SOL-72044221R00007 Senior Acquisition and Assistance Specialist_FINAL.pdf

SOLICITATION NUMBER: 72044221R00007

ISSUANCE DATE: August 5, 2021 CLOSING DATE/TIME: August 19, 2021 4:00PM, Cambodia 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.

Sincerely, Cicely Lewis Executive Officer

ATTACHMENT 1 72044221R00007

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72044221R00007

2. ISSUANCE DATE: August 5, 2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 19, 2021, 4:00PM, Cambodia Time

4. POINT OF CONTACT: Ms. Cicely Lewis at cilewis@usaid.gov with a courtesy copy to Phnom Penh USAID HR phnompenhusaidhr@usaid.gov

5. POSITION TITLE: Senior Acquisition and Assistance Specialist

6. MARKET VALUE: $79,468 -- $103,309, equivalent to GS-13 Final compensation will be negotiated within the listed market value, based on the successful candidate’s salary history, work experience and educational background.

Compensation package for Cambodia includes post differential, currently set at 25%.

7. PERIOD OF PERFORMANCE: One Year (1 year), o/a January 14, 2022 to o/a January 13, 2023, with the possibility of extensions. Extensions will depend on the need for continuation of such services, availability of funds, satisfactory performance, and the needs of the USAID/Cambodia Mission.

The base period will be one year (1 year), estimated to start on January 14, 2022. Based on Agency need, the Contracting Officer may exercise (an) additional option period(s) for the date(s) estimated as follows:

Base Period: January 14, 2022 to January 13, 2023 Option Period 1: January 14, 2023 to January 13, 2024 Option Period 2: January 14, 2024 to January 13, 2025

8. PLACE OF PERFORMANCE: USAID/Cambodia – Phnom Penh, Cambodia with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS:

To meet basic eligibility requirements, the applicant must:

• Be a U.S. citizen or permanent resident/registered alien (“green card holder”)

• Submit a complete application as outlined in the section titled SUBMITTING AN

OFFER;

mailto:phnompenhusaidhr@usaid.gov

• Be able to attain employment authorization/facility access;

• Be able to obtain a Department of State medical clearance;

• Be available and willing to work additional hours beyond the established 40-hour workweek, including weekends, as may be required or necessary;

• Be willing to travel to work sites and other offices as/when requested.

10. SECURITY LEVEL REQUIRED: Facilities Access / Employment Authorization

11. STATEMENT OF DUTIES:

1. General Statement of Purpose of the Contract

The Personal Services Contractor (PSC) serves as a Senior Acquisition and Assistance (A&A) Specialist in the USAID/Cambodia Office of Acquisition and Assistance (OAA). The Senior A&A Specialist serves as a coach, mentor and guide to more A&A personnel and translates her/his A&A expertise and interpersonal skills into demonstrable growth of mentees. The Senior A&A Specialist’s main responsibility is mentoring, training, and coaching A&A personnel within USAID/Cambodia/OAA in performing all pre-award and post-award functions involving complex negotiated procurement of significant importance to the Mission, and when necessary, performing these functions on his/her own. The work includes support on all aspects of contract/cooperative agreement management relating to and affecting USAID assistance programs in Cambodia, including procurement planning, activity design, solicitation, negotiation, award and implementation of programs. The training/mentoring will be provided to three (3) local-hire Acquisition and Assistance Specialists, one (1) Acquisition and Assistance Assistant, and other acquisition workforce personnel, as applicable. The Senior A&A Specialist will perform training, mentoring, and coaching in both A&A related matters and other aspects of professional development to improve staff’s non-technical (“soft”) skills.

The ideal candidate for this position has experience in acquisition and assistance that s/he would like to impart in others. S/he understands his/her role is temporary as s/he continuously works toward empowering Cambodian colleagues so that they may soon perform A&A functions highly independently without the help of a USPSC, and with limited support from a CO/AO. The candidate enjoys designing and testing out professional development approaches to help his/her colleagues grow, while being sensitive to their existing workloads. S/he welcomes questions from peers any time, and prides him/herself in being able to provide insightful responses. S/he often seeks feedback on his/her work and takes his/her own growth as seriously as that of her trainees/mentees. S/he is kind, generous and a pleasure to work with.

