JAMAICA_Justification and Approval_DEIA Advisor digital approval (1).pdf

TO: Jaidev Singh, Mission Director, USAID/Jamaica

FROM: Guadalupe Ramirez, Executive Officer, USAID/Guatemala

SUBJECT: Justification and Approval for Other than Full and Open Competition (J&A) for Hiring one USPSC, a Senior DEIA Advisor, at USAID/Jamaica for Six Months

1. This document sets forth the facts and rationale justifying the use of other than full and open competition in accordance with AIDAR 706.302-70(b)(1).

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

This is a request to approve a sole source United States Personal Services Contractor (USPSC) award to Ms. Amber M Whittington to serve in USAID/Jamaica’s Office of Citizen Services’ (OCS) Senior Diversity, Equity, Inclusion, and Accessibility (DEIA) Advisor (SDA) position for six months.

Under this action, as SDA, Ms. Whittington will provide strategic and technical guidance and support to USAID’s operating units in Jamaica proper and the Caribbean region, to include:

1. Locally-Led Regional approach: Promote and facilitate implementation of USAID/Jamaica’s Caribbean Regional Inclusive Leadership and Localization Initiative for the Mission proper and other Caribbean states.

1. Support the planning, design and operationalization of programs, activities, policy and procedures critical to implementation.

2. Research, capture and translate DEIA and inclusive development lessons learned from Agency internal staff and external partners to ensure best practices in support of implementation.

3. Lead and assist in the creation of programmatic and administrative standard operating procedures for a new unit, to be shared with all regional Caribbean partners and others in the Agency.

2. Outreach, Inclusion, Empowerment and Engagement: Facilitate outreach, networking and staff engagement in locally-led strategy development and implementation.

1. Strategically engage FSNs, Payne Fellows and others in support of localization, DEIA, and inclusive development. Explore mechanisms and activities to generate practical opportunities that strengthen connections between existing and incoming Payne Fellows, Jamaican and other students/Fellows, implementing partners, and MSIs.

U.S. Agency for International Development 142 Old Hope Road Kingston 6, Jamaica, W.I.

Tel: (876) 702-6444 Fax (876) 702-6385 http://www.usaid.gov/jamaica

SBU

2. Designs, develops, and manages special events, forums, conferences, and public engagement activities to foster Mission partnership with the diaspora and private sector.

3. Works in collaboration with Regional POCs to develop diversity and equity programs, assist in the formulation of immersive learning opportunities for students and career enhancement experiences for faculty at HBCUs and other MSIs. Develops policies, procedures, communications, and training to facilitate DEIA-oriented cultural exchanges.

4. Supports Mission coordination of visits from officials from the U.S. Government, host nation, state government, and other partners.

Given the spotlight and support of the Initiative from the Ambassador, the Agency’s DA/MR, Counselor, AA/LAC and Chief Diversity Officer, as well as impending deadlines on transferred funding and VVIP visitors this year, there is a real urgency to hire for this position. In order to avoid a situation where the Operating Expense funding expires by September 30, 2023, the USAID/Guatemala Mission is assisting with the preparation, negotiation, and award of the contract.

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

The total estimated cost of $175,527 for the SDA at GS-14, Step 10 (including travel, ICASS and miscellaneous authorization costs). Full allowances and benefits in alignment with the standard package for USAID/Jamaica are also included, as well as specified allowances in accordance with Appendix D of the AIDAR. See budget and a full range of duties in the Scope of Work.

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

AIDAR 706.302-70 allows other than full and open competition for situations that would impair or otherwise have an adverse effect on USAID programs and AIDAR 706.302-70(b)(1) provides that this authority may be used for PSCs serving abroad.

5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition that requires use of the authority cited:

USAID/Jamaica’s Front Office requires an experienced DEIA professional to create, plan, steer and coordinate inaugural programs and events through the Mission and Caribbean region on behalf of the recently approved Caribbean Regional Inclusive Leadership and Localization Development Initiative at USAID/Jamaica. Since 2019, Ms. Amber Whittington has spearheaded and managed Agency-wide DEIA legacy initiatives such as the Situational Mentorship program and USAID’s Women’s Leadership Summit, bringing four years of unique USAID capabilities and experience to assist the Mission in a time of great need for additional staffing to support the Caribbean Initiative. The skills she attained in HCTM and PPL, from https://docs.google.com/spreadsheets/d/1ig1R0_mS6dv2N5O2gvhuwF-5MYJr34N1/edit#gid=2146884287 https://docs.google.com/document/d/1b9QCHuNWWjau4PeWNLBpGF0rtVfvBiNc/edit https://docs.google.com/document/d/1b9QCHuNWWjau4PeWNLBpGF0rtVfvBiNc/edit conducting a DEIA assessment of USAID/Colombia to adapting evaluation methodology for DEIA integration in the Program Cycle to assisting in the doubling of Donald M. Payne Fellows makes her a uniquely qualified candidate for a short-term assignment to Jamaica, and her current work as a DEIA Policy Analyst indicates an ability to cover the SDA position smoothly. In addition, she has established key relationships in the inter- and intra-agency and worked on a variety of successful actions with high-level officials. Her transition to this position would therefore be seamless. These skills and experiences make Ms. Whittington a uniquely qualified candidate for this Mission-critical position to fill a specialized and specific need in a limited duration assignment.

