SOL 72052122R00004 US TCNPSC Deputy Executive Officer.pdf

U.S. Agency for International Development American Embassy, Port-au-Prince

Boulevard 15 Octobre, Tabarre 41 P.O. Box 1634 Port-au-Prince, Haiti

Tel: +(509) 2229-8000 Fax: +(509) 2229-8066 www.usaid.gov/ht

SOLICITATION NUMBER: 72052122R00004

ISSUANCE DATE: December 8, 2021

CLOSING DATE/TIME: December 29, 2021

SUBJECT: Solicitation for a U.S./Third Country National Personal Services Contract

(US/TCNPSC) Deputy Executive Officer, USAID/Haiti

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 offers.

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

Sincerely, Edel Perez

Contracting Officer

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72052122R00004

2. ISSUANCE DATE: December 8, 2021

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: December 29, 2021

11:59 pm, Haiti local time

4. POINT OF CONTACT: USAID/EXO HR Team; usaidhaitihr@usaid.gov

5. POSITION TITLE: Deputy Executive Officer (D/EXO)

6. MARKET VALUE: $93,907 - $122,077 equivalent to GS-14

Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: Two (2) year base period estimated to start o/a March 2022.

The base period will be two (2) years, estimated to start o/a March 2022. Based on Agency need, the Contracting Officer may exercise additional option periods for three (3) years for the dates estimated as follows:

Base Period: o/a March 2022 – March 2024

Option Period 1: o/a March 2024 – March 2025

Option Period 2: o/a March 2025 – March 2026

Option Period 3: o/a March 2026 – March 2027

8. PLACE OF PERFORMANCE: Port-au-Prince, Haiti with possible travel as stated in the

Statement of Duties.

9. ELIGIBLE OFFERORS: Open to U.S. Citizens (including lawful permanent legal residents) or Third Country Nationals (TCN)

Hiring Preference:

In order of preference, U.S. Citizens (including permanent legal residents) offers will be evaluated first and only when it is determined that there is no qualified U.S. Citizens (including permanent legal residents) that offers from Third Country Nationals will be considered.

References 309.3.1.10 and 309.3.1.4.

10. SECURITY LEVEL REQUIRED: Facility Access for a TCNPSC and Secret level in the case of a USPSC.

11. STATEMENT OF DUTIES:

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

The Executive Office is responsible for providing management and logistical support for the operational needs of USAID/Haiti. The diverse range of services required to keep the Mission functioning presents significant management challenges. Proper management systems and controls are essential for smooth functioning as well as for protection of U.S. Government resources, both physical and human. The specific role of the D/EXO will be to ensure that appropriate and necessary management systems and controls are in-place and utilized by all

EXO operating units.

As D/EXO for USAID/Haiti, the Contractor shall report to the Supervisory Executive Officer

(S/EXO) and oversee the delivery of effective human resources, administrative and logistical support services for the Mission in Port-au-Prince. In this capacity, the Contractor shall organize

Executive Office work priorities and serves as the alter ego to the USDH S/EXO. S/he reviews and pre-approves actions for the S/EXO attention, assigns, and follows up on all management operations to ensure they are carried out properly and within appropriate time limits.

The Contractor ensures training, travel, personnel administration/human resources, safety and

Security, and visitor coordination are functioning on daily bases. The Contractor may serve as

Acting EXO in the absence of the USDH S/EXO and thus will have the overall responsibility for functions normally being carried out by the S/EXO on site in Port-au-Prince, (excluding matters requiring warrant authority -at this time). Additionally, the incumbent may be regularly required to represent the Mission in key meetings with U.S. officials at the U.S.

Embassy in Port-au-Prince.

The Contractor must be able to exercise good judgment, often under times of stress and limited time frames, in making decisions and providing advice on the USAID management policies, contracting practices and when providing personal counseling and/or advice to employees. The contractor shall be expected to use his/her judgment. It is also important to note these abilities, given the diversity of the staff. The incumbent will need to maintain contacts at all levels within USAID, the Embassy, the post’s ICASS committee, Implementing Partners (IPs), and Washington.