If this candidate is you, we welcome your Application to this solicitation.

2. Statement of Duties to be Performed:

2.1. Training, Coaching and Mentoring (approximately 80%)

The Senior A&A Specialist serves as mentor, coach and trainer to A&A personnel, as an advisor to the Agreement/Contracting Officer(s) and to other Mission staff, as necessary. As an expert of most aspects of A&A work s/he elevates A&A Specialist, Agent and Assistant skills and understanding through day-to-day mentoring, coaching and structured training sessions. S/he provides explanations, examples, research tools and tips to colleagues, including in other offices, but with a focus on A&A personnel.

S/he may also serve as a subject matter expert in the Southeast Asia region regularly contributing to the knowledge base built by the ASEAN+ A&A Lab.

S/he supports OAA in achieving its Vision Statement as noted in the OAA Charter:

“By 2025, we are a center of A&A excellence run by an exceptional team that proactively finds ways to shape the future of procurement at USAID. Our customer-focused business processes and our pursuit of ever evolving procurement approaches translate to impactful development in Cambodia.”

The majority (about 80%) of the Senior A&A Specialist’s level of effort will be spent with training, coaching, mentoring, which may include performing A&A work directly, while colleagues shadow him/her. This work also includes reviewing and proofreading some documents (if needed) for quality control before they are provided to the Contracting/Agreement Officer(s) for action and approval.

The Senior A&A Specialist will work with his/her supervisor to define the most appropriate means of training, coaching, and mentoring. S/he is expected to propose appropriate professional development tools and approaches. The Senior A&A Specialist will be given flexibility in developing and adapting these approaches to best meet colleagues’ needs.

An illustrative structure of professional development is provided below and may inform the Senior A&A Specialist’s plan for fulfilling his/her role.

● Situational mentoring (approximately 50%)

● Recurring group engagement (approximately 20%)

● One-on-one coaching and mentoring (approximately 10%)

(The percentages and elements may shift based on discussions with the Supervisor, but the overall percentage is expected to remain approximately 80%).

2.1.1. Situational mentoring (approximately 50%):

The Senior A&A Specialist supports A&A personnel in performing a wide variety of A&A actions through mentorship to colleagues. This may include providing direct guidance and advice to client offices and ensuring A&A personnel’s full understanding through shadowing, providing explanation and reviewing work products. The exact list of actions will depend on the Mission’s needs, such as the expected procurement actions and may vary based on the seniority, level of experience and knowledge and position descriptions of individuals trained/mentored. However, an illustrative list of A&A actions is provided below that covers the majority of the types of actions the Senior A&A Specialist may encounter and must be able to perform/teach/advise on.

[When necessary, the Senior A&A Specialist performs the below duties on his/her own, as needed (approximately 20% of total effort, see section 2.2).]

● Providing professional-level procurement planning advice and guidance to

USAID/Cambodia technical offices, including procurement policy, and procedures in the design and implementation of Mission activities. Coordinating the development of procurement objectives for assigned portfolios in terms of potential implementing organizations/partners, competitive issues, and socioeconomic issues, and identifies and constructs appropriate acquisition and/or assistance instruments. Collaborating with client offices in the Mission to ensure acquisition plans are current, have appropriate milestones, and that related schedules are adequate.

● Reviewing GLAAS Requisitions (REQs/REQMs) entered into GLAAS requesting specific acquisition/assistance actions for major and complex programs/projects/activities and/or services. Analyzing requirements and determining instrument selection or procurement approach, if SOOs/SOWs/PDs are complete, and if the request meets FAR, ADS, AIDAR, and/or other Mission, Agency, or USG policies. Ensuring that necessary Mission clearances have been obtained, and that waivers and other supporting documentation are complete.