6. Description of the efforts made to ensure that offers are solicited from as many potential sources as practicable, including whether a notice was or will be publicized as required by Federal Acquisition Regulation (FAR) 5.202 [AIDAR 705.202].

Ms. Whittington provides unique services and capabilities as specified in the previous section.

No public notice is required under AIDAR 705.202 for PSC actions.

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

While a formal independent government estimate was not conducted, data from historical costs for this position was compiled from similar positions advertised in Agency notices and on job sites such as USAJobs and LinkedIn to arrive at the total anticipated cost. The attached budget therefore incorporates a market value determination of a GS-14/01 for a SDA, a fair and reasonable salary upon which qualified offerors in this unique and fairly new position with years of experience would consider accepting the position with such specialized skill requirements on very short notice.

8. Description of the market research conducted, and the results or a statement of the reasons market research was not conducted:

Market research was not conducted due to the urgency of the need, the short duration and the knowledge from previous solicitations of the local and expatriate market. Locally, Post has experienced a reduction in staff in recent years and has not built up the DEIA skillset among existing staff. In terms of the expatriate market, given both the uniqueness of the skillset and available permanent positions in Washington, DC and beyond, few candidates have a willingness to travel to live and work abroad on such short notice and for such a short period of time (6 months).

Multiple informal requests have been made to Washington Bureaus and independent offices for both human and capital resource support to implementation of the Caribbean Regional Inclusive Leadership and Localization Development Initiative and the OCS’ transition to a new unit within

USAID/Jamaica; while capital resources were transferred, responses indicated a lack of viable and available human resources.

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

The use of other than full and open competition is being used due to the critical and emergent need to staff the OCS’ transition to a new unit based on the Caribbean Regional Inclusive Leadership and Localization Development Initiative recently approved by the AA/LAC within USAID/Jamaica that would support the entire Caribbean. The Bureau ensured all Caribbean operating units’ Front Offices under its aegis were made aware of the new Initiative in Jamaica and simultaneous to this action, the Mission and Bureau will push forward a request for a formal name change with HCTM to institutionalize the unit. To get there, the Initiative must first be appropriately staffed.

In conjunction with U.S. Embassy Kingston’s outreach efforts to high profile VIPs to arrive in Kingston this year, which would directly undergird the Initiative’s aims, strategic planning and efforts to implement the Initiative and establish the new unit needs to begin now. Leaving this position unfilled poses great risk to USAID’s oversight and management of its inclusive development and localization programs in Jamaica as well as the recently transferred funding given urgent EOFY deadlines.

It is difficult to find a person with proven skills and experience willing to travel and live and work in Kingston for such a short period when longer term and permanent positions in this unique skill area are generally available within the United States.

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

None.

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

All subsequent requirements for these services that exceed the proposed extension period will be competed.

11. Technical or requirement personnel certification:

In accordance with AIDAR 706.302-70(b)(1), I hereby certify that the technical statements included which form a basis for the justification are complete and accurate.

12. Contracting Officer Certification and Approval:

I hereby certify that the justification is accurate and complete to the best of my knowledge and belief and approve the action.

Guadalupe Ramirez, cleared 8/29/2023 Guadalupe Ramirez, USAID/Guatemala, Executive Officer and Contracting Officer

13. Clearance

Clear MLW 8/29/2023 Lou Wise, USAID/Guatemala, Resident Legal Officer

Guadalupe Ramirez <gramirez@usaid.gov>

J&A for your signature Jaidev Singh <jsingh@usaid.gov> Tue, Aug 29, 2023 at 4:20 PM To: Guadalupe Ramirez <gramirez@usaid.gov> Cc: Lorraine Sherman <lsherman@usaid.gov>

Thank you so much! In the interest of time, please accept this email as my approval. Very best, Jay

Jay Singh, PhD Country Representative USAID/Jamaica U.S. Agency for International Development

On Tue, Aug 29, 2023 at 4:57 PM Guadalupe Ramirez <gramirez@usaid.gov> wrote:

Dear Mr. Singh, The J&A for the sole-sourcing of the DEIA Advisor has been reviewed and cleared by our RLO, Mary Lou Wise. It is attached for your signature and also located here in draft, in case you have edits.

Best, Lupe

Guadalupe Ramirez Directora / Executive Officer

Oficina de Operaciones / EXO

USAID | Guatemala - www.usaid.gov

Celular / Cell: +502 5967-3452

Oficina / Office: +502 2354-0881 gramirez@usaid.gov

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