Solicitation A AND A SPECIALIST.pdf

SOLICITATION NUMBER: 72061220R00005

ISSUANCE DATE: July 27, 2020

CLOSING DATE AND TIME: August 21, 2020

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC) SENIOR

ACQUISITION AND ASSISTANCE SPECIALIST

Dear Prospective Offerors:

The United States Government, represented by the U.S. Agency for International Development

(USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.

Offers must be in accordance with Attachment 1 of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.

This solicitation in no way obligates USAID to award a PSC contract, nor does it commit

USAID to pay any cost incurred in the preparation and submission of the offer.

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

Sincerely, Janine Scott

Supervisory Executive Officer

1. SOLICITATION NUMBER: 72061220R00005

2. ISSUANCE DATE: July 27, 2020

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: August 21, 2020 - 1700 hrs. Malawi Time

4. POINT OF CONTACT: Martha Nanthoka, HR Specialist, e-mail at lilongwehr@usaid.gov

5. POSITION TITLE: Senior Acquisition and Assistance Specialist

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

7. PERIOD OF PERFORMANCE: One year, beginning o/a 1 September 2020. Based on

Agency need, the Contracting Officer may exercise (an) additional option period(s) for two additional one-year periods for the date(s) estimated as follows:

Base Period: o/a September 1, 2020 – August 31, 2021

Option Period 1: o/a September 1, 2021 – August 31, 2022

Option Period 2: o/a September 1, 2022 – August 31, 2023

8. PLACE OF PERFORMANCE: USAID/Malawi, Lilongwe, Malawi, with possible travel as stated in the Statement of Duties.

9. ELIGIBLE OFFERORS: U.S. citizens and lawful permanent U.S. residents

10. SECURITY LEVEL REQUIRED: The selected candidate must be able to obtain a

Security Clearance at the HSPD12 level or “Logical/Physical Access” within a reasonable period of time. If such clearance is not obtained within a reasonable time or negative suitability issues are involved, any offer may be rescinded.

11. STATEMENT OF DUTIES:

1. BACKGROUND

This position is located in USAID/Malawi. The primary purpose of this position is to provide senior level Acquisition and Assistance (A&A) guidance and support to USAID/Malawi’s substantial and growing portfolio in the areas of pre-award design and solicitation, post-award administration and Mission strategic planning and policy formation.

2. BASIC FUNCTIONS OF THE POSITION

The applicant’s (PSC) major duties and responsibilities include providing support on all aspects of A&A award administration relating to and affecting Mission-funded, USAID acquisition and assistance activities, including providing guidance to the Mission’s four technical offices. The

PSC will report to the USAID/Malawi, Supervisory Contracting Officer on all A&A matters or other officers designated by the Mission.

Given the scope and purpose of PSC’s role, and the critical nature and complexity of the Mission programs that are being implemented, it is essential that the PSC be able to function as an expert in all technical areas of the assignment. The PSC must fulfill position responsibilities having the complete confidence of the Supervisory CO/AO in the individual’s understanding of the assignment, his/her ability to integrate issues, creatively solve problems, and implement innovative procurement mechanisms to realize Mission objectives.

3. MAJOR DUTIES AND RESPONSIBILITIES

i. Management Support (20%)

a. Work jointly with the Supervisory CO/AO (SCO) in implementing all new USAID procurement initiatives at the Mission and provide training to the Mission on revisions to the Federal Acquisition Regulations (FAR), AID Acquisition Regulations (AIDAR), Automated Directives System (ADS), and Acquisition and Assistance Policy Directives

(AAPDs).

b. Work jointly with the SCO to ensure that the Mission procurement plan is updated on a quarterly basis, required actions are posted on the Agency A&A Plan, and that the

Agency Business Forecast is updated and accurate.

c. Ensures that procurement actions are tracked, contract close-outs are performed within prescribed time limitations, property reports are received and AO Team requests for information are responded to in a prompt manner.

d. Disseminate performance reporting procedures to Contracting Officer Representatives

(CORs) and follow-up to ensure that reports are completed with input of contractors, SCO and CORs.