Recommending revisions regarding SOOs/SOWs/PDs, budgets, clarification of terms, reporting requirements, and any special conditions, and ensuring that required performance indicators are developed and included in the initial Request for Proposal (RFP) or Notice of Funding Opportunity (NOFO), developing solicitation documentation in accordance with all appropriate regulations, selects and includes correct required clauses, and transmits solicitations using Internet-based technology; responding to offeror(s)/applicant (s)’ questions during the proposal/application submission phase; and, determining the need for, and preparing, clarifying amendments, as required, for solicitation documents. As necessary, holding pre-bid or consultative meetings with partners to fully explain Agency and counterpart needs, and to discuss solicitation documents. Applying a high degree of judgment and analysis when deliberating among and between competing and often conflicting regulations and objectives, where the activities involved include multi-million-dollar issues, often with significant political and/or legal implications.

● Evaluating applications and offers for responsiveness to particular solicitations and documenting the relative strengths, weaknesses and deficiencies of each proposal/application. Guiding Technical Teams in the practice of 'best value' and alternative forms of selection; and obtaining reports and references, ensuring that past performance of the offeror/applicant is relevant and of a high quality.

Ensuring that offerors/applicants have adequate management, accounting, personnel, and procurement systems, and appropriate corporate leadership, resources, and quality control systems to satisfactorily carry out contracts/grants.

Requesting audit reports or pre-award surveys from the Office of Financial Management, Office of the Inspector General, and/or the Defense Contract Audit Agency, and obtains clearance from the Department of Labor and/or the Small Business Administration on a variety of EEO and workplace issues; analyzes cost proposals/applications and technical scores/ratings from technical evaluation committees; and, based on the analysis, presents his/her findings to the Contracting/Agreement Officer. Performing cost evaluation including analysis of cost or pricing data submitted by offerors; determining reasonableness and realism of costs submitted; ensuring data provided is consistent with all USAID requirements on eligible geographic sources, and that salary structures are consistent with Agency policy; identifying circumstances that may require a waiver. Coordinating issues of technical weakness and excessive cost with the Technical Teams prior to commencement of negotiation. Clarifying, and, as necessary, instructing the members of the Team, host-country counterparts, and other Mission staff on the USAID procurement process. Designing the negotiation strategy, identifying areas subject to negotiation, and consulting with technical specialists concerning data submitted by offerors/applicants; and, conducting extensive negotiations on cost and technical issues prior to contract/grant award, presenting USAID issues of concern, and negotiating with offerors/applicants to revise technical deficiencies and reduce costs where appropriate. Requesting submission of Revised Proposals/Applications, and preparing appropriate contract or grant instruments for award; coordinating the last stages of selection with the Technical Teams and technical evaluation committee(s); negotiating and supporting the CO/AO in awarding grants and cooperative agreements with US-based and local NGOs, colleges and universities, and other non-profit organizations; analyzing transactions to ensure compliance with Agency cost-sharing and registration policies, as well as local laws governing status; presenting award recommendations of the successful implementing partner to the Contracting/Agreement Officer, with all the appropriate supporting documentation, including the development of appropriate performance indicators, in conjunction with the Technical Teams; organizing and conducting orientation meetings with the selected implementing partners, to ensure that mobilization efforts will be conducted efficiently, and that all terms and conditions of procurement instruments are clear and well-understood by all parties; and, provides debriefings to unsuccessful offerors/applicants.

● Monitoring contractor/grantee performance in relation to the completion schedule required by the contract or assistance instrument; ensuring timely submission of technical progress reports, making periodic visits to implementing partner work sites, and representing OAA at performance-related meetings held by the Mission; assisting the Mission to develop appropriate indicators for work plans and contract/assistance documents; ensuring contractor/grantee is fully compliant with performance standards contained in the agreement, and seeking corrective action in cases of non-compliance.

● Analyzing and taking action to resolve audit findings, such as cost items questioned or unresolved; supporting recommendations with detailed analysis of each cost, category, or element as necessary; preparing necessary documents to resolve all aspects of audits, questioned or ineligible costs, and accounting issues.