The incumbent serves as an advisor and assists the USDH S/EXO in planning, directing and administering the management program of USAID/Haiti. The position monitors overall performance of the Executive Office. The Contractor is charged with ensuring that Mission procedures comply with USAID regulations and United States Government (USG) statutory requirements. The Contractor is responsible for management of personnel under his/her direct supervision, including performance appraisals and recommendations for personnel actions.

Direct supervision and oversight of the various offices identified above will be at the discretion of the S/EXO.

MAJOR DUTIES AND RESPONSIBILITIES:

Personnel Administration (50%): The D/EXO helps plan and direct the personnel management program for USDH, USPSCs, Cooperating Country Nationals, and TCN employees.

S/he advises on human development, employee relations and employee benefits including but not limited to human resources, travel and training actions. Ensures personnel management programs

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti at USAID/Haiti to meet regulatory and agency organizational requirements.

The candidate will assist with the supervision of USAID Human Resource (HR) regulations and procedures and will ensure correct interpretation and implementation of regulations, policies, and procedures governing the USAID personnel management functions. The D/EXO will work closely with the Senior HR Advisor and the

HR Specialist in these areas.

Work with the S/EXO and human resource team regarding staff requirements to achieve program and administrative objectives to fulfill Mission goals. Advise employees and families on education, career development, assignments process, and USAID regulations and requirements. Prepare and conduct orientation for new employees and their families while assisting in the development of programs and activities of concern to employees.

Conduct briefings of procedures and requirements for staff departing/arriving at Post.

The Contractor will verify that the current operating and management systems in HR are functioning correctly; put into place management systems where gaps exist and oversee the operations for accuracy, ensure acceptable service levels are being met, and continue to update management systems to ensure HR administrative efficiency. The contractor will serve as the Contracting Officer’s Representative (COR) for the Mission’s staffing contract.

Safety and security (20%): The incumbent serves as the Alternate COR for the Partner

Liaison Security Operation (PLSO) contractor and point of contact for the Personnel Recovery

Program (PRP) at post. In this capacity, the D/EXO is the direct linkage between

USAID/Washington Office of Security (SEC) and the Mission on all matters involving PLSO and

IP security incidents. The incumbent is directly responsible for transmitting incident reports to mission leadership and SEC as warranted.

Policy Matters (15%): In coordination with the S/EXO and the Controller, develops operating expense support budgets and monitors obligations of OE and OE supplemental funds. Also advises the Program Office on the programmatic support procurement that falls within the Executive

Office’s purview.

S/he conducts management analyses and studies as required to effect improvements in management operations. The Contractor will assist in the planning and direction of a continuing program to evaluate mission organization, staffing and services to ensure maximum utilization of material and human resources. Analyzes requirements and makes administrative and technical recommendations to Mission management.

In coordination with the S/EXO Officer, the D/EXO develops and implements appropriate internal

Mission management systems and policies. Drafts and/or clears Mission Orders, Management

Notices, and correspondence from the office dealing with management policies.

When appropriate, the Contractor may also serve as USAID’s Representative on the Embassy Inter

Agency Housing Board, Awards Committee, the Post Employment Committee and ICASS

Working Groups, and other designated roles assigned to S/EXO.

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

ICASS Liaison (15%): In coordination with the S/EXO, the Contractor is responsible for supporting ICASS discussions and negotiations with the Embassy. Maintains communications and establishes a working relationship with the Embassy Management Office (MO), including applicable functions of General Services, Financial Management Officer (FMO), and Information

Management Officer (IMO) to ensure that the receipt of services procured under ICASS is being met.

The Contractor ensures that the service and cooperation between the agency and the provider remain at acceptable levels and that systems are put in place when problems of consolidation arise that will bring about satisfactory resolutions. S/he shall be responsible for assisting the S/EXO in evaluating ICASS services as appropriate.

OTHER POSITION ELEMENTS

Supervisory Relationship: The Deputy EXO will report to the Supervisory Executive Officer.

Mostly self-guided work with few assignments provided directly from the supervisor. The incumbent will act with a high degree of independence.