e. For the entire Mission’s procurement portfolio, collaborate with the Office of Financial

Management (OFM) in carrying out Limited Financial Reviews and prepare and submit contract information to OFM to facilitate the preparation of the Mission’s Audit

Universe.

f. While the SCO will provide the formal supervision of the OAA Assistance and

Acquisition specialists, the Senior Acquisition Specialist, together with the SCO, will provide mentoring, training, guidance, and day-to-day oversight and management of the junior acquisition specialists.

ii. Pre-Award Expertise and Services (40%)

Performs or directs all actions required to conceptualize, plan, solicit, negotiate and award many kinds of acquisition and assistance actions of varying complexity. Conducts A&A planning and subsequent pre-award activities fully supportive of USAID/Malawi strategic objectives and related results and requirements.

a. Fully understands performance-based A&A principles with a resulting capability to mold

A&A services into specific contributions to appropriate USAID objectives and lower level indicators, outputs and inputs.

b. Organizes, directs, conducts and/or coordinates continued engagement with Agency stakeholders including organizing pre-bid/pre-proposal conferences for procurement actions, preparing Requests for Information (RFI), updating the Agency A&A Plan and

Business Forecast, and responding to inquiries on a timely basis.

c. Reviews requests for A&A actions (to include consulting on scope of work or program description documents), and manages the A&A process whereby the comprehensive requirements of the Federal and USAID Acquisition Regulations (FAR and AIDAR), Contract Information Bulletins (CIBs), Acquisition and Assistance Policy Directives

(AAPDs), Procurement Executive Bulletins (PEBs), Code of Federal Regulations (CFR), Office of Management & Budget Circulars (OMB Circulars), Automated Directive

System (ADS), etc., are used to competitively, (or when justified, via other means), proceed through the entire activity design and offer/application solicitation process. The

PSC must manage the technical and cost/price evaluation process plus subsequent negotiation processes in all actions (competitive or otherwise) to arrive at business management-appropriate instruments, including grants and cooperative agreements, etc.

This includes completing fully documented files with certifications, negotiation memoranda reflecting complete explanations for Contracting Officer decision rationales, a comprehensive record of commitments and obligations of the parties. Finally, the incumbent manages the award process from beginning to conclusion (all pre-PALT and

PALT requirements) with fully executed contract or assistance documents.

d. Develops long-range plans for new or complex programs. Responsible for procurement planning activities with the Mission technical offices, which includes leading the preparation of quarterly procurement plans, providing OAA guidance to quarterly pipeline reviews and portfolio reviews and may include reviewing project papers and representing OAA at program planning meetings. Identifies within assigned major program(s) those significant subsystems, components, equipment and services to be acquired by contract, grant or cooperative agreement or Inter-agency Agreement.

Develops objectives for the program in terms of competition and price range, and constructs the contractual or assistance vehicle, which includes the use of pricing arrangements, subcontracting policy, set-aside polices, and similar considerations.

Prepares and maintains current acquisition plans, appropriate milestone charts, and related schedules and keeps the Supervisory Contracting Officer informed of anticipated workload demands. Anticipates problems and provides advice to project personnel on effective implementation and time frames required. Serves on activity development teams.

e. Serves as an advisor to the program office and activity planners. Advises on the procurement instruments to be used, leads the development of Source Selection Plans and

Individual Acquisition Plans as required and assists in the preparation of statements of work. Provides guidance and training to new project/technical staff on USAID regulations and FAR requirements. Collaborates in the development of evaluation criteria.

iii. Post-Award Expertise and Services (40%)

Performs all actions required to administer the complete variety of A&A instruments from contractor/recipient mobilization through to closeout. Relies on a comprehensive mastery of the Mission Country Development Cooperation Strategy (CDCS), Project Appraisal

Documents (PADs), FAR, AIDAR, ADS, CFR, OMB Circulars and other procurement/assistance guidance sources to conduct output-based administration which enhances achievement of the Mission's program and assures timely delivery of the purchased supplies and/or services.

a. Responsible for administering awards that are a part of his/her portfolio. He/She will review and evaluate all technical office and implementing partner requests for necessary action, and if necessary, draft appropriate response for the SCO signature. Through prior experience, knowledge and necessary research, it is expected that the Senior Acquisition

Specialist will have the capability to respond to all but the most complex issues, without prior consultation with the SCO. He/she will be responsible for appropriate/required contract file(s) content to include but not limited to Memorandums of Negotiation, Class

Justifications, and other relevant contract documentation.

b. Exercises a proactive role during the administration phase to include coordinating with technical, controller and legal officers, conducting meetings and conferences as required, maintaining good communications with contractors, recipients and grantees, interpreting contract or award provisions, and negotiating and finalizing instrument modifications when warranted.

c. Coordinates special requirements with other US Government offices and agencies, including the Office of Inspector General (OIG) and Small Business Administration.

Ensures that the results contractually required are documented and that Acquisition and

Assistance actions are properly closed out, to include final audits, resolving indirect cost matters and preparing any needed final modifications.

d. Advises technical offices on resolution of special procurement problems associated with waiver requests, expediting of deliveries, apparent overlapping of responsibilities, and resolution of claims.

e. Responsible for award administration sufficient to ensure award terms and conditions are met and that the contractor/implementing partner delivers the required goods or services in a timely manner to achieve the objectives of the Mission’s projects and programs.

Responsibilities typically include periodic site visits, limited financial reviews approval of changes to incremental funding, preparation of rate and cost adjustments, redirection of level of effort, coordination of time extension, incorporation of change orders, preparation of stop work orders, sub-awards consents, approval of key personnel, equipment purchases, property disposition reviews and approvals, preparation of cure notices or show cause letters, and award closeout. Advises technical office counterparts and contractors on their administration responsibilities contained in the contract.

Evaluates the adequacy of the contractor's business management systems for areas such as personnel compensation, insurance subcontracting procedures, and results of the financial audits.

f. Technical Office Support Services. Provides support to and serves the needs of the technical office teams in USAID/Malawi as assigned or needed. Collegially represents the Office of Acquisition and Assistance viewpoint with the objective of having all team members fully understand and appreciate the key nature of the procurement and assistance function, how to obtain needed services or assistance to meet time schedules, as well as the statutory and procedural requirements established by Federal and USAID authorities for the purpose of protecting the U.S. Government’s best interests.

g. Mission Support Services. As one of the Mission's Senior Acquisition and Assistance

Specialists, provides crucial knowledge of the international and local contractor and NGO community via consultation and advice to Senior Mission Management. Establishes and maintains an authoritative Mission presence to include travel and provision of consultative advice on Acquisition and Assistance policies and procedures to external groups (e.g., other USG agencies, NGOs, public international organizations (PIOs), for-profit contractors, other donors, etc.).

h. Serves as a key trainer and advisor for Foreign Service National (FSN) Acquisition and

Assistance staff and Agreement/Contracting Officer Representatives (AOR/COR) providing advice, training and support for FSNs. The training/mentoring will be broad-based, to include job-specific technical training, informal day-to-day training and sharing of experience-based knowledge.

i. Responds to protests, audits and limited financial review findings and recommendations by researching and developing necessary analysis, documentation, and history of the awards. Works with the Regional Legal Officer in preparing the Mission’s position and provide assistance to the Supervisory Contracting Officer to support the Government's defense on protests to the GAO, and programmatic and financial audits conducted by the

OIG.

4. Supervisory Relationship: The incumbent is under the day-to-day and technical supervision of the Supervisory Contracting Officer (SCO). The SCO will provide technical guidance on specific contracting procedures and regulations as/when deemed necessary and/or appropriate. All documents presented to the SCO for signature (whether routine or complex) should be complete, in final form and rarely require major editorial changes, corrections or revision.