Reviewing completed (after full performance) contract/agreement files to determine that all actions are satisfied, and that there are no pending administrative actions to be resolved; ensuring that all file documents are signed, that there are no litigation actions pending, and that the contract/agreement is complete in every respect and ready to be closed; and, ensuring that contracts/agreements nearing annual anniversaries or final completion have a completed performance report from the COR/AOR, and submits reports to the Contractor for comment.

● Beyond the A&A actions listed above, the Senior A&A Specialist is also expected to provide mentoring on non-technical (“soft”) skills, such as communication, teamwork, creative and critical thinking, etc.

● In carrying out all the above duties the Senior A&A Specialist is expected to adhere to high standards of professional conduct and to maintain strict confidentiality and high ethical standards relating to all areas of acquisition and assistance.

2.1.2. Recurring group engagement (approximately 20%)

Engagements with A&A personnel happen regularly (for example on a weekly or bi-weekly basis), depending on the need. The Senior A&A Specialist holds group engagements for colleagues on A&A topics in which A&A Specialists have limited hands-on experience or soft skills such as navigating work relationships, effectiveness and efficiency at work, leadership, creative thinking, and critical thinking. As needed and depending on A&A personnel’s workload at the time, the Senior A&A Specialist also develops engaging, hands-on projects in which specialists are required to solve complex issues in subsequent sessions through group work. The incumbent for this position developed a training plan entitled “USAID/Cambodia/OAA's Approach to Professional Development,” which the Senior A&A Specialist may use to inform his/her approach to professional development at the Mission.

2.1.3. One-on-one coaching and mentoring (approximately 10%)

As part of this effort, the Senior A&A Specialist works with A&A personnel individually to explore their goals and needs and tailor guidance to their specific circumstances. Annual Work Plans are considered to ensure these goals feed into the agreed-upon work objectives. The Senior A&A Specialist will use resources such as USAID’s Mentoring Program guidelines and the Acquisition and Assistance (A&A) Mentoring Program (AAMP) in USAID/Washington to inform his/her approach.

In the coaching sessions the Senior A&A Specialist and A&A personnel periodically discuss progress toward reaching agreed-upon goals. The Senior A&A Specialist provides guidance and feedback in whatever areas the specialists need help in, creates a safe space for sharing information, and serves as a tool of accountability to ensure progress is made. This format also allows for the discussion of areas of A&A matters tailored to the Senior A&A Specialist. While the recurring engagements (discussed in the previous section) focus on thematic areas each specialist needs to further their understanding in, the one-on-one sessions allow for topics that are based on the individual’s specific needs. The content of these sessions is driven by individual competencies and needs and are modified as A&A personnel progress on their goals.

As appropriate, and in line with the discussions with A&A personnel, COs may join some sessions to keep abreast of the progress Specialists are making and ensure alignment with their other duties and responsibilities.

2.2. Individual work (approximately 20%)

While the majority of the Senior A&A Specialist’s effort will be done through collaboration with other A&A personnel - through coaching, mentoring, training and allowing opportunities for shadowing - when necessary, the Senior A&A Specialist will be required to fulfill A&A duties (such as those listed under the sub-heading “Situational Mentoring”) individually, directly supporting the CO/AO. This could include acting as the responsible A&A Specialist for a particular portfolio and performing a whole range of A&A functions. The majority of such work may be required due to the absence of colleagues, high workload or to provide support and advice as requested by the CO/AO. It is not to be performed solely due to an observation or assumption that the complexity of the work may exceed other A&A personnel’s capabilities. In any such instances, the Senior A&A Specialist will use the opportunity of encountering complex tasks to teach colleagues about them so they may be able to perform them on their own in the future. With this teaching element, such effort would fall under one of the training, coaching, mentoring portions of the contract.

3. USAID Consultation or Orientation (if applicable): N/A

4. Supervisory Relationship The Senior A&A Specialist will not supervise any personnel; however, s/he is expected to work closely with the supervisor(s) on work plans and performance reviews given the coaching, mentoring role s/he will perform.

