JA 72030623R00010 Management and Program Analyst (ME).pdf

JUSTIFICATION AND APPROVAL FOR EXPEDITED PROCEDURES PACKAGE

TO: Julie Lamadrid, Contracting Officer

CC: Deborah Broderick, Agency Competition Advocate

FROM: Harry Bottenberg, Program Officer

DATE: June 1, 2023

SUBJECT: Justification for Other than Full and Open Competition under the Expedited

Procedures Package (EPP) for Afghanistan.

1. This document sets forth the facts and rationale justifying the use of other than full and open competition.

Approval is requested for the justification for use of other than full and open competition pursuant to the authorities under the Expedited Acquisition and Assistance Procedures (EPP) for

Afghanistan, approved on December 9, 2021. Your approval of this J&A constitutes the justification for other than full and open competition as required by Tab 1 (D&F for the

Authorization of Less than Full and Open Competitive Procedures in the Modification or Award of Contracts) of the EPP.

RECOMMENDATION

It is recommended that you approve this justification for use of other than full and open competition pursuant to the Action Memorandum EPP for Afghanistan, approved on December

9, 2021. Your approval of this J&A constitutes the justification for other than full and open competition as required by Tab 1 (D&F for the Authorization of Less than Full and Open

Competitive Procedures in the Modification or Award of Contracts) of the EPP.

2. The nature and/or description of the action being approved:

As a result of the evacuation of the US Embassy in Kabul and the termination of contracts of all

Foreign Service National Staff who were evacuated, the Office of Program and Project (OPPD) requests that the Contracting Officer approve the use of the EPP to hire XXXXX XXXXXX under a Personal Services Contract for the Management and Program Analyst (Monitoring &

Evaluation), GS 12, position for a base period of one year with two additional option years1.

1 For PSCs being hired with a U.S. duty station, all funding must be provided in FYs 2022 and FY 2023, including funding for option years, unless authority is identified for funding after those FYs. Under FAA 636(a)(3), PSCs are hired to perform services abroad. FY 2022 CR Section 2401 provides an exception for PSCs but only if they are

Performance will commence o/a July 2023 when all onboarding processes are completed. The place of work for this position is continental United States (CONUS). This is a remote work position to be carried out from continental United States (CONUS).

3. Description of the supplies or services required, including an estimated value:

1) Monitoring and Evaluation Support

● Works closely with OPPD MEL leadership and technical offices to ensure compliance with Mission policies and requirements (per the USAID Automated Directives System

(ADS) and Mission Orders), particularly as they relate to evaluations, performance monitoring, and third- party oversight.

● Manages the mission-wide evaluation plan. Ensures that the evaluation plan effectively addresses ADS requirements for required evaluations. Makes recommendations to ensure that planned evaluations and assessments inform, or are consistent with, a broader learning agenda. Serves as the focal point for evaluation-related reporting, including in the annual Performance Plan and Report (PPR) Evaluation Registry.

● Supports technical offices in developing appropriate responses to the findings and recommendations in evaluation reports. Ensures that Post-Evaluation Action Plans are established to track utilization of evaluation findings and recommendations, and that utilization is effectively summarized in the PPR Evaluation Registry and other relevant internal and external communication and reporting products.

● Collaborates and coordinates with OPPD M&E backstops to provide M&E support for technical offices including but not limited to developing M&E frameworks, choosing appropriate indicators, and integrating evaluation and learning into project and activity design and implementation. In collaboration with backstops, provides technical expertise and guidance for internal and external reporting, including the PPR; portfolio reviews; project and activity MEL plans; and M&E reviews.

● Contributes to the development of and facilitates training, presentations, and briefings for internal and external audiences on USAID/Afghanistan M&E policies, procedures, and practices. Assists OPPD and MEL team leadership with responding to periodic data calls, audits, and taskers, as well as responding to ad hoc requests for information related to M&E and program implementation.

● Mentors and helps train incoming Mission staff on USAID performance management policies and procedures.

2) Project management and implementation

● Serves as a Contracting Officer Representative (COR) for the Mission-wide M&E contract, and assumes all the duties and responsibilities that designation entails, including serving as the technical liaison between the Contracting Officer (CO) and the contractor. Manages overall contract performance, including reviewing work plans and performance reports. Works with the CO to complete any contract modifications.

● Manages and provides quality control and oversight of contractor-produced M&E deliverables, including by providing expert technical assistance to technical offices on funded in FY 2022 and FY 2023. Consult with OFM and RLO on the availability of authority for funding these

PSCs in FYs 2024 and beyond.

statement of work (SOW) development and deliverable review; developing and implementing standard operating procedures and review processes to ensure high quality deliverables; and working closely with the contractor to troubleshoot any quality or performance issues.

