RFP 72066821R00011 Sup General Services Specialist FINAL.pdf

SOLICITATION NUMBER: 72066821R00011

ISSUANCE DATE: January 11, 2021

CLOSING DATE AND TIME: February 11, 2021 at 1700 Juba time

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, /s/

Michael Capobianco Contracting Officer

ATTACHMENT 1

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72066821R00011

2. ISSUANCE DATE: January 11, 2021

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: February 11, 2021 at 1700 Juba time

4. POINT OF CONTACT: Michael Capobianco at mcapobianco@usaid.gov and Michael Loro at mloro@usaid.gov

5. POSITION TITLE: Supervisory General Services Specialist

6. MARKET VALUE: $92,977 to $120,868, equivalent to GS-14. Final compensation will be negotiated within the listed market value.

If the position is for a Washington based PSC, offerors who live outside the Washington, D.C. area will be considered for employment, but no relocation expenses will be reimbursed.

7. PERIOD OF PERFORMANCE: The base period will be one year, estimated to start on April 15, 2021. Based on Agency need, the Contracting Officer may exercise (an) additional option period(s) for four, one-year options for the date(s) estimated as follows:

Base Period: April 15, 2021-April 14, 2022 Option Period (OP) 1: April 15, 2021-April 14, 2023 OP 2 April 15, 2021-April 14, 2024 OP 3 April 15, 2021-April 14, 2025 OP 4 April 15, 2021-April 14, 2026

8. PLACE OF PERFORMANCE: Juba, South Sudan with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: U.S. citizens, or lawful permanent U.S. residents are eligible offerors per AIDAR 702 and Appendix D.

10. SECURITY LEVEL REQUIRED: Facilities Access mailto:mcapobianco@usaid.gov mailto:mloro@usaid.gov

11. STATEMENT OF DUTIES

As the Supervisory General Services Specialist (S/GSS), the incumbent serves as a key member of the USAID/EXO management team with responsibility for assisting the Supervisory Executive Officer and/or designee in all GSO operations. Judgment and ingenuity are required to interpret the intent of guidelines and to develop applications/policies. The S/GSS influences, motivates, controls, and directs groups of people. The S/GSS will determine the right approach in negotiating and persuading others, and in establishing rapport in order to gain and relay information, including to high-level official decision makers. The S/GSS requires a mastery of GSO management where assignments are complicated by interconnected issues, multi-disciplinary approaches, and/or conflicts among possible technical solutions and people.

MAJOR DUTIES AND RESPONSIBILITIES:

• GENERAL GSO MANAGEMENT: Directs and implements policies, procedures, and systems for all GSO units, ensuring delivery of high-quality services to internal and external customers with maximum efficiency, equity, and economy. Independently plans, designs and carries out projects and programs. Analyzes, approves, and assigns work requests in accordance with Mission policies and practices. Regularly conducts on-site inspections of GSO service delivery and monitors work in progress to ensure that the end product meets quality control standards.

Ensures requisitions (and modifications) of procurement requests are made on a timely basis by the relevant GSO section and also ensures that supplies and property are properly used and accounted for by all personnel, including in mandatory automated systems. Develops technical specifications and scopes of work for technical services as required; after award, serves as the principal liaison with the contractor and monitors progress toward completion, ensuring full compliance with the terms and conditions of the purchase order/contract. Assists in the development and implementation of internal policies, standard operating procedures, and operations for residential and office facilities maintenance, real property, housing, leasing, shipping and customs, warehousing, health and safety, and motor pool programs. Coordinates closely with the Supervisory Executive Officer or designee, the EXO/Procurement team and the Office of Acquisition and Assistance to develop annual procurement plans for all GSO sections.

The S/GSS provides supervision, leadership, training and professional development to GSO staff and monitors their performance. Assists the Supervisory Executive Officer or designee in collecting feedback to improve customer satisfaction and improve overall quality, operational efficiency and performance across all GSO sections.

• BUDGETARY: Responsible for the creation and monitoring of the GSO annual budget across all GSO sections, in coordination with the Supervisory Executive Officer or designee. Analyzes the budgetary requirements for Operating Expense-funded and ASP/ICASS/Working Capital-funded equipment, furniture, services, and supplies. Coordinates the review of obligations and expenditures of funds with the Office of Financial Management (OFM). Develops GSO-related budget planning and workforce projections for the Mission’s and ICASS budget submissions.

• ASP/ICASS: Updates and maintains ASP/ICASS service standards for GSO for the U.S.