5. Supervisory Controls The incumbent will report to the OAA Office Director or his/her designee.

12. PHYSICAL DEMANDS:

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

All candidates must meet the Minimum Qualifications. Applications will be screened accordingly, and only those that meet the below, required criteria, will be moved forward in the recruitment process:

● Education: A Bachelor's degree in business or public administration, law, international affairs, procurement/contracting, finance or other field, is required.

● Experience: Five years of professional contracting or procurement work experience, including both acquisition and assistance, is required. The acquisition and assistance experience must include the full range of contracting responsibilities encompassing the entire award lifecycle – procurement planning and design, pre-solicitation, solicitation, evaluation, award execution, administration, and closeout. Experience coaching, training and/or mentoring staff in the areas of acquisition and assistance is required. Experience working in a multicultural environment is required.

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.

Upon closing of the solicitation, a committee will convene to review the applications.

Applicants who meet the education and experience requirements will be scored and ranked based on the following selection factors:

1. Relevant Experience (25 points)

Five years of professional contracting or procurement work experience, including both acquisition and assistance, is required. The acquisition and assistance experience must include the full range of contracting responsibilities encompassing the entire award lifecycle – procurement planning and design, pre-solicitation, solicitation, evaluation, award execution, administration, and closeout. Experience coaching, training and/or mentoring staff in the areas of acquisition and assistance is required. Experience working in a multicultural environment is required. Experience working outside of the U.S. is desirable.

Experience in professional development in non-technical areas (i.e. related to “soft skills”) is highly desirable.

2. Job Knowledge (25 points)

Knowledge of federal acquisition and assistance principles and procedures applicable to pre-award and/or post-award actions sufficient to:

1. procure and administer contracts, grants and cooperative agreements for a variety of specialized supplies and/or services, and

2. teach and advise other A&A professionals in these subjects.

Knowledge of coaching, mentoring and/or training techniques and approaches is required. Knowledge of state-of-the-art educational/coaching, mentoring and/or training methods maximizing collaboration, active engagement and knowledge retention is desirable.

3. Skills and Abilities (25 points)

• Must possess and demonstrate outstanding interpersonal skills in order to effectively train, mentor and collaborate with mentees/trainees and a wide range of colleagues at the Mission.

• Demonstrated ability and excellent past performance in working in a kind, collegial and effective manner with technical officers, peers, and supervisors, individually and in a team environment, is essential.

• Demonstrated excellence in oral communication and strong writing skills in English.

• Proficiency in standard operating and application software (Windows, Google

Workspace (G Suite), Microsoft Word and Excel) is required.

4. Written Responses to Questions (25 points)

1. This position is not a traditional A&A Specialist job. Your work will focus largely on helping others excel and improve at their work. Describe what motivates you to use your A&A knowledge and work experience to help others grow. (500 words or less).

2. Please describe how you believe you could support your future colleagues excel?

(500 words or less).

The Contracting Officer reserves the right to establish a competitive range. Those applicants determined to be competitively ranked will be invited to participate in an interview. Only finalist candidates will be contacted.

Reference checks will be conducted only for the candidates who are considered to be finalists, based on the results of their interviews. The applicant’s references must be able to provide substantive information about his/her past performance and abilities.

If an applicant does not wish USAID to contact a current employer for a reference check, this must be stated in the applicant’s cover letter; USAID will delay such reference checks pending the applicant’s concurrence.

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

2. 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.

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

4. Offerors are also required to submit:

1. Cover Letter;

2. Curriculum Vitae or resume;

3. Written responses to questions

4. Salary history for the previous three years; and

5. A list of three professional references.

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. Declaration for Federal Employment (OF-306)

2. Medical History and Examination Form (DS-6561)

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

4. Questionnaire for Non-Sensitive Positions (SF-85)

5. Fingerprint Card (FD-258)

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

(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 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:

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES

(DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

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

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: TBD

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_ https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

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

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: TBD

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: R497

- Accounting Info: TBD

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 .