Solicitation Executive Office Support Specialist 72052724R00006.pdf

SOLICITATION NUMBER: 72052724R00006

ISSUANCE DATE: July 23, 2024

CLOSING DATE AND TIME: August 22, 2024 at 17:00 (Lima time)

SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC) Resident Hire Executive Office Support Specialist, GS-10 equivalent

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, Sections I through V of this solicitation.

Incomplete or unsigned offers will not be considered. Offerors should retain copies of all Offer materials for their records.

USAID will evaluate all offerors based on the stated evaluation criteria. USAID encourages all individuals, including those from disadvantaged and under-represented groups , to respond to the solicitation.

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 I.

Sincerely, Dion Glisan Contracting Officer USAID/Peru

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72052724R00006

2. ISSUANCE DATE: July 23, 2024

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 22, 2024 at 17:00 (Lima time)

4. POINT OF CONTACT: Human Resources Office, email at limausaidhr@usaid.gov

5. POSITION TITLE: Executive Office Support Specialist

6. MARKET VALUE: $56,528 - $73,484 equivalent to GS-10 Final compensation will be negotiated within the listed market value and will include Locality Pay for domestic USPSCs based on the location of the Official USAID Worksite, or the approved alternative worksite if approved for remote work. USPSCs performing overseas are not entitled to Locality Pay. Salaries over and above the top of the pay range will not be entertained or negotiated. This is a resident-hire position. It does not include offshore benefits such as housing, post differential, and post allowance.

7. PLACE OF PERFORMANCE: USAID/Peru. Overseas USPSCs may be authorized to telework or remote work only from a location within the country of performance, in accordance with Mission policy. Telework or remote work from outside the country of performance may only be authorized in certain situations in accordance with the terms and conditions of the contract.

8. PERIOD OF PERFORMANCE:

The period of performance will be from o/a September 2024 to September 2025.

9. ELIGIBLE OFFERORS: Be a U.S. citizen or permanent resident/registered alien (“green card holder”). This solicitation is open to Resident-Hire U.S. Nationals who are currently residing in

Peru and legally permitted to work in the country without needing a work permit.

10. SECURITY LEVEL REQUIRED: Facility Access

11. STATEMENT OF DUTIES:

A. BASIC FUNCTION OF THE POSITION:

The incumbent serves as a Resident-Hire Personal Services Contractor focused on Executive Office Support for USAID/Peru. Previous experience in information technology, administrative/business management or experience in a position that requires closely related skills, such as program management, operations, developing and implementing management procedures, procurement, human resources or any combination thereof is preferred. The incumbent will assist the three-person IT team with needed tasks and support the executive office with administrative functions.

mailto:limausaidhr@usaid.gov

B. MAJOR ROLES AND RESPONSIBILITIES:

Information Technology (IT) Customer Support and Network Administration - 50%

● Providing technical assistance to staff on hardware and software issues as needed.

Problem solving IT issues, including providing support for Mission-issued laptops, iPads, and iPhones and video conferencing (primarily through Google Meets).

● Assisting with the management of the ServiceNow platform by processing all customer requests, assigning to appropriate REXO/IT team members, and closing all tickets upon completion of requests. Incumbent will be trained on the Services Now system when hired.

● Providing support to update and maintain USAID/Peru’s Intranet page.

● Supporting in the maintenance of an accurate inventory of Mission’s IT assets, supplies, parts, and spare equipment including inspecting and registering new equipment, keeping track of all property and transactions, reporting incidents of lost or stolen equipment to the appropriate security office, and following procedures to dispose of equipment.

● Developing and delivering training sessions on using application software such as

Microsoft Office and Google Suite, as needed.

● Assisting the IT Team with system administration/maintenance, maintaining documentation of technical processes and updating Standard Operating Procedures

(SOPs) for IT processes

● Assisting the IT team with researching and recommending new technologies, including artificial intelligence tools, in accordance with CIO guidelines and policies.

Regional Executive Office Support - 50%

● Provides general administrative management support and helps to organize Executive

Office work priorities. Provides guidance and advice to EXO sections and participates in the decision-making process in Mission administrative management issues

● Reviewing processes and procedures to streamline Mission functions to reduce administrative and bureaucratic burdens (i.e. new employee check in, check out procedures etc.).

