Sources_Sought_MERP_Support_Amendment_3.pdf

AMENDMENT 3

U.S. Agency for International Development (USAID) USAID Institutional Support Services

Request for Information

Overview of the Requirement and the Purpose of the Notice

The purpose of this Notice is to identify the availability of capable businesses, both large and small (e.g., 8(a), Hub-zone, women-owned, veteran-owned) able and willing to provide short and longer-term institutional support services for the USAID Middle East Regional Platform (MERP) located in Frankfurt, Germany, as well as USAID Africa and Middle East Missions. Additionally, USAID seeks to obtain industry questions and/or comments for this planned new activity. The principal focus of the work will be to provide support services for USAID’s regional and bilateral programs in the Middle East, covering, but not limited to, Yemen, Lebanon, Tunisia, Libya, and Iraq, however services must also be available and feasible for USAID Missions in Africa and other countries in the Middle East. These services include (1) procurement, (2) recruitment and administrative support of personal services contracts (PSC) (3) financial management, and (4) administrative management/information technology support. Although the home offices of potential sources do not need to be based out of Frankfurt or the Middle East region, contractor personnel providing institutional support services must be located in Frankfurt, in close proximity to MERP and/or in other relevant benefiting countries as determined at the task order level. 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, and working hours no more than 1-2 hours’ time difference for the majority of the fiscal year from Frankfurt and/or the countries being served. Contractors must have the ability to provide personnel with strong English language capacity; Arabic and French language capacity would be an additional benefit. Thorough experience with and understanding of USG acquisition and assistance regulations is required. Familiarity with the Middle East (particularly with implementation in focus countries), and with USAID’s operating procedures would be a significant benefit.

USAID intends to award up three multiple award indefinite delivery-indefinite quantity (IDIQ) contracts for this new activity as defined by Federal Acquisition Regulation (FAR) Part 16.504. Given the nature of this award, the leadership of this project must foster a productive working relationship with multiple stakeholders, USAID Missions, and Washington offices worldwide. The Draft Statement of Work presents the current anticipated elements of the activity. The level of funding allocated for this project is expected to range between $9 million and $12 million over a five-year implementation period. That number is likely to increase significantly from the initial estimates as USAID now intends to open this award up to USAID Africa Missions as well as Missions in the Middle East.

Due to the procurement sensitive nature of potential activities described in the draft statement of work and information accessed during implementation, all contractors must be mindful of the high risk of organizational conflict of interest (OCI) under any possible award. Any solicitation issued as a result of the Request for Information will have an OCI Mitigation Plan requirement.

This is not an invitation for bid, request for proposal or other solicitation; and in no way obligates the US Agency for International Development (USAID) to award a contract.

Solicitation Number: SOL-263-15-000006 Agency: US Agency for International Development Requiring Office: USAID MERP Estimated Period of Performance: Five years Location: Worldwide Notice Type: Request for Information Posted Date: December 4, 2014 Response Due Date: January 11, 2015 Amendment Date: March 31, 2015 Pre-Solicitation Conference Response Due Date: April 5, 2015 (for DC) and April 1 (for Frankfurt) Response Due Time: 9:00 AM Eastern Daylight Time NAICS Code: 541611

SOL-263-15-000006 Amendment 1

The solicitation of information from procurement support providers is for planning purposes only.

It is not to be construed as a commitment by the United States Government to procure any services, nor does USAID intend to award a contract on the basis of its request for information or otherwise pay for the information solicited. No telephone calls will be accepted, and neither will responses to questions be provided with regards this Notice.

PRE-SOLICITATION CONFERENCE OPPORTUNITY:

USAID is providing the opportunity for up to two representatives from interested companies to attend a pre-Solicitation conference to gain further information about the scope of the USAID Institutional Support Services requirement. The pre-Solicitation conference will be held in-person at the US Consulate in Frankfurt, Germany, however the conference will be simultaneously available via VTC at USAID’s offices in SA-44 in Washington, DC. It is highly encouraged that participants attend in person where possible.

Space will be limited in DC and in-person participation in Frankfurt will allow interested parties the opportunity for match making and doing ground work for their proposal.