Mission. Ensures timely delivery of high-quality GSO services while adhering steadfast to service standards, guidance, manuals, policy, regulations, and law. Timely responds to customer issues through to completion and works with OFM to ensure annual workload counts for housing, office, and other USG space is accounted for on time and correctly.

• NON-EXPENDABLE (NXP) AND EXPENDABLE (EXP) PROPERTY MANAGEMENT:

Responsible for the accurate receipt, distribution, and inventory control of NXP and EXP property, including ensuring tracking in automated systems from requisition to receipt and closeout. Manages and directs the receipt, accountability, movement, and disposal of NXP and the tracking of EXP. Devises procedural safeguards to promote integrity and equity in the distribution, maintenance, utilization, and disposal of Mission property. Conducts auctions for the U.S. Mission’s NXP as needed and required. Serves as the Property Disposal Officer and ensures that all reporting requirements are met and all relevant staff are engaged.

• REAL PROPERTY MANAGEMENT: Creates and implements a preventative maintenance program and is responsible for the maintenance and upkeep of all USG property. Works in conjunction with the Facilities Maintenance Specialist and Facilities Maintenance team to ensure all maintenance-related issues are addressed appropriately and swiftly. Maintains an up-to-date residential housing profile for the Mission and assists the Executive Office with Housing Board assignments. Keeps abreast of incoming/departing staff to ensure availability of housing.

Conducts regular health and safety inspections of all USG properties in coordination with the Facilities Maintenance Specialist and Life Support Services contractor. Ensures make-ready of housing is done completely and timely for new arrivals with advance physical inspections of units to ensure all unit NXP is clean, functional and up-to-date. Oversees office space utilization and space planning as well as manages all leases associated with private property on the compounds.

• MOTOR VEHICLE OPERATIONS: Responsible for the management of the Mission’s vehicle fleet, vehicle maintenance and repair program. Plans the acquisition of motor vehicle replacement and spare parts. Administers the Mission shuttle program and other requests for transportation in coordination with the Supervisory Executive Officer or designee. Directs the Mission’s Vehicle Safety Program. Completes Agency vehicle reporting requirements accurately and timely to all relevant entities, including those at both USAID Headquarters and the State Department. Coordinates with the Regional Security Office to ensure Motor Pool security protocols are followed. Oversees fuel management and ensures tracking of fuel and usage in accordance with industry standards.

• SAFETY AND HEALTH: Administers the Mission’s safety, health, and security programs.

Monitors the Integrated Pest Management Program for all compounds to ensure pesticide use is in strict compliance with industry standards and Mission policies. Administers safety programs for the Mission and coordinates with the Post Operations, Safety and Health Officer (POSHO) to ensure compliance with regulations for occupational and residential safety and serve as an Alternate POSHO as needed. Assists in water management, including water systems, wastewater management and sewage systems.

• SHIPPING AND CUSTOMS: Supervises official and personal effects shipments. Oversees the provision of shipping and customs clearance documentation to local ministries on behalf of the Embassy. Serves as liaison with host-country customs officials. Ensures shipments are sent and received in an accurate and timely manner. Advises post management concerning diplomatic import-export regulations.

• SECURITY: This position is deemed Mission essential in the event of an emergency. Ensures Mission generators, security systems, fuel supplies, and similar systems and supplies are fully functional and at the appropriate levels in the event of an emergency. Coordinates with the RSO and USAID’s Office of Security to maintain compliance with appropriate physical security standards for the Mission, including standardized key control of all facilities. Works closely with RSO to continually improve Mission security enhancements.

• CONTRACTING OFFICER REPRESENTATIVE (COR): Serve as the COR for actions under both the Supervisory Executive Officer and the Supervisory Contracting Officer or designee Deputies. Monitor and evaluate contractor performance in accordance with federal and USAID regulations and policies.

• SUPERVISORY DUTIES: Performs the full range of supervisory functions. Prepares and distributes daily work assignments, provides guidance as needed, monitors the progress of work assigned, establishes work objectives and performance measures for supervised employees, provides feedback throughout the rating period, prepares annual performance evaluation reports, approves leave requests and training, and recommends disciplinary action as appropriate.

SUPERVISORY RELATIONSHIP

The GSS will provide leadership, training and professional development, and monitor the performance of GSO staff. Prepares and distributes daily work assignments, provides guidance as need, monitors the progress of work assigned, establishes work objectives and performance measures for supervised employees, provides feedback throughout the rating period, prepares annual performance evaluation reports, approves leave requests, and recommends disciplinary action as appropriate. The incumbent will direct all phases of GSO operations.