● Provides oversight of administrative requirements of M&E contract management, including but not limited to financial management, timely submission of quarterly accrual estimates and financial reporting, and analysis for quarterly financial reviews.

● Serves as the liaison between the contractor as a service provider and technical offices as clients. Advises technical offices, including other project managers, on planning for evaluations. Coordinates communication between OPPD, technical offices, and the contractor to ensure timely production of deliverables. Tracks and manages progress in planning and implementing evaluations, assessments, and other analytical work performed under the contract, including the approval of SOWs, work plans, briefing materials, and reports.

● Manages, organizes, and maintains all project files, both hard copies and electronic files, on the USAID system. This includes timely and efficient data submissions to Afghan

Info.

● Ensures that the Mission is in compliance with public information dissemination requirements, including use of the Development Experience Clearinghouse and USAID

Development Data Library, for relevant deliverables.

● Prepares for and participates in Mission program reviews, data calls, and presentations related to the contract.

3) Strategy/program implementation

● Reviews USAID/Afghanistan’s M&E systems by assessing available information on the systems, opportunities and challenges, staff capacity, and the linkages of M&E information to decision-making. As applicable, develops and helps implement recommendations to improve Mission M&E practices and procedures.

● Advises on the identification of high-level evaluation and learning questions and opportunities during strategy development, project design and implementation, and activity design and implementation, in line with ADS requirements on MEL planning.

● Works with technical offices to ensure that relevant M&E data is synthesized and integrated into planning and decision-making during strategy development and project design.

● Assists with drafting and implementing the Mission Performance Management Plan

(PMP), including adherence to relevant procedures and frameworks related to evaluations and collaboration, learning, adaptive management.

● Develops and maintains M&E contacts with other donors, non-governmental organizations, professional groups, and other USAID Missions in the region in order to share lessons learned and identify good practices and opportunities to inform and improve USAID/Afghanistan M&E policies and procedures.

A complete description is attached. The estimated market value is USD$185,740.00.

4. Statutory authority permitting other than full and open competition:

AIDAR 706.302-70(b)(3) and 40 U.S.C. §113; see Action Memorandum titled “Expedited

Acquisition and Assistance Procedures for Afghanistan” approved December 9, 2021.

5. A discussion of the proposed contractor’s unique qualifications or the nature of the acquisition that requires use of the authority cited.

Due to the Mission’s critical staffing shortages as a result of the sudden Embassy evacuation in

2021, the EPP authority is necessary to fill this critical role.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

The solicitation was publicized to 174 former FSNs for expressions of interest in providing these services and XXXXX XXXXXX is the most qualified and prepared applicant. Due to critical shortages by the Mission, the EPP affords the Mission the authority to use other than full and open competition in the recruitment and hiring process.

7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The anticipated cost was calculated based on the classification grade and step range, including allowances. It is consistent with USAIDs Position Level and Market Value Determination and therefore is determined to be fair and reasonable. For this award the anticipated TEC amount is

USD$185,740.00 for the one (1) year base period.

8. A description of the market research conducted (see FAR Part 10) and the results or a statement of the reason(s) market research was not conducted.

No formal market research was conducted, and the general costs of an offeror with XXXXX

XXXXXX’s background coupled with his salary history are deemed fair. The skills available in the US labor market are well known through USAID's ongoing recruitment and screening processes. Also, due to critical staffing shortages by the Mission, the EPP affords the Mission the authority to use procurement procedures that significantly expedite the normal recruitment process.

9. Other facts supporting the use of other than full and open competition.

None.

10. Sources, if any, that expressed, in writing, an interest in the acquisition.

There were a total of eight (8) sources that expressed an interest in writing.

11. The actions the Agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required:

Subsequent acquisition of services after completion of all option years or substantive changes to the statement of duties under a reorganized USAID/Afghanistan Mission are expected to be solicited from as many potential sources as practical.

12. Technical or Requirements Personnel Certification:

In accordance with FAR 6.303, I hereby certify that the technical statements included above which form a basis for the justification are complement and accurate in accordance with EPP titled Expedited Acquisition and Assistance Procedures for Afghanistan approved December 9, 2021 (attached).

___________________HB__________________ __June 2, 2023_________________

Harry Bottenberg Date

13. Resident Legal Office Clearance:

JPower June 6, 2023

John Power, Senior Legal Advisor Date

14. Contracting Officer Certification:

In accordance with FAR 6.303, I hereby certify that the justification is accurate and complete to the best of my knowledge and belief.

Julie Lamadrid, Contracting Officer Date