Date: April 7, 2015

Time:

1:00 PM Frankfurt Local Time 7:00 AM Washington DC/Eastern Standard Time

Location:

FRANKFURT:

Gießener Str. 30 60435 Frankfurt am Main Federal Republic of Germany

Attendees must meet at the Employee entrance around the corner from the main entrance to the consulate on Wetzarer Str. no later than 15 minutes prior to the Session start time. Those attendees who arrive less than 15 minutes prior to the Session start will not be granted entry to the event.

WASHINGTON:

USAID/SA-44 Rm 869 301 4th Street SW Washington, DC 20547 Corner of 4th and C St. (there is a McDonald’s on the Corner

Attendees must meet in the SA-44 Lobby no later than 10 minutes prior to the Session start time. All attendees will be escorted together to the meeting room so there will be no opportunity for late participants.

Mandatory Attendee Submission Requirements:

USAID requires that interested parties submit the information outlined below in order to gain access to the US Consulate in Frankfurt or SA-44 for their pre-Solicitation Conference on April 7, 2015. This information will not be evaluated; however information is mandatory for admission. All submissions shall be submitted by the closing date and time noted on page 1 of this notice. Electronic submission via email is required;

no hard copy delivery will be accepted. E-mail submissions shall be sent to me_regionalaa@usaid.gov and all responses must be in English. Attendee requests must include the following:

a) Company Name

b) OASIS Pool or Contract Number (if applicable)

c) Official names of no more than two company representatives who will attend the visit; Names must identically match the individual’s national ID which will be presented for facility access or (s)he will not be granted entry;

mailto:me_regionalaa@usaid.gov

d) Session Requested (Only OASIS holders should attend the AM session, all other companies should attend the afternoon session)

USAID will not be reimbursing participants for the cost of travel or any other expenses related to attendance at the pre-Solicitation Conference. Companies will be responsible for all costs incurred as a result of their participation.

Request for Information Submission Information:

All submissions shall be submitted by the closing date and time noted on page 1 of this notice.

Submission via email is required; no hard copy delivery will be accepted. E-mail submissions shall be sent to me_regionalaa@usaid.gov.

Interested parties shall prepare their submission in English, and shall address the information requested below. All submissions must include Section I “Cover Page” and Section II “Capability Statement.” Parties may also include Section III “Comments/Questions.” Submissions shall use only 8.5 inch by 11 inch paper, single-spaced pages for all narrative documents and each page numbered consecutively.

Interested parties must use Times New Roman font 11 or a similar size typeset.

Note: Respondents need to be aware that USG official documents are required to be in English.

I. Cover Page with Business Information (1 page)

• Company: name, address, contact information

• Point of Contact(s): name, title, phone number, address, e-mail address

• Statement of self-certification of business size and socio-economic status of the Vendor

• Statement of the Vendor’s DUNS

• Company source and origin information

II. Capability Statements (10 Page Limit)

Businesses having the skills and capabilities necessary to perform this work should submit a response of no more than ten (10) pages in length. This page limitation includes any attachments.

The Government will not review any information, including attachments, in excess of the ten (10) pages, unless otherwise stated in this section. Organizations should provide clear and unambiguous evidence to substantiate their capability to fulfill any or all of the areas of work sought. Submissions must include the following:

1. Qualifications and Experience Summary that includes the following:

• Consultant/firm/organization’s qualifications in proposed areas;

• List of up to five projects (completed within the last ten years) which demonstrate the offeror’s in-house experience managing and implementing projects that contain all the functions listed under “Attachment I - Draft Scope of Work”. Information for each project should include:

o Scope of work o Total dollar value o Period of performance o Funder;

• Experience/qualifications and structure of firm/organization’s management team;

• Experience/qualifications of key staff who will undertake proposed support services; and

• Evidence of ability to provide strong English speakers and personnel with Arabic and

French language skills.

2. Reference List and Information Sheet:0.

mailto:me_regionalaa@usaid.gov

• Three references with contact information from previous clients who can provide feedback on previous performance in the same or related institutional support service areas.

III. Comments/Questions (if applicable)

Comments and Questions not to exceed two (2) pages will be accepted from all interested parties regarding the Statement of Work; however the government will not be providing direct responses to the RFI. All comments and questions will serve to inform the government on current market trends and further refine the Scope of Work. Comments may include but are not limited to feedback on the Statement of Work requirements, recommendations on contract type, etc. Please note that any suggestions submitted may be used in any forthcoming solicitation, so please do not include any comments or questions in this section that are proprietary and you do not intend to be used as such.

