RFP_MENA_IDIQ_SOL-263-15-000006.pdf

Issuance Date: Tuesday, December 22, 2015 Deadline for Questions: Saturday, January 9, 2016 Proposals Due: Saturday, February 13, 2016

Subject: Request for Proposals (RFP) No. SOL-263-15-000006

The Middle East and North Africa Services IDIQ

The United States Agency for International Development (USAID) is seeking proposals to provide administrative, technical and programmatic staff support services to field-based programs managed by USAID’s Middle East (ME) Bureau for the regional platform in Frankfurt, Germany as described in the attached Request for Proposals (RFP). USAID anticipates the award of one (1) single award Indefinite Delivery, Indefinite Quantity Contract (IDIQ).

USAID anticipates that the maximum aggregate ordering limitation for the contract resulting from this RFP will be up to $25 Million over the five (5) years ordering period. The maximum aggregate dollar value of task orders awarded cannot exceed this contract ceiling. There is no guarantee on the number of task orders that the successful Contractor will receive or the amount of money beyond the minimum order guarantee set forth in the RFP.

Please refer to Section L for information or instructions regarding proposal requirements. Failure to comply with the submission date will deem any submission unacceptable and it will not be reviewed or evaluated. Faxed proposals are not acceptable, nor will they be reviewed or evaluated.

Section L of the RFP sets forth all instructions for the preparation and submission of required proposal contents, including critical dates/times for the submission of questions, and the proposal submission closing date and time. Section M states the criteria by which proposals will be evaluated. Oral explanations or instructions given before award of the contract will not be binding.

This RFP in no way obligates USAID to award a contract nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal. Award of a contract under this RFP is subject to availability of funds and other internal USAID approvals.

This RFP can be viewed and downloaded from www.fedbizopps.gov. USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, be aware that amendments to solicitations are occasionally issued and will be posted on the same website from which you downloaded the solicitation. USAID advises to regularly check the above website for amendments.

Sincerely, \s\ Ralph V. Koehring Contracting Officer, USAID http://www.fedbizopps.gov/

AWARD/CONTRACT 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING

N/A

PAGE OF PAGES

1 96

2. CONTRACT (Proc. Inst. Indent ) NO. 3. EFFECTIVE DATE

See block 20C

4. REQUISITION/PURCHASE REQUEST/PROJECT NO.

5. ISSUED BY CODE 6. ADMINISTERED BY (If other than Item 5) CODE Office of Acquisition and Assistance USAID/Egypt 1A Nady El Etissalat St., Maadi, Cairo, Egypt.

7. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) 8. DELIVERY

FOB ORIGIN OTHER (See below)

9. DISCOUNT FOR PROMPT PAYMENT

N/A

10. SUBMIT INVOICES

(4 copies unless otherwise specified) TO THE

ADDRESS SHOWN IN

ITEM

CODE FACILITY CODE

11. SHIP TO/MARK FOR CODE 12. PAYMENT WILL BE MADE BY CODE

U.S. Agency for International Development Controller's Office 92 Bulevar Kneza Aleksandra Karadjordjevica 11040 Belgrade, Serbia merpbelgrade-invoices@usaid.gov

13. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253(c)( )

14. ACCOUNTING AND APPROPRIATION DATA

See inside

15A. ITEM NO. 15B. SUPPLIES/SERVICES 15C. QUANTITY 15D.UNIT 15E. UNIT PRICE 15F. AMOUNT The purpose of this contract is to provide services that fall within the Scope of Work (SOW) specified in Section C for The Middle East and North Africa Services IDIQ.

15G. TOTAL AMOUNT OF CONTRACT $

16. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM I CONTRACT CLAUSES

B SUPPLIES OR SERVICES AND PRICES/COSTS PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

C DESCRIPTION/SPECS./WORK STATEMENT J LIST OF ATTACHMENTS

D PACKAGING AND MARKING PART IV - REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE

K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS F DELIVERIES OR PERFORMANCE

G CONTRACT ADMINISTRATION DATA L INSTRS., CONDS., AND NOTICES TO OFFERORS

H SPECIAL CONTRACT REQUIREMENTS M EVALUATION FACTORS FOR AWARD

CONTRACTING OFFICER WILL COMPLETE ITEM 17 (SEALED-BID OR NEGOTIATED PROCUREMENT) OR 18 (SEALED-BID PROCUREMENT) AS APPLICABLE

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is NOT usable

STANDARD FORM 26 (REV. 5/2011)

Prescribed by GSA - FAR (48 CFR) 53.214(a)

17. CONTRACTOR'S NEGOTIATED AGREEMENT (Contractor is required to sign this document and return 2 Copies to issuing office ) Contractor agrees to furnish and deliver all items or perform all the services set forth or otherwise identified above and on any continua ion sheets for the consideration stated herein. The rights and obligations of the parties to this contract shall be subject to and governed by he following documents: (a) this award/contract, (b) the solicitation, if any, and (c) such provisions, representations, certifications, and specifications, as are attached or incorporated by reference herein. (Attachments are listed herein.)