Supervisory Controls: Based on direction from the S/EXO as to priorities and annual objectives, the D/EXO will supervise up to four (4) CCNPSCs and would have the responsibility to establish work objectives and/or performance targets for all supervised employees and/or units.

Level and purpose of contacts: The incumbent will interact with all levels of USAID/Haiti staff including providing expert level advice to the Mission Director and Deputy Mission

Directors. Must establish sound and effective relationships with Embassy counterparts and well as host country officials. Nature of contact will vary from information providing or gathering, to advice, coordination, and ensuring services received meet established standards.

NOTE: If a third country national (TCN) is selected for award, during the period of this contract, the TCN personal services contractor must provide at least [2days/16hours per week] of training to a cooperating country national (CCN) designated by USAID. The S/EXO will establish a training plan with benchmarks to measure the TCNPSC's progress toward achieving this training deliverable.

12. PHYSICAL DEMANDS:

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Master’s Degree in Business Administration or Management, Financial

Management, Contracting, Organizational Development, Human Resources Management, Leadership or relevant field is required.

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

Prior Work Experience: At least ten years of progressively responsible experience in support services in a large international organization is required. Demonstrated experience in management, Human Resources management, general services travel, procurement, property management, budgeting, and contract management is required.

Language Proficiency: English Level IV is required.

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.

“USAID policy specifies that U.S. citizens or resident aliens (USNs) are preferred over third country nationals (TCNs). Therefore, USN and TCN offers will not be evaluated together. USAID will evaluate USN offers first and if the CO determines that there are no qualified USNs, only then will

USAID evaluate TCN offers.]

Prior Work Experience: At least ten years of progressively responsible experience in support services in a large international organization is required. Demonstrated experience in management, human resources management, general services travel, procurement, property management, budgeting, and contract management is required. Demonstrated experience performing and supervising management operations in a large international organization or overseas experience in management operations with large multinational organizations including interactions with senior level colleagues is required.

Job Knowledge: Incumbent must have extensive knowledge of management processes including the creation, implementation and assessment of systems. A demonstrated knowledge of different regulations, which may govern all areas of administrative management and support operations is required. Must have sound knowledge of international organization regulations and procedures and an understanding of administrative, contracting and budgeting regulations.

Skills and Abilities: Strong interpersonal skills and a proven ability to engage productively and collaboratively with colleagues at all levels is required. Must have the ability to work with little or no supervision, ability to work tactfully and effectively under pressure, and demonstrate flexibility to manage multiple activities. Proven leadership, management, and supervisory skills are required. Must be innovative and have the ability to exercise sound judgment in 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

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti administrative and management matters. Must be able to communicate effectively with all levels of Mission staff. Strong computer skills are required.

The incumbent must have the ability to develop and maintain strong professional contacts with high level U.S. Government officials and to serve as Contracting Officer Representative (COR).

The incumbent must demonstrate excellent oral and written communication, including the ability to prepare Standard Operating Procedures, Mission orders, Memos, and reports. The incumbent must have the ability to make oral presentations logically and persuasively.

• Work Experience 35 points

• Job Knowledge 30 points

• Abilities & Skills 35 points

• Satisfactory Professional Reference Checks: Pass/Fail

Total Possible Point -100

• Applicants will be initially screened based on the extent to which the individual meets the minimum qualifications above.

• A Technical Evaluation Committee (TEC) will review and evaluate the applications that meet the minimum requirements and will create a ranking of the most highly rated and technically qualified applicants based on the selection/evaluation criteria.

• The TEC may conduct interviews of the most highly rated applicants before making a selection recommendation to the Contracting Officer (CO). The interview may be one of the determining factors in the final selection, but an interview is not always necessary.

• Before a final candidate is selected the Human Resources Unit will perform professional reference checks and they will also be factored into the final selection. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.

• Due to the volume of responses, individual acknowledgements regarding receipt of applications cannot be made. Only those applicants who are invited for an interview will be notified regarding the status of their applications.