Responses to questions will be included in any forthcoming Solicitation posting.

THE SUBMISSION OF THIS INFORMATION IS FOR PLANNING PURPOSES ONLY. IT IS

NOT TO BE CONSTRUED AS A COMMITMENT BY THE U.S. GOVERNMENT TO PROCURE

ANY SERVICES, NOR DOES USAID INTEND TO AWARD A CONTRACT ON THE BASIS OF

THIS REQUEST FOR INFORMATION OR OTHERWISE PAY FOR THE INFORMATION

SOLICITED. NO TELEPHONE CALLS WILL BE ACCEPTED.

ATTACHMENT 1 - DRAFT STATEMENT OF WORK

BACKGROUND

In summer 2014, USAID began establishing a regional platform in Frankfurt, Germany. The USAID Middle East Regional Platform (MERP) will provide administrative, legal, procurement and financial management support for USAID Missions and programs in the Middle East. MERP also will manage regional programs and provide technical support in the areas of gender, water, environment, education, economic growth and good governance.

The principal purpose of this contract is to assist the Middle East Bureau in providing support services for USAID regional and bilateral programs in the Middle East, operating in, but not limited to, Yemen, Lebanon, Tunisia, Libya, and Iraq. Additionally, it will provide institutional support as requested to other USAID Missions in Africa and the Middle East. These remote services include (1) procurement, (2) recruitment and administrative support of personal services contracts (PSC) (3) financial management, and (4) administrative management/information technology support.

SCOPE OF WORK

The following is a list of the commercial services that will be provided to USAID under the Institutional Support Services multiple award indefinite quantity contracts (IQC)s.

TASK 1 – ADMINISTRATIVE SUPPORT OF CONTRACTS, GRANTS, COOPERATIVE AGREEMENTS

AND INTERAGENCY AGREEMENTS

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. The administrative support is integral in timely negotiation and award of contracts, grants, and cooperative agreements to implementing effective humanitarian assistance, political transition, and other ME programs. 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. Governmental organizations, including Participating Agency Services Agreements (PASAs) and other related staffing mechanisms.

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 administer these agreements, including reviewing documentation and providing recommendations to the Agreement Officer or Contracts Officer on issues, required approvals, modifications and audit recommendations. Additionally, the contractor must assist in the process of decommitment and deobligation of excess funds in the contracts, grants, and cooperative agreements, and prepare them for close-out in a timely manner.

The contractor must provide assistance as needed to ensure contract and grant/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 the knowledge of Federal and Agency assistance and acquisition rules, regulations, policies and procedures, including but not limited to OMB Circulars, 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 22 CFR 211/226, 2 CFR 200/700 soon to be in effect, and standard provisions for Public International Organization (PIOs), and Non-Governmental Organization (NGOs). Familiarity with

Compusearch PRISM Acquisition Management software and CGI Federal Momentum Enterprise software is desirable.

This task must include, but is not limited to the following:

Task 1.1 Contracts and Grants Management and Procedures

• Provide guidance and recommendations on USAID contracts, cooperative agreements, and grants and draft/update policy and process documents;

• Assist in preparation and dissemination of guidelines for contacts and grants management (transfer authorizations, contracts, grants and/or cooperative agreements) submissions, detailed implementation plans, annual, mid-term, and final reports, evaluations, and other documents required of the awardees;

• Review all MERP and relevant bilateral Mission contracts and grants management processes and procedures to assure consistency and make recommendations for change as needed.

Task 1.2 Review and Revise

• The Contractor must review documentation and provide recommendations on award-related issues, provide guidance and provide support on processing necessary approvals and modifications and assist in formulating the necessary documentation and obtaining necessary clearances to process recommendations/actions with the Activity Manager;

• As required, the contractor will develop or revise templates associated with the administration of awards, to include, but not be limited to, formal memos and letters, modifications, award documents, waivers and close-out documentation

• The contractor will periodically review and propose updates to informal and formal guidance and guidelines which may include the Guidelines for Unsolicited Proposals and Reporting, grants-related templates, training materials, Information Bulletins and other resources.

Task 1.3 Administration

Coordinate logistics, such as scheduling and administrative arrangements, for meetings with awardees, USG offices and officials, as part of the program planning approval, monitoring, and evaluation processes, as appropriate.