18. SEALED-BID AWARD (Contractor is not required to sign this document )

Your bid on Solicitation Number including the additions or changes made by you which addi ions or changes are set forth in full above, is hereby accepted as to the terms listed above and on any continuation sheets.

This award consummates the contract which consists of the following documents: (a) the Government's solicitation and your bid, and (b) this award/contract. No further contractual document is necessary. (Block 18 should be checked only when awarding a sealed-bid contract.)

19A. NAME AND TITLE OF SIGNER (Type or Print) 20A. NAME OF CONTRACTING OFFICER

Ralph V. Koehring Contracting Officer

19B. NAME OF CONTRACTOR

BY

(Signature of person authorized to sign)

19C. DATE SIGNED 20B. UNITED STATES OF AMERICA

BY /s/

(Signature of Contracting Officer)

20C. DATE SIGNED

mailto:merpbelgrade-invoices@usaid.gov

3 | P a g e

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

USAID intends to award a contract to provide services that fall within the Scope of Work (SOW) specified in Section C for The Middle East and North Africa Services IDIQ. USAID Contracting Officers (COs) will request the work through the issuance of task orders during the ordering period as specified in Section F of the contract.

B.2 CONTRACT TYPE AND SERVICES

USAID is contemplating a single award Indefinite Delivery/Indefinite Quantity (IDIQ) type contract resulting from this solicitation. The Government will issue task orders that are Cost-Plus-Fixed Fee (CPFF). The Contractor must perform the services set forth in task orders at prices consistent with section B of this contract.

B.3 MAXIMUM CONTRACT CEILING

This is a IDIQ with an overall ceiling price of up to $25 Million. The maximum aggregate dollar value of all task orders awarded to the Contractor must not exceed the contract ceiling.

B.4 FIXED FEE CEILING (Cost-Plus- Fixed-Fee Type Only)

(a) For each task order issued under this IDIQ, the CO and Contractor agree to negotiate a set dollar amount for fixed fee. In negotiating the fixed dollar amount for fee, the CO must consider the policies and factors for establishing fee in FAR 15.404-4 as well as any applicable USAID policy on establishing a fixed fee amount. In no event, however, may the amount of fixed fee in any individual task order exceed the statutory limit of 10% of the task order’s estimated cost, excluding fee, set forth in FAR 15.404. This fee must not be applied to costs that have a separate fee ceiling established below.

The fee ceiling applies to the Offeror.

NOTE: The ceiling on fixed fee does not apply to Fixed-Priced Task Orders.

(b) The Total Estimated Cost-Plus-Fixed-Fee for each Task Order must be negotiated in accordance with the terms of this contract.

(c) Fixed Fee Payment. For any Task Order issued under this contract, at the time of each payment of allowable costs to the Contractor, the USAID paying office ordinarily pays the Contractor a percentage of fixed fees that directly corresponds to the percentage of allowable costs being paid. Two exceptions to paying fixed fee in this manner apply:

(1) If the TOCO determines that this method results in paying a disproportionately higher ratio of fixed fee than the percentage of work that the Contractor has completed, then the CO may suspend further payment of any fixed fee until the Contractor has made sufficient progress to justify further payment, up to the agreed percentage.

(2) Because the clauses entitled "Allowable Cost and Payment" (FAR 52.216-7) and "Fixed

4 | P a g e

Fee" (FAR 52.216-8) are incorporated into this contract, the terms and conditions of these clauses apply after total payments of fixed fee reach eighty-five percent (85%) of the total fixed fee.

B.5 CONTRACT LINE ITEMS (CLINs):

Contract Line Items for core functions:

Total Estimated Cost Fixed Fee Total Estimated Cost-plus-fixed-fee

Contract Line Items for fixed-price task orders

B.6 LABOR

Central management costs will be handled through the following method:

The CO has determined that a key (full-time) technical manager is not necessary or required to administer the basic IDIQ. Contractors will not be authorized to bill USAID directly for IDIQ management costs under this IDIQ or under task orders. Contractors shall propose a centralized management structure that allows for recovery of IDIQ management costs as part of its indirect costs.

Compensation of personnel under this contract must be in accordance with AIDAR 752.7007 Personnel Compensation (July 2007) (See Section H.).

B.6 (a) Minimum Qualifications for Task 1-5

In order to perform the Statement of Work set forth in this Section C, the Contractor must provide personnel that meet the minimum education and experience requirements set forth below for technical and program support labor identified in Tasks 1-5.

Education + Experience Requirements

Level Academic Degree* AND Years of Relevant Work Experience**

Junior Ph.D. 2 years

JD/ABD 2.5 years

MS/MA/MB 3

BS/BA 4 years

Less than BS/BA 5 years

Mid Ph.D. 4 years

JD/ABD 5 years

5 | P a g e

MS/MA/MB 6 years

BS/BA 8 years

Less than BS/BA 10 years

Senior Ph.D. 8 years

JD/ABD 10 years

MS/MA/MB 12 years

BS/BA 15 years

Less than BS/BA 20 years

*Highest degree obtained should be related to work being performed.