5. Supervisory Controls: The SCO will: (1) establish annual work objectives and performance measures in collaboration with the supervised employee; (2) review accomplishments to ensure compliance with Agency policy; (3) provide feedback throughout the year; (4) develop an Individual Development and Learning Plan (IDLP); (5) ensure implementation of best practices in contract/commodity procurement in support of Mission Strategic Objectives and overall program goals; and (6) prepare the required annual Performance Evaluation

Report(s) obtaining 360 degree input from Mission staff. In addition, the SCO approves time and attendance and leave requests, and recommends disciplinary action, when/as appropriate.

Employee exercises initiative and judgment in independently performing work. Technical review of work is for compliance with Federal and/or Agency acquisition policies and regulations.

12. PHYSICAL DEMANDS:

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education

A Bachelor’s degree or equivalent from a four-year U.S. university degree (equivalency accreditation if a non-U.S. institution) in accounting, law, business, finance, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management is required.

2. Work experience: A minimum of seven (7) years of professional experience in acquisition and assistance functions. Demonstrated prior experience and ability to exercise independent judgment in a full range of pre-award, award, and post-award responsibilities including procurement planning, solicitations, analysis and evaluation of proposals, negotiation and award of acquisition and assistance instruments, cost and price analysis, administration, termination, negotiation of changes, execution of options, investigation and resolution of contractors delays, contractor performance appraisal, subcontractor surveillance and disposition of claims.

3. Language proficiency: Fluency in English language, spoken, written, and reading ability.

III. EVALUATION AND SELECTION FACTORS

The Government may award a contract without discussions with offerors in accordance with FAR

52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.

Factor #1: Knowledge, (30 points)

Knowledge of public and/or private-sector business processes is required. Demonstrated professional-level knowledge of procurement regulations and contracting policies and principles, including the latest A&A procedures and techniques and/or knowledge and understanding of how to execute and administer a complex acquisition and assistance portfolio is required, particularly as it relates to acquisition through methods of negotiation, sealed bidding, simplified acquisition procedures, and that result in standard and established contract types. Achievement of FAC-C Level II certification.

Factor #2: Skills and Abilities (30 points)

The incumbent must be able to work independently in a highly demanding environment and capable of handling tasks with varying deadlines. The ability to plan, organize and manage complex negotiations and administer complex A&A activities is required. The ability to apply contracting and assistance regulations, procedures, and policies to complex acquisition and assistance programs, is required. Ability to manage the competition phase of new agreements and contracts and to perform cost or price analysis in both a competitive and non-competitive environment is required. Skill in solving practical problems relating to A&A is required.

Ability to multitask and work in a team environment. Demonstrated ability to lead team(s) and provide strategic advice on highly complex, time sensitive procurements.

Demonstrated ability to maintain and adhere to high standards of professional conduct. Good analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. The ability to work calmly, tactfully, and effectively under pressure is essential, as well as the ability to maintain strict confidentiality, and meet all standards of conduct/ethics standards in accordance with US law throughout all phases of the

A&A process, is required.

Factor #3: Communication skills (20 points)

Demonstrated excellence in oral communication in English and strong writing skills. Ability to understandably and clearly communicate complex and difficult policy and programmatic issues to knowledgeable layperson without oversimplifying and be able to transfer knowledge/mentor other team members. Proven ability to evaluate and interpret policy directives and regulations, produce technical documents and to effectively communicate to internal and external stakeholders and produce technical documents.

https://www.acquisition.gov/browse/index/far

Factor #4: Supervisory experience (20 points)

Demonstrated experience in successfully leading and managing team(s), direct supervisory experience where the incumbent provided technical guidance and direction to subordinates, managed their performance, and successfully and effectively transferred knowledge. Experience mentoring, coaching, and training others.

IV. SUBMITTING AN OFFER

1. Eligible offerors are required to complete and submit the offer form AID 309-2, “Offeror

Information for Personal Services Contracts with Individuals,” available at http://www.usaid.gov/forms.

2. A signed Cover Letter of no more than two pages

3. Resume or the most recent Curriculum Vitae (CV). The CV/resume must contain enough relevant information to evaluate the application in accordance with the stated evaluation criteria.

To ensure consideration of applicants for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter, as well as using the address/delivery point specified in this solicitation.