Task 1.4 Award Process and Document Management

• Manage the receipt, duplication and distribution of solicitations, which may include but are not limited to concept papers and proposal/application submissions;

• Participate in the review of concept papers, proposals/applications and budgets and award conditions, and prepare documents for review and ultimate award by the designated USAID Contracting/Agreement Officer

• Develop a screening process to assist in the identification of problem areas and issues in incumbent awards that need to be addressed in applications and reports;

• Prepare documentation to support program review and approval activities which may include, but is not limited to review of internal transport, shipping and handling, and monetization budgets;

drafting memoranda, and drafting program approval letters and on-going activities, as needed;

• If applicable to the particular ME office, maintain a separate tracking system, to monitor the status of each proposal/application request and develop a detailed status report documenting the specifics of each proposal/application from submission, review and approval, annual modifications to final close-out, including annual budget and funding data;

• Utilize USAID information systems to enter data and generate award documents;

• Assist in the timely closeout of contracts, grants and cooperative agreements ensure that all documents have been submitted and the implementing partner has complied with all award provisions. Assist in the process of decommitment and deobligation of excess funds in the contracts, grants and cooperative agreements;

• Maintain a central filing system (and electronic files on the directory) for all awards;

Task 1.5 Post award Administration

• Track the receipt of, review and provide feedback on program related reports including, but not limited to work plans, quarterly progress and financial reports, annual resource requests and annual results reports;

• Provide technical support to report on program results and impact data and measure program indicators;

• Organize a reporting system for special initiatives;

Task 1.6 Award Closeout

The contractor must implement the COR approved close out plan (administration, information, finance, procurement, management) within the required timeframe. The plan should be cost effective and include, but not be limited to equipment, records, vehicle and procurement disposition; and office/residential termination.

TASK 2 – RECRUITMENT AND ADMINISTRATIVE SUPPORT OF PERSONAL SERVICES

CONTRACTS

A portion of the Middle East region’s workforce is comprised of US Personal Services Contractors (USPSCs). There are approximately five to seven full time off-shore hire field-based USPSC positions with an additional four to six resident hire field-based PSC positions which may be managed through

MERP.

The contractor must provide remote support in the recruitment, negotiation, award, and administration of PSCs in accordance with MERP and bilateral Mission standard operating procedures to effectively maintain MERP and bilateral Mission’s long term workforces and surge capacities.

The contractor must fully participate in the review of applications, budgets and contract conditions in accordance with current regulations and policies and prepare documents and files for review and ultimate award by the designated Contracting Officer. The contractor must use USAID information systems to enter data and generate award documents. The contractor must also administer these PSCs, including reviewing documentation and providing recommendations to the Contracting Officer on contractual issues, required approvals, and modifications. Additionally, the contractor must assist in the process of decommitment and deobligation of excess funds in the contracts and prepare them for close-out in a timely manner.

The contractor must provide assistance as needed to ensure PSC documentation is processed in a timely manner without negatively impacting or creating undue delay to the provision of disaster , crisis response or transition assistance. This requires the knowledge of Federal and Agency acquisition and assistance rules, regulations, policies and procedures, including but not limited to the Federal Acquisition Regulations (FAR), OMB Circulars, 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).

PSC Recruitment

The contractor must maintain the capacity to effectively manage multiple complex recruitments simultaneously in accordance with USAID policy. PSC recruitment will include, but is not limited to, the activities outlined below.

Task 2.1 Develop a recruitment strategy

The recruitment strategy must identify the variety of information sources from which candidates may be sought. The strategy describes the recruitment process and advertising/distribution channels to be used during the period of performance. The advertising/distribution channels may include but will not be limited to the posting of notices through such venues as educational institutions, professional associations, newspapers, magazines, professional journals and/or newsletters, internet employment sites, and job fairs.

Task 2.2 Present a recruitment plan for each open position

Upon receipt of a competitive PSC requirement, the contractor must develop a plan for the recruitment. The plan must describe the recruitment process for that position, including associated reimbursable costs. The plan must identify advertising and distribution channels to be used. The plan must be approved by the responsible MERP or Bilateral Mission office prior to commencement of the recruitment activity.