** Experience should be related to the work being performed.

Language fluency, relevant regional experience, and international development experience requirements will be specified in individual task orders.

Minimal Qualifications for the IDIQ Manager:

● Minimum of eight (8) years of recent project management experience with a USG foreign affairs agency, international assistance organization, or non-governmental organization; and

● Minimum of (2) years of overseas field experience working in one or more developing countries undergoing political instability; and

● A minimum of four (4) years of supervisory experience (including but not limited to mentoring, training, and guiding staff).

This position is considered senior level.

B.6 (b) Subcontractor Rates

The following provides guidance for various subcontracting arrangements:

(i) The Prime subcontracts with an approved subcontractor from the original IDIQ competition

The unburdened CDR's for the prime contract apply to the subcontractor.

(ii) The Prime contracts with a new subcontractor not yet approved

The unburdened CDR's for the prime contract apply to the new subcontractor.

(iii) Prime subcontracts with a new subcontractor not yet approved and may or may not have a different cost accounting system that only processes fully burdened rates. Further, subcontractor proposes rates that are "above” the prime IDIQ rates.

6 | P a g e

The Prime may then include in its TO proposal , (i) the fully burdened rate proposed to the Prime by the Subcontractor,(ii) allocation of the Prime's indirect costs in accordance with established accounting practices, and (iii) a reasonable profit. If the rates proposed to USAID, inclusive of the Prime's allocable indirect costs and a reasonable profit are above the Prime's unburdened CDRs, the Prime must disclose the amount of the indirect costs, and the amount of the proposed profit that were added to the Subcontractor’s proposed rates. A reasonable profit will be negotiated by the CO for the specific TO. The CDRs of the subcontractor must not exceed the prime's CDRs in the IDIQ contract.

B.7 LABOR (UNBURDENED CDR) RATE CHANGES

The labor rates are fixed for all contract years; however, the Contractor may submit a proposal reducing the labor rates and/or indirect rates at any time during the life of this contract. The Government will review these proposals and determine if the revised rates are realistic and in the best interests of the Government. If the rates are accepted, the Government will modify the contract by incorporating the new rates into the contract.

B.8 INDIRECT COSTS AND ADVANCED UNDERSTANDING ON CEILINGS

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases for Contractors.

Offeror Fringe

Rate % Overhead Rate %

Overhead Ceiling Rate %

G&A Rate %

G&A Ceiling Rate %

PRIME (Insert Name) Base of Application Source: (insert) Period: (insert)

SUBCONTRACTOR(S)

Name (s))

Base of Application Source: (insert) Period: (insert)

NOTE: Insert additional indirect rates as needed for all primes and major subcontractors in the above table.

*Special Note: The un-shaded columns in the indirect cost table are the current approved indirect cost rates for the prime and major subcontractor(s).

The Contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

Reimbursement for indirect costs shall be at final negotiated rates, but not in excess of ceiling rates specified above.

7 | P a g e

The Government shall not be obligated to pay any additional amount associated with indirect costs above the ceiling rates established in the contract. This advance understanding shall not change any monetary ceiling, cost limitation, or obligation established in the contract.

Note: For Fixed-priced Task Orders, the overhead ceilings serve as the basis for negotiation only.

Note: Contractors are allowed to recoup indirect costs (OH, G&A, etc.) as other direct costs if it is part of the Contractor’s usual accounting procedures, consistent with FAR 31 and the contactor’s NICRA.

B.9 KEY PERSONNEL REQUIREMENTS:

The Contractor must provide the central management necessary to fulfill all the requirements of the contract. This includes cost and quality control of all tasks and assignments.

Primary Point of Contact: IDIQ Manager – The Contractor must designate primary point of contact whom USAID may contact for procedural and substantive matters. The IDIQ Manager must be the individual bearing primary responsibility for technical aspects of contract performance, as well as procurement personnel, reporting, and other management related requirements of the contract. Specifically, the IDIQ Manager must:

Respond to task order requests, and provide central management and oversight of task orders under this award, working collaboratively and often with USAID central and field project managers, technical officers, Contracting Officers, and meet and consult regularly with the IDIQ COR.

Select, provide technical and administrative direction and guidance to, and place and support all technical experts carrying out technical requirements.

Report to USAID technical and contract personnel in accordance with USAID reporting requirements in Section F.

● Ensure quality and control methods are applied in a consistent and transparent manner for all contracted tasks and functions.

Qualifications for this individual must be in accordance with the Experience/Education levels specified in this solicitation.

The personnel as specified above is considered essential to the work being performed under this contract and may, with the consent of the contracting parties, be changed from time to time during the course of the contract by adding or deleting personnel, as appropriate.

Before removing, replacing, or diverting any key personnel, the Contractor shall obtain the concurrence of the COR and the approval of the CO, in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable both the COR and CO to evaluate the potential impact of the change on the contract.

B.10 LANGUAGE REQUIREMENTS

Contractor personnel must have strong English language capacity. While final management and screening of language capabilities will be the responsibility of the Contractor, English language standards should be consistent with the Foreign Service Institute’s (FSI) Level 4 (required).

