Solicitation_EXO Advisor.docx

SOL-687-HR-18-001

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SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC) Position: Executive Office Advisor, GS-15

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 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 underrepresented 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 costs incurred in the preparation and submission of an offer.

Any questions must be directed in writing to the Point of Contact specified in this solicitation.

Sincerely, Orion Yeandel Contracting Officer

72068725R00004 Executive Office Advisor (GS-15) Page 2/13

U.S. Agency for International Development

C/O AMERICAN EMBASSY

B.P. 5253 – Antananarivo 101

MADAGASCAR

Tel: 261 20 23 480 00 Fax: 261 20 23 480 35 www.usaid.gov

ATTACHMENT

Solicitation for U.S. Personal Services Contract Executive Office Advisor, GS-15

I. GENERAL INFORMATION

1. SOLICITATION NUMBER 72068725R00004

2. ISSUANCE DATE 12/09/2024

3. CLOSING DATE 12/29/2024

5. POSITION TITLE Executive Office Advisor

6. MARKET VALUE:

Annual rate at $147,957 – $191,900 equivalent to GS 15. Final compensation will be negotiated within the listed market value

7. PLACE OF PERFORMANCE:

USAID/Madagascar - U.S. Embassy, Lot 207 A, Point Liberty, Andranoro Antehiroka - Antananarivo 105 Madagascar, with possible travel as stated in the Statement of Duties.

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. Travel requirements: There may be requirements for field or regional trip assignments.

8. PERIOD OF PERFORMANCE:

The base period will be one year, estimated to start on or about April 2025. Based on Agency need, the Contracting Officer may exercise additional option periods for two years for the dates estimated as follows:

Option Period 1

April 2026 – April 2027

Option Period 2

April 2027 – April 2028

9. ELIGIBLE OFFERORS:

This vacancy is open to U.S. Nationals (USN) only. USN means an individual who is a U.S. citizen, or a non-U.S. citizen lawfully admitted for permanent residence in the United States of America.

10. SECURITY LEVEL REQUIRED:

Facility and Access Clearance.

11. STATEMENT OF DUTIES:

BACKGROUND

Situated in the Western Indian Ocean on the strategic Mozambique Strait, Madagascar is richly endowed with vast natural resources, including critical minerals and unique biodiversity, and an expanding youthful population predisposed to American values. The country offers promising opportunities for stronger partnership at local, regional, and global levels on a range of pressing U.S. challenges and national interests. Cycles of political instability, weak governance and corruption, and crippling levels of poverty and inequality have held back Madagascar’s political and economic development and the U.S. -Madagascar bilateral relationship. Madagascar is the only country in the world free of violent conflict to have become poorer since independence. Today, over 81% of Malagasies live in extreme poverty. USAID priorities in Madagascar are expanding rapidly. Following a 2009 coup that unseated the democratically elected president, USAID suspended its programs and downgraded its presence to a Country Office. In 2016, USAID/Madagascar was reinstated to full mission status, and the program size and scope has grown continuously since then. Led by USAID, the USG is now Madagascar’s largest bilateral donor.

USAID/Madagascar’s mandate is supported by a $171 million FY 2023 program budget and 83 staff and delivered through a $500 million portfolio. The CDCS aims to improve Malagasies’ well-being and resilience, reduce their dependence on foreign and humanitarian assistance, and enable them to meet their own development needs. The Mission achieves its humanitarian and development objectives through a portfolio of ongoing programs for access to quality healthcare (maternal and child health, malaria, family planning, and water and sanitation), biodiversity conservation and natural resources management, climate change mitigation and adaptation, renewable energy, food security and resilience, and extensive emergency assistance. As part of its approach, the Mission is expanding private sector partnerships; deepening engagement with local actors; strategically addressing DEIA challenges; integrating climate change programming; bolstering health system resilience; and transitioning from humanitarian to longer term development assistance. In 2024, Madagascar became one of three USAID countries to be chosen as a Humanitarian to Development Peace Champion Country, and in 2023 was named a new FtF Target and Resilience Focus Country, Global Health Security Intensive Partner Support, and Primary Impact Country. The Mission is developing comprehensive new multi-sector programs to address food insecurity and disease outbreak threats. After a 15-year absence from the sector, the Mission launched a new basic education program. After taking on responsibility for the Non-Presence Country Comoros in 2022, the Mission is rolling out a modest set of programs to advance the neighboring Indian Ocean Island nation’s development.

BASIC FUNCITON

The Executive Office Advisor position serves as the Acting Executive Officer and reports directly to the Mission Director. In accordance with AID policy (Automated Directives System 527) the EXO serves as the principal advisor to the Mission Director and Mission staff with full responsibility for providing leadership, advice and staff support in the administrative management functional areas. In this capacity s/he is tasked with developing innovative methods for providing improved administrative and logistical support services. The Executive Office Advisor is the focal point and is responsible for ensuring that adequate management and logistical support is provided for all mission administrative services.

SPECIFIC DUTIES AND RESPONSIBILITIES

a. Human Resources Management

- Participate with the US Embassy and other US agencies in joint personnel operations discussions.

· Oversee the management of the Mission employment program for USDH, USPSC, and CCNPSCs, both long and short-term, local-hire and offshore and both OE-funded and project-funded, in a manner that will include knowledge transfer to the local FSN staff.

· Oversee the personnel contracting functions.

· Ensure that NSDD-38 approvals are in place for all offshore positions. The incumbent is responsible for working with HCTM on cables, DIP titles, and other required approvals.

· Coordinate training and staffing development opportunities for the mission and oversee the Mission Awards program; provide guidance and participate in the Mission Training Committee activities.

· Counsel employees and their families on a wide range of subjects, including allowances, education, equal opportunity, career development, onward assignments, and employee relations.

· Ensure that accurate personnel data is input into HR automated systems and is reflected in Washington Staffing Patterns and reports.

· Oversee Missions compliance with Foreign Service annual performance management processes and deadlines. The incumbent is also responsible for space planning for Mission staffing and any new positions.

· Oversee the various Mission reports, Mission Orders, Notices, correspondence, memorandum, including recruitments, selections, and contracting.

b. Travel and Transportation Responsibilities:

· Oversee the travel management functions for USAID/Madagascar, especially the coordination of arrivals and departures of offshore Mission staff.

· Assure proper check-in and check-out processing and clearances, travel to/from post, and the provision of housing accommodations for USAID/Madagascar personnel assigned to post, and for employees on temporary duty (TDYers). The incumbent needs to be thoroughly familiar with US Government regulations on travel and transportation.

· Develop processes and procedures to deal with Mission travel needs in the most effective and efficient way.

· Interpret Federal Travel Regulations, Mission travel policies and other travel regulations; provide guidance to the traveler and mission management on travel rules and regulations.

c. Budgetary, Financial Planning & Procurement Responsibilities:

· Collaborate in developing the Operating Expense (OE) budget for the Mission in coordination with the Controller.

· Collaborate with Program and Technical Offices in the formulation of the annual budget resource requirements; and directs the administration of the OE budget, ensuring prompt and legal obligation of funds

· Monitor OE-funded obligations for responsible liquidation and compliance with the forward funding policy.

· Oversee the procurement of all Mission offices. The incumbent needs to be thoroughly familiar with US Government regulations on procurement.

· Solicits, evaluates, negotiates, and awards contracts with individuals (personal services contracts), commercial organizations, educational institutions, nonprofit organizations, and local or foreign governments for furnishing products, services, construction, or real property.

· Responsible for identifying the need for procurement and developing the appropriate acquisition documents. Investigates and develops alternative means of supply.

· Develop processes and procedures to deal with Mission procurement needs in the most effective and efficient way.

· Ensure administrative closeout of awards and de-obligation of any residual balances.

· Ensure coordination with the Controller, that obligations are consistent with Agency funding policies and oversee the monitoring of obligated funds and requesting to de-obligate excess or unneeded funds.

d. Administrative Management and General Services

· Carry out the mission's administrative management operations.

· Oversee the planning and management of the mission's personal property acquisition, management, and disposal programs.

· Serve as the Mission representative to the Interagency Housing Board.

· Oversee the planning and management of the mission's communications and records program.

· Oversee the day-to-day operations of the Information Technology Unit, including all hardware and software applications.

· Serve as the Information Systems Security Officer (ISSO).

· Explore and develop opportunities for improving USAID services to customers.

e. Interagency Administrative Support Services

· Represent the Mission in overseeing the effective participation for the Interagency Cooperative Administrative Support Services (ICASS); attend the periodic platform meetings with the Mission Director.

· Coordinate with the Mission Controller and ICASS services provider.