Task 2.3 Provide assistance in the development of solicitations and approval memos

As new positions are identified, MERP will provide a statement of work (SOW) to the contractor. The contractor must review the SOW and develop a solicitation for the position that meets the requirements for posting on the government-wide point of entry and the contractor maintained recruitment website. The contractor may provide market value analysis input for a particular PSC position so the Government can make the final determination in accordance with the most up to date USAID policy. The contractor must assist MERP or bilateral Mission staffs with development of quality ranking factors (QRFs) that will help select the strongest candidate for the position. The contractor must maintain electronic copies of PSC SOWs and provide them to MERP or bilateral Mission staff as needed to assist in the development of solicitations for new requirements. The contractor must draft template memoranda to be used by MERP or bilateral Mission staff in requesting Agency approval for PSC recruitments.

Task 2.4 Post/Advertise Positions

For all non-emergency requirements, the contractor must post the solicitation on the government-wide point of entry, advertise the requirement on the contractor’s recruiting website, and distribute the solicitation via an email distribution list that the contractor will develop and maintain. If authorized by the COR, the contractor must also advertise the position via other distribution channels as specified in the recruitment plan developed for the position.

Task 2.5 Receive, acknowledge, compile and distribute applications

The contractor must receive applications from interested candidates and provide written acknowledgment of receipt within five (5) days; review resumes and clarify data with candidates;

screen applications for minimum qualifications (if requested by the USAID COR); compile the applications and distribute them to a selection committee composed of MERP or bilateral Mission staff; and brief the source selection committee on source selection procedures, as approved by the USAID Contracting Officer.

TASK 2.6 Arrange interviews

The contractor must arrange interviews with those candidates selected by the selection committee.

Candidates will be interviewed by the selection committee. The contractor must facilitate the interviews and attend as a nonvoting observer.

TASK 2.7 Conduct Reference Checks

For each candidate recommended for interview, the contractor must conduct at least three reference checks, verify education, and provide the selection committee with a summary of references’ responses.

TASK 2.8 Provide Information to Candidates about the Nature of PSC Positions

The contractor must provide the candidates with a basic understanding of terms and conditions of personal services contracts. This must be accomplished by posting the information on the contractor’s recruiting website (referenced below), and responding to candidate inquiries regarding the nature of PSCs, how they function in the United States Government (USG) structure, and a basic overview of allowable PSC benefits.

TASK 2.9 Contact all Candidates after Selection has been made

The contractor must contact all unsuccessful candidates and communicate to them in writing the decision of the selection committee regarding the status of their candidacy within five days of the successful candidate’s acceptance of the position. The contractor must facilitate a debriefing to unsuccessful applicants if requested by the candidate.

TASK 2.10 Develop and maintain a recruiting website

The recruiting website must include a summary of the technical office’s mission and structure, PSC requirements and application instructions, and other features as defined by the technical office. The contractor must maintain a Government recruiting website or may be asked to provide a website.

TASK 2.11 Develop and maintain an applicant/personnel databases

The contractor must develop and maintain a database of candidates and interested individuals’ applications and letters of interest. The contractor must assume full responsibility for updating and maintaining the database. Applications of all candidates qualified for standardized and newly established positions must be added to the database. Information from the database must be provided to MERP or bilateral Missions upon request. The database must permit identification of eligible candidates by technical expertise, country experience, language fluency, and qualifications for existing positions. The contractor must provide current reports on qualified candidates and availability as requested by the technical office.

Prepare PSC Award Documentation and Provide Administrative Support

PSC procurements will be reviewed, awarded, and obligated by an assigned USAID Contracting Officer and all final offers will be made by a USAID direct hire employee. The contractor must prepare contracts and contract modifications with all required documentation for consideration by the USAID Contracting Officer. Preparation of, award, and administration activities are summarized below.

TASK 2.12 Prepare PSC Award Documentation

Upon selection of a candidate for a PSC position, the contractor must:

• Verify salary with the candidate’s previous employer.

• Communicate salary with the candidate within the designated salary range of the position.

• Send a USAID staff issued offer letter to the candidate, and notify the technical office of acceptance or rejection of the offer.

• Once salary negotiations are concluded, send candidate the pre-employment packet of required forms.

• Receive completed forms from the candidate, review them for completeness, and submit them to the appropriate office.