8 | P a g e

Arabic and French language capacity are highly desirable. Additional language requirements, if any, will be stated in the Task Order level.

B.11 PLACE OF PERFORMANCE

All services performed under this SOW must be executed off-site from a location in or within close proximity to Frankfurt, Germany and/or USAID Missions or Offices in the Middle East and North Africa. However, this does not mean that the Contractor must maintain a home office or centralized office in the region as long as relevant staff are in close proximity to these locations.

Close proximity is defined as no more than one working day of direct air travel (in line with USG travel policies) each way from the point of origin to the destination country. The Contractor must be responsive during the operating hours of the supported operating unit.

At the Task Order level, Contractor personnel must operate in sync with the official working hours of the supported Operating Unit irrespective of their physical location. In all cases, Contractor personnel must have the capability to communicate via compatible video/audio teleconferencing with a level of responsiveness that is comparable to on-site support. In some instances (specified in the task order), Contractor personnel will be required to operate in the country receiving the support services. Each task order will specify the primary place of performance.

B.12 TASK ORDERS

USAID Mission/Office/Bureau Contracting Officers (including Mission Directors and Executive Officers) for the Middle East may request Task Orders to provide desired services within the scope of Section C. The USAID IDIQ COR must review the prospective Task Order statement of work (SOW) and Independent Government Cost Estimate (IGCE) relative to the overall IDIQ scope and ceiling. The proposed TOCOR must review the request to verify the exigency of need, to certify the unavailability of Agency resources to undertake the task within the constraints of time and workforce availability/expertise, and to validate against ADS 300 for inherently governmental functions. After the TOSOW is reviewed and approved by the IDIQ COR, the requesting Operating Unit TOCO will issue a Request for Task Order Proposal (RFTOP).

Task Orders that are issued under this IDIQ will specify the country within which to engage; the specific services anticipated; and illustrative tasks. Task Orders requiring a Contractor presence in limited or non-presence countries serviced by the IDIQ will be required to submit a security plan with their proposal.

The Contractor must be available on short notice, sometimes under extreme and challenging circumstances. A situation may require the Contractor to deploy to a country as quickly as 72 hours after notice of award or to initiate activities quickly as specified in the applicable task order.

The Contractor must mobilize staff in accordance with the approved Ordering Guide.

[END OF SECTION B]

9 | P a g e

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 PURPOSE

The purpose of the Middle East and North Africa Services contract is to provide administrative, technical and programmatic staff support services to field-based programs managed by USAID’s Middle East (ME) Bureau.

C.2 BACKGROUND

USAID has a regional platform in Frankfurt, Germany to support USAID programs in the Middle East and North Africa (MENA). USAID’s ME Bureau manages programming in ten MENA locations:

Egypt, Iraq, Jordan, Lebanon, Libya, Morocco, Syria, Tunisia, West Bank/Gaza and Yemen. The Middle East Regional Platform (MERP) in Frankfurt currently provides some level of administrative, legal, procurement and financial management support for programming in six locations: Iraq, Lebanon, Libya, Syria, Tunisia and Yemen. The MERP also maintains a “forward operating contingent” of technical staff who manage regional programs and provide technical support across the MENA region in the areas of gender, youth, water, environment, education, economic growth and good governance. MERP staff also support strategic planning, project design, monitoring and evaluation, reporting and other programming functions in the region. Despite the expansion of Agency and ME Bureau support capacity for Missions, Offices and programs in the Middle East and North Africa through the establishment of the MERP, significant operational challenges in an oft-changing programming environment still, on occasion, leave USAID unable to rapidly and flexibly respond to evolving and specific demands and needs in the field.

This support is demand driven, insofar as client entities request assistance.

C.3 OBJECTIVE

The objective of this contract is to assist the Middle East Bureau in providing support services for USAID regional and bilateral programs in the MENA region. Although it is envisioned that the principal demand for such support services would come from USAID’s limited and/or non-presence programs (currently Yemen, Lebanon, Tunisia, Libya, Syria and Iraq), this mechanism will also ensure required services are available across the MENA region, especially in times of rapid program expansion or contraction caused by external political, financial and situational factors. Companies expressing an interest in executing this work must document significant and relevant experience in the following:

● Rapidly fielding qualified staff and establishing operational processes in complex conflict and post-conflict environments;

● Capacity to secure security clearances for staff as may be required for regular access to United

States Government (USG) facilities and/or information systems;

● Capacity to undertake timely local procurement of services; and,

● Liquidity of funds of at least $1.8 million.

C.4 STATEMENT OF WORK

The services to be provided by the Contractor via Task Orders under this Indefinite Delivery/Indefinite Quantity (IDIQ) contract ensure the delivery of key but otherwise non-inherently governmental functions.

Given the relationship of the work to Agency operations, the Contractor, Contractor staff and Contractor consultants will be required to sign non-disclosure statements and comply with U.S. Government ethics

10 | P a g e and conflict of interest requirements. In all cases, Task Orders under this contract are made only after the USAID requestor and the IDIQ Contracting Officer’s Representative (COR) are able to certify that the services to be procured through the Task Order cannot be provided in a timely way by Agency staff.