SUPERVISORY CONTROLS

The supervisor provides administrative direction with assignments in terms of broadly defined missions or functions. The General Service Specialist is expected to demonstrate a high level of independence, professionalism, judgment, and responsibility. S/he will report directly to the Executive Officer and/or his/her designee will directly supervise a Foreign Service National (FSN) General Services Specialist and four FSN unit supervisors with an overall supervisory responsibility for a workforce of approximately 60 FSNs. S/he performs the full range of supervisory functions.

12. PHYSICAL DEMANDS

The work requested does not involve undue physical demands. The mental and emotional demands of working in Juba, South Sudan are very high, in terms of isolation, climatic conditions, and the high prevalence of disease associated with malarial environments and poverty.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: A university degree from an accredited institution.

Prior Work Experience: At least ten (10) years of progressively responsible experience in performing administrative operations in the field of management and administration - including personnel administration and supervision, management analysis, strategic planning, space or physical planning, warehousing, buildings/grounds maintenance, general services, and budget or contract.

DESIRABLE QUALITIES (NOT MINIMUMS)

Abilities and Skills:

- Comprehensive skills and abilities in customer service, including managerial, analytical, problem-solving, and interpersonal skills.

- The ability to independently develop, interpret, and articulate complex policies based on applicable

USG regulations.

- Ability to work in a fast-paced, culturally diverse environment.

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.

After the closing date, applications will be initially screened to determine whether applicants have met the advertised minimum qualifications. Applications possessing the minimum qualifications will be evaluated by a Technical Evaluation Committee against the factors below. As part of the selection process, finalist candidates may be interviewed either in person or by telephone at USAID’s discretion. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish USAID to contact a current employer for a reference check, this should be stated in the applicant’s cover letter, and USAID will delay such reference check until communication from the applicant. Only finalists will be contacted by USAID with respect to their applications. The final selected candidate must obtain security and medical clearances within a reasonable period of time (USAID will provide details to the selected candidate). A substantial delay in obtaining either security or medical clearance will make the applicant ineligible for selection.

Evaluation factors (all of equal value):

1. Applicability of Skills, and Abilities

2. Volume and Relevance of Experience

These factors will be the basis for scoring applications and creating an initial ranking of candidates. Only the highest-ranked applicants (finalists) will be interviewed. Those finalists will then be evaluated on their interview performance, and, finally, satisfactory professional reference checks.

In summary, the steps in the applicant rating system are as follows:

1. Meet minimum requirements - Pass/Fail

2. Evaluation of application in relation to the evaluation factors, which when combined, are of equal importance to interview performance

3. Interview performance which is of equal importance to evaluation factors

4. Reference Checks - Pass/Fail

IV. SUBMITTING AN OFFER

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 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 http://www.usaid.gov/forms.

2. Offerors must also submit the following documents:

- Updated resume/CV

- Cover letter of no more than 2 pages addressing the offeror’s technical knowledge, skills and abilities, and their relevant experience.

3. Offers must be received by the closing date and time specified in Section I, item 3, and submitted to the Point of Contact in Section I.

4. Offeror submissions must clearly reference the Solicitation number on all offeror submitted documents.

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:

- Medical History and Examination Form (Department of State Form)

- Questionnaire for Sensitive Position for National Security (SF-86), or

- Questionnaire for non-Sensitive Positions for National Security (SF-85)

- Finger Print Card (FD-258)

- OF-306

VI. BENEFITS AND ALLOWANCES

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

1. BENEFITS:

Employer's FICA Contribution

(a) Contribution toward Health & Life Insurance

(b) Pay Comparability Adjustment

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

(d) Eligibility for Worker's Compensation

(e) 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) Post Allowance (Section 220)

(b) Separate Maintenance Allowance (Section 260)

(c) Education Allowance (Section 270)

(d) Education Travel (Section 280)

(e) Post Differential (Chapter 500)

(f) Payments during Evacuation/Authorized Departure (Section 600) http://www.usaid.gov/forms https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

(g) Danger Pay (Section 650)

VII. TAXES

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

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTIT

Y

(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]

- Accounting Info: [insert from Phoenix/GLAAS]

1 LOT $ _TBD $_TBD at Award after negotiations 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 negotiations 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 Phoenix/GLAAS]

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

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 .

http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations