge through network mapping, process flow diagrams, video blogging, podcasts, and process interviews activities.

i) Support the creation and ongoing development of KM champions and provide targeted messaging to support their use and continued support of KM solutions.

j) Contribute to internal KM learning to include: supporting the creation and maintenance of a KM strategy; contributing to and managing the DRG Center’s internal knowledge sharing tools (i.e. Google Drive, DRG Pages, internal platforms); and championing best practices among staff.

k) Provide leadership and oversight during the design of a KM feedback loop system, including the creation of a results framework, learning agenda, etc., for the DRG Center’s internal KM platform.

l) Manage or contribute to the management of DRG learning, evaluation, and research awards, including by serving as a Contracting or Agreement Officer’s Representative (COR/AOR), and by leading or serving on technical evaluation committees.

Physical Demands

The work is generally performed in an office environment, is sedentary, and does not pose undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

EDUCATION and EXPERIENCE REQUIREMENTS

• Master’s degree with significant study in a pertinent field, including but not limited to technical disciplines related to knowledge management, and social science disciplines related to communication, plus at least 5 years of progressively responsible experience in knowledge management in large organizations, preferably governmental and/or international development organizations;

• Relevant field experience working with U.S. government, international organizations, donor development agencies, non-governmental organizations, private sector, academic organizations, or other agencies and processes involved in DRG issues.

• U.S. Citizenship

• Ability to obtain a SECRET level security clearance as provided by USAID

• Professional References

• Verification of academic credentials

• Supplemental document specifically addressing the Quality Ranking Factors (QRFs).

III. EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR 52.215-

1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

The Technical Evaluation Committee (TEC) will select candidates to interview based on a preliminary review of applications. References will be checked only for those candidates interviewed. The TEC can request references from others who know the candidate’s work in addition to the references provided by the candidate. Upon completion of interviews and reference checks, TEC members will revise their scores for those candidates.

The Evaluation Factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors.

Offerors should cite specific, illustrative examples for each factor. Responses must be limited to 500 words https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far https://www.acquisition.gov/browse/index/far per factor. Any additional words above the limit will neither be read nor scored.

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

1. Technical Expertise (50 points)

Demonstrated ability to provide high-level analysis and technically sound recommendations in knowledge management processes and systems for varied users and audiences. Demonstrated technical expertise in conceptualizing strategies and designing knowledge management procedures and assessments. Demonstrated experience leading knowledge management initiatives at the team or division level, including experience with change management and socialization.

2. Communications (30 points)

Proven track record of quickly gathering, analyzing and synthesizing information for use by principals. Demonstrated ability to effectively adjust presentation styles and to summarize and explain highly complicated information. Demonstrated productive and positive working relationships and communication with colleagues and peers.

Proven ability to translate the importance of knowledge identification, collection, dissemination, and use to a variety of stakeholder groups; general staff, leadership, and partners within a broader organization.

3. Teamwork (20 points)

Proven track-record of working effectively and collaboratively on diverse teams, both as a team leader and as a team member. Sound judgment and collegiality when working in environments with colleagues of diverse backgrounds and opinions

BASIS OF RATING: Offerors who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor responses. Offerors are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to specifically address the Selection and/or Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards.

Total Possible Evaluation Factor Points: 100 points Total Possible Reference Check: Pass/Fail Satisfactory Academic Credentials Checks: Pass/Fail Total Possible Points: 100

The most qualified offeror may be interviewed, required to provide a writing sample, and demonstrate an ability to operate commonly used office applications. USAID will not pay for any expenses associated with the interviews. In addition, offers (written materials and interviews) will be evaluated based on content as well as on the offerors writing, presentation, and communication skills. In the event that an offeror has fully demonstrated his/her qualifications and there are no other competitive offerors USAID reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for offerors being considered for selection. USAID reserves the right to contact previous employers to verify employment history.

The selected offeror will be required to obtain a Secret Level Security Clearance provided by USAID prior to contract award. Dual citizens may be asked to renounce second-country citizenship. If a full security investigation package is not submitted by the selected offeror within 30 days after it is requested, the offer may be rescinded. If a Secret level security clearance is not obtained within nine months after offeror acceptance, the offer may be rescinded.

USAID reserves the right to select additional offerors to fill possible future vacant positions if vacancies become available during the selection process.

IV. SUBMITTING AN OFFER

Offers must be received by the closing date and time specified in Section I, item 3, and submitted electronically via e-mail to the Point of Contact specified in Section I, item 4.

To ensure consideration of offers for the intended position, please clearly reference the solicitation number in the offer, and in the email subject line of the submission.

Offerors interested in applying for this position MUST submit the following materials:

1. Eligible offerors are required to complete and submit the offer form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals,” available at http://www.usaid.gov/forms. This form must be physically signed (hand-written signature). Unsigned forms will not be accepted. Electronic signatures will not be accepted.

2. Complete resume. Your resume should contain sufficient information to make a valid determination that you fully meet the education and experience requirements as stated in the solicitation. This information should be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

In order to fully evaluate your offer your resume must include:

http://www.usaid.gov/forms

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

(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. Upon request, transcripts and/or certifications must be submitted.

3. List of References. Offerors must submit three (3) professional references, who are not family members or relatives, who have knowledge of the offeror’s ability to perform the duties set forth in this solicitation. At least one (1) reference must be from a direct supervisor (current or prior). Submitted references MUST include the following information:

(a) Name of reference;

(b) Offeror’s relationship to the reference;

(c) Title of reference at current job;

(d) Reference current telephone number; and

(e) Reference current email address.

4. Supplemental document specifically addressing the Quality Ranking Factors. Responses are limited to no more than 500 words per factor. Any additional words above the limit will neither be read nor scored.

Additional documents submitted will not be accepted. Incomplete or late offers will not be considered.

By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated.

False or fraudulent information on or attached to your offer may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND

THE SYSTEM FOR AWARD MANAGEMENT: All USPSCs with a place of performance in the United States are required to have a Data Universal Numbering System (DUNS) number and be registered in the System for Award Management (SAM) database prior to receiving an award. You will be disqualified if you either fail to comply with this requirement or if your name appears on the excluded parties list. Registration information is available at www.sam.gov and further guidance will be provided to the selectee regarding DUNS and SAM registration.

NOTE: Registration for a DUNS number and registration in SAM is FREE.

Interested offerors are highly encouraged to initiate the registration process early to avoid any delays during contract award.

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

Sensitive Positions (SF-85)

2. Finger Print Card (FD-258)

3. Employment Eligibility Verification (I-9 Form)

VI. BENEFITS AND ALLOWANCES

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

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

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

(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) Temporary Quarter Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

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

(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)

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES

PERTAINING TO PSCs

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

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

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

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

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

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

LINE ITEMS

ITEM

NO

(A)

SUPPLIES/SERVICES

(DESCRIPTION)

(B)

QUANTI

T Y (C)

UNI

T (D)

UNIT

PRIC

E (E)

AMOUNT

(F)

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

- Award Type: Cost

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

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

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

Contractor

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

- Award Type: Cost

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

- Accounting Info: [insert from

Phoenix/GLAAS]

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

Contractor

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

- Award Type: Cost

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

- Accounting Info: [insert from

Phoenix/GLAAS]

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

Contractor

3001 Option Period 3 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

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

- Accounting Info: [insert from

Phoenix/GLAAS]

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

Contractor

4001 Option Period 4 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: Cost

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

- Accounting Info: [insert from

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

Contractor

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.

AAPD 15-02, REVISED – Continuation of Deviation from the ‘Leave and Holidays’ clause, including Family and Medical Leave, for U.S. Personal Services Contractors

GP 5. LEAVE AND HOLIDAYS (DEC 2017)

(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.

(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.

http://www.usaid.gov/work-usaid/aapds-cibs

(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) Applicants 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 applicant attests to the accuracy of the information provided. Any applicant 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.

(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.

(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.

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.

(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]

AAPD 18-02 – Changes to the Medevac Policy for USPSCs and TCNPSCs Class Deviation to AIDAR – no. M-OAA-DEV-AIDAR-18-3c 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 http://www.dol.gov/whd/regs/compliance/posters/fmlaen.pdf

25. MEDICAL EVACUATION (MEDEVAC) SERVICES (MAY 2018)

USAID will provide Medevac services to the contractor and authorized dependents, through the Department of State’s Bureau for Medical Services (MED), similar to those provided to U.S. Government employees in accordance with 16 FAM 300 Medical Travel. Medevac costs include travel and per diem, but do not include medical care costs. To be covered by the Medevac program, the contractor and authorized dependents must obtain and maintain international health insurance coverage that includes overseas hospitalization, and must provide proof of such insurance to the contracting officer prior to relocation abroad.

(End Provision)

AAPD 06-10 – PSC Medical Expense Payment Responsibility

MEDICAL EXPENSE PAYMENT RESPONSIBILITY (OCTOBER 2006)

(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 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 General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.

(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.