This IDIQ will support the provision of personnel in the following areas: (1) administrative support of acquisitions and assistance; (2) support for administrative management activities; (3) support for financial management; (4) technical sector support; and/or (5) program office support.

The following is a list of services that will be provided to USAID through task orders under the ME Regional Support Services IDIQ Contract.

TASK 1 – SUPPORT FOR ACQUISITIONS AND ASSISTANCE (A&A)

A large part of USAID’s technical assistance is implemented by Private Voluntary Organizations (PVOs), other Non-Governmental Organizations (NGOs), Public International Organizations (PIOs), and Contractors. Administrative support is integral to timely negotiation and award of contracts, grants, and cooperative agreements. It is also critical to assure compliance with applicable laws, regulations, policies, procedures and guidelines (e.g., AIDAR, FAR, ADS, CFR). The Contractor must provide administrative assistance in all aspects of support related to the negotiation, award, administration and closeout of these procurement mechanisms, as well as interagency agreements with other U.S. Government agencies, including Participating Agency Services Agreements (PASAs), Participating Agency Program Agreements (PAPAs) and other related mechanisms.

The Contractor must provide assistance as needed to ensure contract, grant and cooperative agreement documentation is processed in a timely manner without negatively impacting or creating undue delay to the provision of technical assistance. This set of tasks requires knowledge of Federal and Agency assistance and acquisition laws, regulations, policies and procedures, including but not limited to OMB Circulars, Code of Federal Regulations (including, e.g., 22 CFR 211/226/228, 2 CFR 200/700), USAID Automated Directives System (ADS), the USAID Acquisition Regulations (AIDAR), Office of Acquisitions and Assistance Contract Information Bulletins (CIB), Office of Acquisition and Assistance Administrative Memoranda (OPAM), Office of Acquisition and Assistance Procurement Executive Bulletins (PEB), and Acquisition and Assistance Policy Directives (AAPD), the Food for Peace Act, and standard provisions for PIOs and NGOs. Familiarity with all systems used in A&A support, such as Compusearch PRISM Acquisition Management software, Contractor Performance Assessment Reporting System (CPARS), and CGI Federal Momentum Enterprise software is desirable.

The Contractor must provide administrative support which may include but is not limited to the review of proposals, budgets and agreement conditions in accordance with current regulations and policies and prepare documents and files for review and ultimate award by the designated USAID Agreement Officer and/or Contracting Officer. The Contractor must use USAID information systems to enter data and generate award documents. The Contractor must also assist with the administration of these agreements, including reviewing documentation and providing recommendations to the Agreement Officer or Contracting Officer on issues, required approvals, modifications and audit recommendations.

Additionally, the Contractor must assist in the process of de-commitment and de-obligation of excess funds in contracts, grants and cooperative agreements, and prepare them for close-out in a timely manner.

Illustrative Labor Categories for Task 1:

Senior-Level Acquisition & Assistance Specialist

11 | P a g e

Ensures completion of all business activities and preparation of all required documentation to support the award and administration of contracts, grants, cooperative agreements, interagency agreements, awards to public international organizations, and all amendments/modifications thereto. This individual will ensure package of documents is complete for the review and approval of the USAID Contracting/Agreement Officer. Works with client to develop A&A solicitations and post them on Government Wide Points of Entry at www.FBO.gov (acquisition) or www.Grants.gov (assistance). Advises client’s technical review committee on grants and budget issues. The Senior A&A Specialist will participate in pre-award reviews and assessments, and post award orientation conferences, providing guidance as necessary. This position will perform necessary research and preparation for all documentation associated with termination of awards. The Senior A&A Specialist will submit periodic reports on status of applicants and status of required documentation.

Mid-Level Acquisition & Assistance Specialist

Responsible for entering appropriate contract and grant information into client’s assistance planning and financial systems and for maintaining, reconciling and ensuring the accuracy of contract\grant award information in the relevant award database(s). The Mid-Level A&A Specialist will review requests for obligation in USAID’s Global Acquisition & Assistance System (GLAAS) for accuracy prior to proceeding with the procurement process. The Mid-Level A&A Specialist will prepare all award files and ensure package of documents is complete for review and approval by the client’s USAID Contracting/Agreement Officer for award. This individual is also responsible for distribution of contract and grant documents to implementing partners, field missions/offices and other stakeholders. This position performs necessary research and prepares all documentation for the termination of contracts for convenience of the U.S. Government or default by the contractor, as directed. The Mid-Level A&A Specialist will assist in providing procurement assistance, advice, and guidance to junior-level contracting/grant staff.

Junior-Level Acquisition & Assistance Specialist

Responsible for entering appropriate contracts and grants information into client’s A&A planning and financial systems and for maintaining, reconciling and ensuring the accuracy of contract\grant award information in the relevant award database(s). The Junior-Level A&A Specialist will review requests for obligation in GLAAS for accuracy prior to proceeding with the procurement process. This individual will prepare all award files for the review and approval of the client’s Contracting/Agreement Officer.