· Monitoring and ensuring that the type, level, and charges for services to ensure conformance with support agreements and USAID regulations.

f. Security and Safety

· Serve as the Unit Security Officer for the mission and, in collaboration with the USAID Office of Security (SEC), ensuring compliance with required security programs.

· Oversee the emergency notification systems covering all US and local national employees, TDY visitors, and contractor staff.

· Responsible for the office and residential evacuation, equipment and procedures.

· Ensure compliance and operation of safety and security programs.

· Liaise with RSOs

SUPERVISORY RELATIONSHIP

The USPSC Executive Office Advisor will work under the general supervision of the Mission Director or designee.

SUPERVISORY CONTROLS

The Advisor is expected to work with a high degree of independence, and be considered an expert, consulted by specialists and senior managers. S/he must be able to establish priorities, set, adhere, and engender compliance from other staff on deadlines, and perform responsibilities and duties with minimal guidance. Very general guidance is provided periodically. Once general assignments are set, the Advisor is required to exercise extensive judgment in planning and carrying out tasks, including the specific approach to be taken, the resolution of problems and conflicts, and the meeting of deadlines. Completed work is only reviewed for conformance. The Advisor is expected to establish an annual work-plan with appropriate objectives and performance measures; review own work outputs and deliverables to ensure compliance with Agency policies, and implementation of best practices; and seek input independently from USAID/Madagascar staff, managers, and external stakeholders.

11. PHYSICAL DEMANDS:

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

1. Education Minimum of a bachelor’s degree, in human resources management, business administration, management, public administration, or in related fields is required. Candidates should possess a current, valid and up-to-date Federal Acquisition Certification in Contracting (FAC-C) (Professional) certification and be eligible to easily re-obtain an appropriate warrant certificate.

2. Prior Relevant Work Experience Ten (10) years of progressively responsible experience in performing and supervising USG management operations or overseas experience specifically related to administrative management for a large and complex organization, including space planning, property management, procurement, contracting, USG travel, training, and personnel management required. The incumbent must have proven experience providing day-to-day direction in support of administrative and operational needs of a large and complex regional mission. Incumbent must have experience working in a team setting. S/he must have experience representing office at higher levels within the organization.

3. Language Fluency (Level IV) in English Language.

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.

After the closing date, offerors who meet the minimum qualifications on education and prior work experience will be further evaluated by a technical evaluation committee (TEC) in accordance with the selection factors below. Offerors must address these factors in the required supplemental document, see Section IV, item 3, to enable the TEC to evaluate the offerors competitive range.

The TEC may conduct interviews with the most highly ranked candidates before making a recommendation to the Selecting Official. The successful candidate will be selected based on a review of their qualifications and reference checks. The TEC may conduct reference checks, including references from individuals who have not been specifically identified by the offeror, and may do so before or after a candidate is interviewed.

SELECTION FACTORS

Knowledge/Experience (50 points)

· A minimum of 10 years relevant professional experience in government administrative services support in developing countries, including experience in institutional capacity assessment, and strengthening.

· Demonstrated knowledge of policy, technical and operational aspects of government contracting, travel and human resources management.

· Direct work experience with an international organization and/or donor agency; a thorough working knowledge of USG operations, regulations, policies, procedures, and programs desirable.

· Extensive knowledge of USAID (AIDAR) and Federal Acquisition Regulations (FAR), USAID assistance regulations, OMB Circulars, the USAID Automated Directive System and USAID A&A Policy Directives and Contract Information Bulletins is required.

Skills/Abilities (50 points)

· Superior writing skills.

· Leadership and supervisory management skills

· Superior interpersonal and communication skills including ability to collaborate with host-country officials and interact with partners, contractors, and other stakeholders at senior levels.

· Proven ability to work effectively in a team environment and communicate highly technical information to both expert and lay audiences, and achieve consensus on policy, project, research, and administrative matters.

· Ability to readily understand, analyze and discuss issues around institutional capacity strengthening and development practices. Ability to facilitate meetings and make oral presentations logically and persuasively to senior officials and partners in a multi-cultural context.

· Superior ability to work independently, plan work, complete assignments, and lead a team to complete assignments according to established deadlines.

IV. SUBMITTING AN OFFER

DOCUMENT REQUIRED

1. AID 309-2, Offeror Information For Personal Services Contract Form Please complete and submit a signed form AID 309-2, “Offeror Information For Personal Services Contracts”, available at the USAID website, https://www.usaid.gov/forms.