III. SUBMITTING AN OFFER

1. Eligible offerors are required to complete and submit the Form AID 309-2 Offeror Information for Personal Services Contracting (PSC) with Individuals

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. (usaidhaitihr@usaid.gov) https://www.usaid.gov/documents/offeror-information-personal-services-contracts-individuals-aid-309-2 https://www.usaid.gov/documents/offeror-information-personal-services-contracts-individuals-aid-309-2

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

3. Offeror must submit all required documents and clearly reference the Solicitation number on all submitted documents. Incomplete offer packages may be eliminated from further consideration. Only Offerors who meet the minimum requirements may be contacted.

4. Offerors must submit ALL of the following documents:

- A signed Form AID 309-2 Offeror Information for Personal Services Contracting (PSC)

- Current curriculum vitae (CV) or resume.

- A cover letter or Summary Statement Addressing the evaluation factors This Summary

Statement, limited to two (2) pages, must describe specifically and accurately what experience, training, education, and/or awards the applicant has received that are relevant to each selection factor. The Summary Statement must include the name of the applicant and the announcement number at the top of each page.

- Relevant educational certificates (bachelor, master’s degree, etc.)

- List of a minimum of three (3) professional references with accurate telephone and e-mail information

5. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors - The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the

CO. If the contractor does not meet this requirement the contract may be terminated

IV. LIST OF REQUIRED FORMS PRIOR TO AWARD

Once the Contracting Officer (CO) informs the successful candidate about being selected for a contract award, the CO will provide the successful candidate instructions about how to complete and submit the necessary forms for security and medical certifications.

V. BENEFITS AND ALLOWANCES

The CO will provide instructions about how to complete and submit the following forms after an offeror is selected for the contract award:

Forms outlined below can found at: http://www.usaid.gov/forms/

1. Offeror Information for Personal Services Contracts with Individuals (AID 309-2);

2. Contractor Physical Examination (AID Form 1420-62); *

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

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

5. Finger Print Card (FD-258). *

* Forms 2 through 5 shall be completed only upon the advice of the Contracting https://www.usaid.gov/documents/offeror-information-personal-services-contracts-individuals-aid-309-2 http://www.usaid.gov/forms/

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

Officer that an applicant is the successful candidate for the job.

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

*Note: A US citizen’s salary will be subject to employee’s FICA and Medicare contribution.

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)]

TCNs do not receive identical allowances as USPSCs. However, subject to Mission Director approval, TCNs may receive specific allowances under AIDAR Appendix J sec. 4(c)(2)(ii) and many allowances from AIDAR Appendix D that are on par with other offshore hires.

VI. TAXES

http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes. Please note that all US citizens and legal permanent residents/green card holders are required to pay US taxes, which will be deducted through payroll.

VII. 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. ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR

FEDERALCONTRACTORS (OCT 2021)-Alternate 70 (OCT 2021) (M/OAA-DEV-

FAR22-01c)

(a) Definition. As used in this clause -

United States or its outlying areas means—

(1) The fifty States;

(2) The District of Columbia;

(3) The commonwealths of Puerto Rico and the Northern Mariana Islands;

(4) The territories of American Samoa, Guam, and the United States Virgin Islands; and

(5) The minor outlying islands of Baker Island, Howland Island, Jarvis Island, Johnston

Atoll, Kingman Reef, Midway Islands, Navassa Island, Palmyra Atoll, and Wake Atoll.

(b) Authority. This clause implements Executive Order 14042, Ensuring Adequate COVID Safety Protocols for Federal Contractors, dated September 9, 2021 (published in the Federal Register on September 14, 2021, 86 FR 50985).

(c) Personal Services Contracts with individuals. As a matter of policy, the contractor must comply with the USAID’s guidance applicable to direct-hire federal employees.

3. 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)

QUANTIT

Y

(C)

UNI

T

(D)

UNIT

PRICE

(E)

AMOUNT

(F)

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

2 LOT $ _TBD__ $_TBD at

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

Attachment 1 USPSC Deputy EXO, Port-au-Prince, Haiti

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: TBD negotiations with

Contractor_

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_

3001 Option Period 3 – 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_

4. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for

Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs

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