This individual is also responsible for distribution of contract and grant documents to implementing partners, field missions/offices and other stakeholders. The Junior-Level A&A Specialist serves as the main point of contact for both external and internal data call. This includes the organization of the official A&A files for year-end audits. The Junior A&A Specialist will assist with monitoring Contractor performance and resolving problems. (S)he will also assist in the close-out of existing contracts and with the maintenance of official contract files and documentation, both in hardcopy and electronically.

TASK 2 – SUPPORT FOR ADMINISTRATIVE MANAGEMENT

The Contractor will support the Regional Executive Officer (R/EXO) or Mission Executive Officer (M/EXO) in the provision of administrative management services including: human resource (HR) management, travel management, information technology (IT), logistics, communications and records (C&R) management, procurement, safety and security support, and translation services. Services will be

12 | P a g e provided for the USAID Missions/Offices and programs in limited and non-presence countries that are supported by the USAID Middle East Regional Platform, or to other USAID Missions in the MENA region as identified in the Task Order. Depending on the specific requirements as well as security, space and other considerations, services may be provided remotely or onsite. These functions are detailed in the illustrative labor categories provided. Activities will occur under the oversight and in close coordination with the MERP Regional Executive Officer and executive management staff, as well as in coordination with the relevant Mission/Office leadership (including the relevant Embassy Management Office, as appropriate). Depending on the scope of duties, coordination may also be required with USAID offices in Washington. Administrative staff must have familiarity with application used by USAID and the State Department (e.g., GLAAS, WebPass, ARIBA, ILMS), and with Agency initiatives affecting mission/office systems. Full Missions with Executive Officers may also request similar support based on unique and verified exigent needs and requirements that cannot be met through standard operational approaches.

Illustrative Labor Categories for Task 2

Executive Office Specialist

The Contractor will oversee the delivery of effective administrative and logistical support services as needed for the supported Mission/Office. This individual supports Executive Office work priorities established by the R/EXO or M/EXO and is responsible for providing expert advice and staff support in the administrative management areas of: management analysis; office services management; budget planning, formulation and control; procurement of commodities, services, supplies equipment and facilities; property and supply management; personnel management and services; housing; transportation;

equipment and maintenance services; training; and communication resources. S/He reviews actions and makes recommendations to the R/EXO or M/EXO, and follows up on all management operations to ensure they are carried out properly and within appropriate time limits. The Executive Office Specialist must exercise good judgment, often under times of stress and limited time frames, in making recommendations and providing advice on USAID management policies and contracting practices, and when providing technical advice to staff. The Executive Office Specialist will be expected to use his/her judgment in the formulation of expert opinions.

Senior Human Resources Advisor (SHRA)

The SHRA participates in planning, and administering management programs within the supported Mission/Office. The work is accomplished by assisting with the development and interpretation of administrative policies, regulations, and procedures in assigned areas of the Executive Office, and ensuring compliance with such policies, regulations and procedures and statutory requirements affecting management services. The SHRA participates in ongoing analyses of Mission management requirements, and in the development of administrative budgets. Supports the R/EXO or M/EXO with agreements with State Department Human Resources representatives and Travel Management Centers, ensuring the Mission receives the types and levels of support required. Supports the R/EXO or M/EXO in planning and implementing personnel management programs for USDH, USPSC, TCN, PASA and FSN employees, and advises on human resources development, employee relations, and employee benefits.

Responsible for providing guidance to USDH managers on the recruitment process for new or newly vacated positions, including obtaining needed Mission and USAID/Washington clearances, verifying positions to be recruited, providing guidance on the development or revision of position descriptions and other required documents to initiate the employment process, and drafting solicitations and position

13 | P a g e announcements for review and approval by the R/EXO or M/EXO. Reviews HR processes, including the selection process.

Travel Specialist

Arranges for the travel of USDHs and PSCs assigned to a post, and all official travel of staff and visitors, individuals nominated for participant training, and temporary housing accommodations of official and VIP visitors to the post. Prepares Travel Authorization (TAs), requests tickets and confirms they comply with government travel regulations. Prepares correspondence, cables, and reports concerning travel matters for review and approval. May prepare the necessary documentation and maintain travel-related files and records, or arrange to have this done by others. Makes travel arrangements, including temporary lodging accommodations where necessary, for assigned USDHs and PSCs, considering most direct routes, salary and per diem costs, air, rail and/or shipping fares, balance of payments considerations, and other pertinent factors. Maintains contacts with appropriate personnel at the offices of the Travel Management Centers, airlines, railroads, etc. to facilitate resolution of problems.

Communications and Records Specialist

The Communication and Records Specialist assists with the administration of the unclassified records and correspondence system within the supported Mission/Office. Responsibilities include the development and maintenance of a system for the control of all unclassified records maintained in the Mission’s/Office’s decentralized system in accordance with USAID guidelines. S/He will provide guidance and assistance to personnel on USAID’s document control systems, including (ASIST) Documentum. Provides guidance to AORs/CORs on appropriate filing of contract and grant support records, including electronic communication. Provides guidance and training to implementing partners on records management requirements and disposition plans, as directed by the relevant Contracting/Agreement Officer.