• For each candidate selected for overseas service, the contractor will explain the requirement of a

Department of State medical clearance and provide instructions to meet the requirements, including obtaining a medical examination in accordance with USAID and Department of State regulations and submission of the forms to the Department of State.

• Notify the candidate upon receipt of a security clearance.

• Establish a start date in coordination with technical office staff.

• Prepare and document the contract in accordance with current USAID regulations, policies and practices, and convey the file to the USAID Contracting Officer for consideration.

• Assist in the distribution of copies of the fully executed contract within 5 days of completion.

• Coordinate enrollment of the candidate in the USAID security briefing.

• Provide an administrative orientation to new PSCs, covering PSC roles, responsibilities, and benefits. Orientations will include a discussion of allowable benefits, FICA payments, reimbursable nature of costs, salary, responsibility of the PSC for obtaining life and health insurance, tracking budget, time and attendance, and other related issues as defined in the task order. Orientations will also explain the functions of the different entities that are involved in PSC contracting and those that provide services to PSCs, including the contract negotiator, the Office of Acquisition and Assistance, the security clearance point of contract, and other points of contact.

• Brief PSC supervisors on their responsibilities regarding PSCs, including evaluations and work plans.

• Maintain an online repository, as specified by the technical office, which contains updated information and forms needed by ME PSCs.

TASK 2.13 Provide Administrative Support

The contractor must perform the following administrative functions outlines below:

• Maintain a contract file for each PSC.

• Act as the principal point of contact for PSCs for questions regarding PSC benefits and other administrative issues.

• Prepare all contract modifications for review by the CO, including modifications for incremental funding, extensions, budget revisions, and others that may be required.

• Track specific information relevant to each contract and provide that information to the technical office staff as needed and through periodic reports.

• Based on the collected information, the contractor must notify technical office staff of contract actions that are needed. Information to be tracked will include, but will not be limited to:

o Availability of funds and required funding actions o Security clearances and dates of required security clearance actions o Medical clearances o Contract periods and dates of required contract actions o Status of Agency approvals for contract actions o Dates of required performance evaluations

TASK 2.14 Closeout

The contractor must implement the COR approved close out plan (administration, information, finance, procurement, management) within the required timeframe. The plan should be cost effective and include, but not be limited to equipment, records, vehicle and procurement disposition; and office/residential termination.

Illustrative Labor Categories for Tasks 1 and 2:

Supervisory Contracting/Agreement Specialist

Responsible for planning, directing, coordinating and managing all acquisition and assistance (A&A) processing activities. Provide recommendations to senior management that significantly affect contract/grants operations. Communicate assistance policies and procedures and significant changes through meetings, written documentation, and oral presentations. The Supervisory Contracting/Grant Specialist will perform a variety of supervisory functions to include workload assignments, and reviewing workload products of A&A specialists. Serve as the principal point of contact for information/guidance on contracts and grants. Provide guidance in the interpretation of contract and assistance award terms and conditions, and U.S. Government (USG) and applicable local government regulations. The Supervisory Contracting/Agreement Specialist manages and oversees their A&A Team.

Senior Level Contract/Grant Specialist

Ensure completion of all business activities and preparation of all required documentation to support 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 approval and signature of the USAID Contracting/Agreement Officer. Explain the legal requirements, policies and regulations, negotiation terms and grant procedures to U.S. and non-U.S. organizations interested in applying for acquisition and assistance. Work with client to develop A&A solicitations and post them on Government Wide Points of Entry at FBO.gov (acquisition) or Grants.gov (assistance). Advise client’s technical review committee on grants and budget issues. The Senior Contract/Grant 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 Contract Specialist’s responsibility will oversee and manage junior level contracting personnel. Manage onboarding process of new Personal Services Contractors (PSCs). The Senior Contract Specialist will submit periodic reports on status of applicants and status of required documentation.

Mid-Level Contract/Grant Specialist

Responsible for entering appropriate contract and grant information into client’s assistance planning and financial systems and for maintaining and reconciling database containing contract\grant award information, status and ownership. The Contract/Grant Specialist will review and record incoming requests for A&A funding for accuracy prior to handing the contract and grant proposals/applications over to client’s USAID Contract Agreement Officer’s Representatives. The Contract/Grant Specialist will prepare and audit all award files and obtain approval of the client’s USAID Contract/Agreement Officer for award. This individual is also responsible for distribution of contract and grant documents to implementing partners, overseas missions and other client’s 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. The Contract Specialist will assist in providing procurement assistance, advice, and guidance to junior level contracting personnel.