● Records Management assistance for USAID/Peru and regional clients.

● Organizing and maintaining an Intranet structure and Google Drive shared folders to share information.

● Assisting with managing USAID document clearing system APECS.

● Assist with GoMBC implementation for local staff evaluations.

● Assisting with coordinating training courses that USAID/Peru will bring to the Mission.

● Assisting with running reports for the Services Now ticketing system to understand EXO offices response time on tasks and identify outstanding tickets that need to be addressed.

● Supporting Emergency Preparedness and (as appropriate) Emergency Response / Disaster

Relief Operations.

● Providing surge support or filling gaps in areas such as administrative and general services, procurement, human resources, etc.

● Knowledge Management point of contact for the Mission, which includes being a champion of a knowledge management culture and correctly, widespread use of the Mission’s knowledge base.

C. SUPERVISORY RELATIONSHIP:

The direct supervisor of this position is the Supervisory Regional Executive Officer.

D. SUPERVISORY CONTROL:

The incumbent will not have supervisory responsibilities.

12. PHYSICAL DEMANDS:

Work is mostly sedentary, but there is some traveling required to project to sites, facilities and in-country.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Bachelor's degree (Minimum of four years of post secondary studies) is required.

Experience: A minimum of three years of progressively responsible experience in information technology, business management and administration, or a position that requires closely related skills, such as program management, operations, developing and implementing management procedures, procurement, human resources or any combination thereof is required.

Language: Level IV speaking, reading and writing (Fluent) ability in English

Job Knowledge:

Practical knowledge of computer application software such as the Microsoft Office, Google Suite, and common business applications and/or previous experience in administrative/business management or experience in a position that requires closely related skills, such as program management, operations, developing and implementing management procedures, procurement, human resources or any combination thereof is required. The incumbent must be able to understand and apply Agency policies, USG regulations, and consistently follow through on routine procedures for IT and EXO related functions.

Leadership, managerial, and customer service skills are paramount to the success of the function of this position. The job holder must be able to work diplomatically and effectively under pressure, with the ability to multitask in the performance of daily activities and responsibilities.

Must have strong technical and analytical skills to troubleshoot and resolve issues. Exceptional interpersonal skills, with the ability to work with staff at all levels, interagency partners, and other key stakeholders, are required.

Skills and Abilities:

The incumbent must have:

● Strong leadership, interpersonal/teamwork, and customer service skills, including the ability to work collaboratively in a multicultural/multilingual, team-based environment.

● Proven, demonstrated ability to work independently under tight deadlines and heavy workload within agreed upon parameters with minimal supervision or guidance and while exercising sound judgment is required.

● Strong learning agility and the ability to adapt effectively to new or changing situations.

Strong organizational and time management skills.

Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.

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. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far

The technical evaluation committee may conduct reference checks, including references form individuals who have not been specifically identified by the offeror, and may do so before of after a candidate is interviewed.

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

1. Offerors who clearly meet the aforementioned minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents and ranked based on the below evaluation and selection factors. A competitive range will be established of the highest-ranked offerors, who may be further evaluated through technical tests and interviews to determine the most qualified/highest-ranked offerors.

2. Reference checks will be conducted with the highest-ranked offerors.

3. Evaluation and Selection Factors. Applicants meeting the required qualifications of the position will be evaluated based on information presented in the application and obtained through reference checks. The following is the evaluation criteria for this position:

• Experience: Experience in administrative duties, customer service, and information technology (40%)

• Communication: Written and Oral Communication Skills (30%)

• Skills and Abilities: (30%)

Satisfactory Professional Reference Checks – Pass/Fail

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 cover letter of no more than 1 page that demonstrates how the Offeror’s qualifications meet the evaluation and selection factors in section III of this solicitation.

3. A resume or curriculum vitae (CV) which, at a minimum, describes education, experience, and career achievements relevant to the evaluation and selection factors in section III of this solicitation.

4. Names of three professional references that have knowledge of the offeror’s ability to perform the duties set forth in the solicitation, including current and accurate contact information. This information may be included in in cover letter, resume/CV, or in a separate document.