Property Management Specialist

At the direction of the cognizant Contracting/Agreement Officer, reviews the disposition plans of CORs/AORs to ensure the plans are in compliance with U.S. Government property regulations and provides guidance on asset management to implementing partners. In coordination with EXO/Procurement and OAA, maintains files and tracks the importation and clearance of goods directly purchased by USAID. Assist CORs/AORs in the preparation of clearance documents, and coordinates with Host Country customs and shipping personnel to facilitate the importation of goods for implementing partners. In the event of delays, follows up with cognizant Embassy staff (e.g., the General Services Office (GSO)) and keeps the COR/AOR informed of current status. Resolves routine issues independently and alerts the Executive Officer to serious issues. Supervises and/or monitors the inventory of USAID-funded property at implementing partner facilities. Oversees periodic inventories and reconciles with USAID/W and Controller's records. Reviews and recommends to the R/EXO or M/EXO changes and annotations to stock and property records to reflect status and condition. Oversees special inventories from time to time as needed.

Information Technology Project Management Specialist

The Information Technology Project Management Specialist will carry out technical and administrative assistance duties at the supported Mission/Office and with its implementing partners, as instructed, 14 | P a g e helping the Mission/Office to realize efficiencies gained via technology, both in internal processes and in project design and implementation. Building on Agency-wide tools, this individual works to understand user needs and coordinates with the USAID Office of the Chief Information Officer (CIO), the Miami Operations Center, Mission and Regional Systems Managers, and Executive Offices to ensure Mission/Office solutions interface with Agency-wide technology, leading to economies of scale and improved workflows. Serves as the Computer Management Specialist for all USAID computer systems.

Leverages and maintains existing databases and management information systems, when applicable, in cooperation with technical and support offices.

Procurement Specialist

Responsible for assisting with all non-personnel contract procurement at the acquisition level of $150,000 and below. In accordance with the FAR and USAID regulations, these duties include preparation of proper documents to procure commodities and services to the supported Mission/Office, maintenance of official procurement records for USAID assistance program and operating expenses. This individual is responsible for conducting market research and assisting with the identification of available sources for commodities and services, and drafting requests for bids or quotations for review and approval by the R/EXO or M/EXO. Commodities and services may be procured through purchase orders or by ordering from Agency Headquarters or the General Services Administration (GSA) or as otherwise directed. The Procurement Specialist must periodically review the records to ensure proper and timely payment is made to vendors, including coordinating with relevant client office, paying office, and vendor. The individual will ensure that procurement records are accurate, including participating in the review of unliquidated funds.

Senior Security Specialist

Provides a high level of safety, security and operational support to all USAID implementing partners. The Senior Security Specialist is responsible for monitoring critical security information and performing a full range of safety, security and operational activities throughout all of USAID operational areas in the host country. Serves as the point of contact for all program-related and non-routine security matters within the host country and USAID/SEC initiatives. Tracks implementing partner locations and operations, as well as incidents and events that could affect the security situation. Receives and consolidates all incident reports as they are provided by implementing partners and other sources and maintains a database cataloging all critical incidents by date, type and location.

TASK 3 – SUPPORT FOR FINANCIAL MANAGEMENT

The Contractor will provide financial management services support for the limited and non-presence countries supported by MERP’s Regional Finance Management Office (RFMO) to augment the capacity required to adequately ensure support services in times of rapid program change. These functions consist primarily of providing support for document control, accounting, financial analysis, accounts payable and voucher examination. The MERP Regional Controller, Deputy Controller, and/or Chief Accountant will oversee all activities. Activities will occur in close coordination with the MERP’s Regional Controller and financial management staff, the designated MERP Regional Payment Center (currently USAID/Serbia) as well as the relevant Mission/Office leadership. Financial Management staff must have familiarity with CGI Federal Momentum Enterprise software. Full Missions with Controllers may also request similar support based on unique and verified exigent needs and requirements that cannot be met through standard operational approaches.

15 | P a g e

Illustrative Labor Categories for Task 3:

Senior Level Accountant

Supervises other financial management positions staffed by the Contractor under a Task Order, such as budget and accounting specialists and Senior Level Accounts Payable Supervisor, and serves as the Senior-Level Accountant. Works under the supervision of the Regional or Mission Controller and provides expert guidance to facilitate the discharge of the budgeting, accounting, and reporting aspects of the MERP financial management office. Responsible for data quality recorded in Phoenix (Momentum), USAID’s financial management system, and its compliance with Agency rules and regulations. Advises on the implementation and maintenance of efficient operating systems and procedures (work flow processes) and internal control systems. Monitors funds control at all budgeting levels and provides financial advice to USAID staff. Five-years’ experience and/or master’s degree in accounting finance, or business is required. A CPA or equivalent local accounting accreditation is highly desirable.