Junior Level Contract/Grant Specialist

Responsible for entering appropriate contracts and grants information into client’s A&A planning and financial systems and for maintaining and reconciling database containing grant award information, status and ownership. The Junior Contract/Grant Specialist will review and record incoming requisitions for funding for accuracy prior to handing the A&A requisitions over to Mid or Senior Level Contract/Grant Specialists. This individual will prepare and audit all award files for the approval of the client’s Contract/Agreement Officer. This individual is also responsible for distribution of contract and grant documents to implementing partners, overseas missions and other client’s stakeholders. The Junior Contract/Grant Specialist will serve as contact person for all requests from Washington and overseas offices concerning A&A. Ensure high level of quality control and serve as central information clearinghouse for all A&A actions and correspondence. This includes the organization of the official A&A files for year-end audits. The Junior Contract/Grant Specialist will become familiar with client’s Program Planning, Tracking & Monitoring System and use this as a tool to share A&A information with its client.

The Junior Contract Specialist will assist with monitoring contractor performance and resolving problems.

(S)he will also assist in the close out of existing contracts. This position will maintain contract records and contract files documenting contract performance and compliance, and manage contractor database.

TASK 3 – SUPPORT FOR FINANCIAL MANAGEMENT

In conjunction with procurement, PSC, and administrative management tasks the contractor will provide financial management services support for the USAID Middle East Regional Platform. These functions consist primarily of document control, accounting, financial analysis, accounts payable and voucher examination. Activities will occur in close coordination with the Bureau for Management Office of the Chief

Financial Officers, as well as Middle East Regional Mission staff. Financial Management staff must have familiarity with CGI Federal Momentum Enterprise software.

Illustrative Labor Categories:

Junior to Mid-Level Administrative Assistant/Document Control Clerk

Works jointly with CFO staff to address the posting of 40,000 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 invoices, vouchers, claims, etc., received for payment, by entering all relevant data. Obtain administrative approvals and processes documents for payment. Creates, maintains, and oversees payment files of M/CFO/CMP, as well as the storage of file information in PC files under 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 Post-Secondary School training in Business, Finance, or Accounting (Diploma) is required.

Senior Level Chief Accountant

Supervises three budget and accounting specialists and serves as chief accountant of the MERP financial management office. Works closely with the CFO regional controller and shares responsibility in discharging the budgeting, accounting, and reporting aspects of the MERP financial management office.

Responsible for the management of Phoenix (Momentum), USAID’s financial management system.

Advises on the implementation and maintenance of efficient operating systems and procedures (work flow processes) and internal control systems. For employees directly supervised – responsible for preparing annual work objectives, providing on the job training and guidance, developing annual performance evaluations, training plans and annual leave plans. Monitors funds control at all budgeting levels and provides financial advice to all stakeholders. 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 Accounts Payable Supervisor

Supervises the examination of vouchers and audits invoices to ensure that claims are in accordance with contract provisions, control of budget line items, application of indirect cost rates and 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 Client Country or other applicable host country laws and regulations.

Much of procurement is multi-appropriation funded requiring detailed reviews and an effective decision making process prior to processing payment. Oversees and liaises with colleagues across client missions 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. Verifies that the fiscal data on the voucher is correct and complete. Academic degree in accounting, business administration, or finance is required. Five years’ experience or a relevant master’s degree or certificate is desirable.

Junior to Mid-Level Voucher Examiner

Examines invoices and administrative approvals to ensure that claims are in accordance with contract 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 approximately 60,000 commercial invoices and 40,000 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. A university degree in any of the aforementioned fields is preferable.

Mid-Level Budget and Accounting Specialist

Establishes and maintains 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 while liaising with various stakeholders. Performs all financial accounting procedures in Phoenix, in accordance with applicable appropriation law and Agency regulations, directives, and policies. Has primary oversight to review and ensure accuracy of all financial transactions and either conducts or has oversight responsibility for periodic de-obligation of funds. Responsible for in-depth analysis and research of contract/grant problems from past years and for the control and reconciliation of subsidiary ledger with the general ledger. Post-Secondary Training in Business Administration, Finance, or Accounting is required.