2. Resume/Curriculum Vitae with month and year (to/from date) of each position held.

3. A supplemental document that specifically explains how the offeror meets each of the selection factors listed in Section III.

4. Photocopy of former warrant certificates.

5. USAID has a zero-tolerance policy for sexual misconduct with the goal of fostering a respectful, safe, healthy and inclusive work environment. USAID maintains policies and procedures to establish a workplace free of sexual misconduct as described in Agency policy at ADS Chapter 113, Preventing and Addressing Sexual Misconduct.

By acceptance of the contract, the contractor acknowledges having read, and agrees to abide by, the Agency’s ADS 113 policies and procedures.

SELF CERTIFICATION

Please sign and submit a Sexual Misconduct Self-Certification related to sexual misconduct, see hyperlink here.

SUBMISSION OF OFFER

· Offers must be submitted to the e-mail address: antananarivoUSAIDHR@usaid.gov

· Subject line of your email should read: “EXO Advisor [your name]”

· E-mail attachments should be in Adobe Acrobat Reader format (.pdf) and/or Word format (.doc or .docx)

· Offers must be received by the closing date and time specified in Section I, item 3.

V. LIST OF REQUIRED FORMS PRIOR TO AWARD

A contract will be awarded after the receipt of the medical and security clearances from the selected offeror. The CO will provide instructions about how to complete and submit the following forms after an offeror is selected. Other additional forms may be required to be completed.

If medical and security clearances are not obtained within a reasonable period, the CO reserves the right to rescind the intent of position offering.

For Medical clearance for offeror and authorized dependents

· DS-1843 Medical History and Examination

· DS-3057 Medical Clearance Update (MCU) Available at https://www.state.gov/forms-medical-clearances/.

For Security clearance:

· SF-85, Questionnaire for Non-Sensitive Positions

· OF-306, Declaration of Federal Employment

· SF-86, Questionnaire for National Security Positions

· SF-87, Fingerprint Card

· AID 500-4, Fair Credit Reporting Act of 1970, as Amended)

· AID 6-85, Foreign Activity Data (

For Contracting purpose:

· OF-126, Residence and Dependency Report

· SF-144-A, Statement of Prior Service – Worksheet

· W4

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) Leave and Holidays

(f) Eligibility for Worker's Compensation

(g) Relocation Expense Benefit

2. 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

(a) Post Allowance (Section 220)

(b) Post Differential (Chapter 500)

(c) Separate Maintenance Allowance (Section 260)

(d) 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 PSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR): available at https://www.usaid.gov/ads/policy/300/aidar 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”.

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:

AMOUNT (F)

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

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: OE

Award after negotiations with Contractor

and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: OE

Award after negotiations with Contractor

and Other Direct Costs (ODCs)

- Award Type: Cost

- Product Service Code: R497

- Accounting Info: OE

Award after negotiations with Contractor

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.

· AAPD22-02 Telework and Remote Work Policy for U.S. Personal Services Contracts with Individuals

· AAPD 21-05 Revised and Expanded Fringe Benefits for U.S. Personal Services Contractors

· AAPD 21-01 Applicability of FAR 4.21 to USAID personal services contracts with individuals under the AIDAR Appendices D and J

· AAPD10-01: Changes in USG Reimbursement Amounts For Health Insurance And Physical Examination Costs

· AAPD 06-10: PSC Medical Expense Payment

· AAPD 06-08: Using the Optional Schedule to Incrementally Fund Contracts

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/resources_standards-of-conduct

5. 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

6. FAR Provisions Incorporated by Reference

The following FAR clauses are hereby incorporated by reference in accordance with FAR 52.252-2, “Clauses Incorporated by Reference.” The full text of each clause may be accessed on the Internet at this address: https://www.acquisition.gov/far/index.html

JUN 2020

JAN 2011

52.204-27

JUN 2020

APR 1984

APR 1984

FEB 2021

MAR 1990

MAY 2014

APR 1984

APR 1984

MAY 2014

APR 1984

APR 1984

FEB 1997

FEB 1998

[SEE PRESCRIPTION FAR 22.1705, REPLACES FORMER GP 27]

NOV 2021

USAID IS AN EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER AND PROVIDES EQUAL OPPORTUNITY AND FAIR AND EQUITABLE TREATMENT IN EMPLOYMENT TO ALL PEOPLE WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN, AGE, DISABILITY, POLITICAL AFFILIATION, MARITAL STATUS, OR SEXUAL ORIENTATION.

END OF SOLICITATION

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