Senior-Level Financial Analyst

Provides comprehensive financial analysis, support and advice. Assists in the assessment of partner country contracting and accounting/internal control systems. The position is a senior technical position and requires advanced skills in client management, planning and creativity. Works closely with senior management in the RFMO as well as in the technical and other support teams located in host countries.

Conducts various types of assessments and reviews of USAID implementing partners’ financial, accounting, internal control, and contracting capabilities and provides an opinion on the confidence to be placed on the implementing partner’s ability to adequately safeguard U.S. funds and U.S. interests.

Prepares various reports and statements of work for review and approval by the Controller.

Senior-Level Accounts Payable Supervisor

Supervises Junior to Mid-Level Voucher Examiner(s) staffed by the Contractor under a Task Order and ensures that claims are in accordance with contract provisions, control of budget line items, application of indirect cost rate adjustments, level of effort required and payment documentation. Determines through the Phoenix accounting database that funds are obligated and/or committed, and are available for payment of the claim. Ensures that all authorizations, certifications, and other documents are on file.

Also ensures that payments are in accordance with applicable U.S. and Host Country laws and regulations. As much of procurement is multi-appropriation funded, conducts detailed reviews of the voucher process and assists with ensuring that an effective decision making process prior to processing payment. Liaises with colleagues across client Missions/Offices to gather, analyze, and process time and attendance information. Coordinates as necessary with accounting staff to ensure that funds are sufficiently obligated and available for payment of the invoice/voucher, for review and approval by the USAID Certifying Officer. Verifies that the fiscal data on the voucher is correct and complete. Academic degree in accounting, business administration, or finance is required.

Junior- to Mid-Level Administrative Assistant/Document Control Clerk

Provides assistance to CFO staff to address the posting of Letter of Credit (LOC) and Intra-Governmental Payment and Collection (IPAC) transactions in order to determine appropriateness for payment by USAID headquarters. Date-stamps and logs into the Phoenix financial recording system all incoming

16 | P a g e invoices, vouchers, claims, etc., received for payment by entering all relevant data. Obtains administrative approvals and processes documents for payment. Creates, maintains, and oversees payment files as well as the storage of file information in ASIST, a file software program. Also responsible for preparing files for retirement and for the consolidation of obligation and payment documents into a single filing location. Completion of Secondary School and Postsecondary School training in business, finance, or accounting (Diploma) is required.

Junior to Mid-Level Voucher Examiner

Examines invoices and administrative approvals to ensure that claims are in accordance with contract or agreement provisions, control of budget line items, application of indirect cost rates and rate adjustments, level of effort required and payment documentation. Performs regular duties of voucher examination on commercial invoices and postings of LOC and IPAC transactions. Reviews vouchers for accuracy and compliance with all Agency rules, directives, and policies. Documents and monitors the scheduling cycle for payment and posting. Completion of secondary school and at least two-year post-secondary school training (Diploma) in business studies, accounting, finance or related field is required.

Mid-Level Budget and Accounting Specialist

Assists with the establishment and maintenance of the working procedures and systems required to administer the comprehensive accounting system (Phoenix) and provides effective financial controls.

Participates in the development and monitoring of budget information and prepares financial and management reports in coordination with USAID staff. This individual (i) performs financial accounting procedures in Phoenix, in accordance with applicable appropriation law and Agency regulations, directives, and policies, and (ii) reviews and ensures accuracy of all financial transactions and either conducts or assists with oversight of periodic de-obligation of funds, as directed. Responsible for in-depth analysis and research of contract/grant problems. Post-secondary training in business administration, finance, or accounting is required.

TASK 4 – TECHNICAL SECTOR SUPPORT

The Contractor will provide, on an as requested basis, technical experts in a range of fields. In order to accomplish this, the Contractor will maintain a database and roster of subject matter experts in the Agency’s technical sectors and required by Missions, Offices and programs. Especially relevant are those technical areas in which ME Bureau-managed programming takes place in the MENA region:

Democracy, Rights and Governance (DRG); Peace and Security; Countering Violent Extremism;

Education; Health; Economic Growth; Water and Engineering; Environment; Agriculture; and Youth, Gender and Inclusive Development. As any such technical experts will not be U.S. Direct Hire employees, they will not perform inherently governmental functions and will only be sought in those instances when existing Agency staff resources are not available. Expert staff procured through this mechanism may be called on to provide Missions/Offices or programs with project/activity design assistance via short and long-term technical consultants.

Task 4.1 Conduct Research Relating to Development Needs and Problem Sets

Agency policy often requires assessments in order to explore programming options, program modalities or aspects of the Agency’s program cycle. From time-to-time, the Contractor may be called upon to provide on-site technical participation in such assessments which may include gender assessments, 17 | P a g e conflict analyses, youth assessments, enhanced DRG reviews for Public Financial Management Risk Assessment Framework (PFMRAF) Stage 1 risk assessments, etc. Geographic assessments may look at programming challenges and opportunities based on unique social or physical geography within the country being served or transnational issues, e.g., water or watershed management and conflict mitigation.

Task 4.2 Geospatial Data and Geographic Information Systems (GIS) Program design and analysis is frequently informed by geospatial data.