5. Proof of U.S. Citizenship or Permanent Residency

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

7. Offerors submissions must clearly reference the Solicitation number on all offeror submitted documents.

http://www.usaid.gov/forms

8. Ensuring Adequate COVID-19 Safety Protocols for Federal Contractors- The Offeror will be required to show proof that the Offeror is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit and approved reasonable accommodation o the CO. If the contractor does not meet this requirement the contract may be terminated. *

*See Notice Regarding Any Court Order Affecting the Implementation of E.O. 14042 in Section VIII below.

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. Contractor Employee Biographical Data Sheet (AID 1420-17)

2. Form AID 309-2, “Offeror Information for Personal Services Contracts with Individuals”

3. Medical History and Examination Form (DS-1843) **

4. Questionnaire for Sensitive Positions (SF-86) ** or

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

6. Fingerprint Card (FD-258) **

** Forms 3 through 6 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

VI. BENEFITS AND ALLOWANCES

As a matter of policy, and as appropriate, a USPSC is normally authorized the following benefits and allowances:

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance

(c) Pay Comparability Adjustment

(d) Annual Increase (pending a satisfactory performance evaluation)

(e) Eligibility for Worker's Compensation

(f) Leave and Holidays http://www.usaid.gov/forms

2. ALLOWANCES:

Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101

a) Temporary Lodging Allowance (Section 120)

b) Living Quarters Allowance (Section 130) c)Post Allowance (Section 220)

d) Supplemental Post Allowance (Section 230)

e) Separate Maintenance Allowance (Section 260)

f) Education Allowance (Section 270)

g) Education Travel (Section 280)

h) Post Differential (Chapter 500)

i) Payments during Evacuation/Authorized Departure (Section 600)

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. ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS (OCT

2021)-Alternate 70 (OCT 2021) (M/OAA-DEV-FAR-22-01c)

(a) Definition. As used in this clause - United States or its outlying areas means—

(1) The fifty States;

(2) The District of Columbia;

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

(4) The territories of American Samoa, Guam, and the United States Virgin Islands; and https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

(5) The minor outlying islands of Baker Island, Howland Island, Jarvis Island, Johnston Atoll, Kingman Reef, Midway Islands, Navassa Island, Palmyra Atoll, and Wake Atoll.

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

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

(End of clause)

Notice Regarding Any Court Order Affecting the Implementation of E.O. 14042 USAID will take no action to enforce the clause (FAR 52.223-99) implementing the requirements of Executive Order 14042, absent further written notice from USAID, where the place of performance identified in the contract is in a U.S. state or outlying area subject to a court order prohibiting the application of requirements pursuant to the

Executive Order (hereinafter, “Excluded State or Outlying Area”). In all other circumstances, USAID will enforce the clause, except for contractor employees who perform substantial work on or in connection with a covered contract in an Excluded State or Outlying Area, or in a covered contractor workplace located in an Excluded State or Outlying Area. A current list of such Excluded States and Outlying Areas is maintained at https://www.saferfederalworkforce.gov/contractors/.

3. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms

ITEM

NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

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

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: to be specified in the award

1 LOT $TBD $TBD at award after negotiatio ns with contractor

4. 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

AAPDs/CIBs specifically applicable to this position include:

AAPD 16-03: Expanded Incentive Awards for Personal Services Contracts with Individuals https://www.usaid.gov/forms http://www.usaid.gov/work-usaid/aapds-cibs http://www.usaid.gov/work-usaid/aapds-cibs

AAPD 15-02 REVISED - Continuation of Deviation from the ‘Leave and Holidays’ clause, including Family and Medical Leave, for U.S. Personal Services Contractors

AAPD 10-03 Amendment 1: AIDAR, Appendix D: Implementing Benefits For Same-Sex Domestic Partners of USPSCs

AAPD 10-01: Personal Services Contracts -- Changes in USG Reimbursement Amounts for Health Insurance and Physical Examination Costs

AAPD 06-10: PSC Medical Expense Payment Responsibility

5. Ethical Conduct. By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. See https://www.oge.gov/web/oge.nsf/OGE%20Regulations

6. PSC Ombudsman The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency.

Please visit our page for additional information: https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman

The PSC Ombudsman may be contacted via: PSCOmbudsman@usaid.gov.

[End of Solicitation] https://www.oge.gov/web/oge.nsf/OGE%20Regulations