4. Supplemental document with written responses to the evaluation factors describing specifically what experience, training, education, etc., the applicant has received relevant to each selection criteria (maximum 3 pages).

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

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

7. List of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone and e-mail numbers. The applicant’s references must be able to provide substantive information about his/her past performance and abilities. USAID/Malawi reserves the right to obtain from previous employers, relevant information concerning the applicant’s past performance and may consider such information in its final decision. At least one reference must be from a current or former supervisor. Reference checks will be done on selected applicants only. If an applicant does not wish for the current employer to be contacted as a reference, this should be stated in the applicant’s cover letter. The interviewing committee will delay such reference check pending communication with the Applicant.

8. Late Submissions: Qualified individuals should note that applications must be received by the closing date and time at the address specified in the cover letter or they will not be considered eligible for evaluation or award, unless the Contracting Officer determines that the documents were mishandled by the receiving agency. The closing time for the receipt of applications is 5:00 pm, local time, on the date specified on the cover letter to this solicitation. You are directed to

Federal Acquisitions Regulation, Part 15.208 “Submission, modification, revision, and withdrawal of proposals” for further information. USAID/Malawi reserves the right not to award any contract as a result of this solicitation.

9. Phone interview(s): may be conducted with most highly rated Applicants only. The purpose of a phone interview may be to facilitate USAID’s proper understanding of the Applicant-provided information for Section IV: Evaluation Criteria, in order for the assigned a numerical score to reflect a well-informed bases. Although the interview is not subject to scoring, if and when information gained by USAID during the interview substantively adds to or detracts from

USAID’s initial understanding based on the Applicant’s written submittal, an adjustment in a particular score may be justified.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

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

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

1. AID 309-2

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

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

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

** Forms 2 through 4 shall be completed only upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

VI. BENEFITS/ALLOWANCES:

As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances: (NOTE: An individual defined as a Resident Hire employee may only be eligible for those benefits listed under item A below.)

A. BENEFITS:

1. Employee's FICA Contribution

2. Contribution toward Health & Life Insurance

3. Pay Comparability Adjustment

4. Eligibility for Worker's Compensation

5. Annual & Sick Leave

6. Access to Embassy medical facilities, commissary and pouch mail service

B. ALLOWANCES (If Applicable):

Section numbers refer to rules from the Department of State Standardized Regulations

(Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

1. Temporary Lodging Allowance (Section 120) http://www.usaid.gov/forms https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

2. Living Quarters Allowance (Section 130)

3. Post Allowance (Section 220)

4. Supplemental Post Allowance (Section 230)

5. Post Differential (Chapter 500)

6. Payments during Evacuation/Authorized Departure (Section 600) and

7. Danger Pay (Section 650)

8. Educational Allowance (Section 270)

9. Separate Maintenance Allowance (Section 260)

10. Educational Travel (Section 280)

* Standardized Regulations (Government Civilians Foreign Areas).

VII. TAXES

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

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING

TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a

U.S. Citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clause

“General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award as described below:

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES

(DESCRIPTION)

QUANTITY

(C)

UNIT

(D)

UNIT

PRICE

(E)

AMOUNT

(F)

0001 Base Period -

Compensation, Fringe

Benefits and Other

Direct Costs (ODCs)

- Award Type: Cost

- Product Service

Code: [e.g. R497]

- Accounting Info:

[insert one or more citation(s) from

Phoenix/GLAAS]

1 LOT

$ _TBD__

$_TBD at

Award after negotiations with

Contractor_

1001 Option Period 1 –

Compensation, Fringe

Benefits and Other

Direct Costs (ODCs)

- Award Type: Cost

- Product Service

Code: [e.g. R497]

- Accounting Info:

[insert from negotiations

2001 Option Period 2 –

Compensation, Fringe

Benefits and Other

Direct Costs (ODCs)

- Award Type: Cost

- Product Service

Code: [e.g. R497]

- Accounting Info:

[insert from negotiations

3. Acquisition and Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.

4. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for

Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations .

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