A university degree in any of the above is highly desirable

Senior Level Financial Analyst

Serves as the primary representative of the MERP Office of Financial Management to an assigned strategic/development objective team. Performs 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 Office of Financial Management as well as in technical and other support teams located in partner countries. Conduct various types of assessments, and reviews of USAID grantees’ and implementing partners’ financial, accounting, internal control, and contracting capabilities and provide an opinion on the confidence to be placed on the grantees’ ability to adequately safeguard U.S. funds and U.S. interests. Prepares various reports, statements of work.

University degree in accounting, commerce, business administration, or similar fields is required. Five years’ experience or a relevant master’s degree or other post-graduate studies is highly desirable.

TASK 4 – OTHER ADMINISTRATIVE MANAGEMENT ACTIVITIES

In addition to the aforementioned tasks the contractor will be responsible for other administrative management tasks directly related to the successful execution of these functions including travel management and information technology as it relates to data management systems.

TASK 4.1 Travel Management Services

With a thorough understanding of U.S. government travel regulations and employee entitlements, the contractor will be responsible for preparing travel authorizations (TAs) and TA amendments using agency approved systems. This includes coordination with financial management personnel to obtain funding sites for travel. Types of travel may include post assignment, temporary duty, evacuation, rest and recuperation, home leave, educational travel, and medical evacuation travel. Assistance in obtaining visas for personnel and their families would also be required. The contractor would also be responsible for coordinating with a designated travel agent to ensure tickets are issued in accordance with TA specifications and U.S. government travel policy.

This requires the knowledge of Federal and Agency assistance and acquisition rules, regulations, policies and procedures, including but not limited to OMB Circulars and USAID Automated Directives System (ADS), 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), Acquisition and Assistance Policy Directives (AAPD), AIDAR Appendices J and X, and the Foreign Affairs Manual (FAM).

TASK 4.2 Support for IT Systems

The contractor will be responsible for the desktop administration required to conduct all aforementioned tasks, to include the daily operation, hardware, installation, modification, and maintenance of USAID/MERP Institutional Support Services’ desktops and peripherals. The contractor must also use Agency approved applications and tools to backup all data in the Windows Servers, including users’ email and data file.

Illustrative Labor Categories

Computer Assistant (LAN Administrator)

This position is responsible for the daily operation, hardware, installation, modification, and maintenance of USAID desktops (33 desktops) and peripherals in Frankfurt. Using specialized applications and tools, the position is responsible for the backup, on magnetic tape media, to all data in the Windows Servers, including users' email and data files. The computer assistant will also coordinate user access requests and problems with the appropriate Agency contacts.

KEY PERSONNEL REQUIREMENTS:

The personnel as specified below are 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 of the specified individuals, the Contractor shall notify the Contracting Officer Representative (COR) and Contracting Officer (CO), in writing, before the change becomes effective. The Contractor shall submit information to support the proposed action to enable the Contracting Officer Representative (COR) and Contracting Officer (CO) to evaluate the potential impact of the change on the contract. The Contractor shall not remove or replace personnel under this contract until the Contracting Officer (CO) approves the change.

Project Manager

Leads, directs, and monitors overall project and contract performance of task orders. The individual will be responsible for the overall direction, coordination, implementation, execution, control and completion of specific projects ensuring consistency with client’s overall management plan. The Project Manager will provide oversight and executive level management for all activities required by a contract, often involving multiple projects/tasks and groups of personnel at multiple locations. The individual is responsible for ensuring senior level management within the client organization and is aware of overall program status.

The Project Manager will coordinate and ensure the timely submission of responsive financial, performance, and status reports and other reports required by the client.

Individual Task Orders may designate additional key personnel as necessary.

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 3, good working knowledge of English (required) or Level 4 or 5, fluency in English, (desirable). Arabic and French language capacity are highly desirable.

PLACE OF PERFORMANCE

All tasks under this SOW must be executed from a location in or within close proximity to Frankfurt, Germany and/or USAID Missions or offices in the Middle East. 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. IQC holders must be responsive during Frankfurt operating hours 8:00 am to 4:30 pm CET. At the task order level, contractor personnel must operate within a time zone of no more than two hours difference from the Mission(s) being supported.