Solicitation-Program Budget and Operations Team Lead (1).pdf

SOLICITATION NUMBER: 72062425R00001

ISSUANCE DATE: November 19, 2024 CLOSING DATE/TIME: December 2, 2024/23:00 GMT

SUBJECT: Solicitation for Resident Hire U.S. Personal Services Contractor (USPSC) as Program, Budget, and Operations Team Lead, USAID/West Africa

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.

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 any offer.

All offers must be submitted to the Point of Contact via email: accrapsc@usaid.gov

Only shortlisted offerors will be contacted.

Any questions must be directed in writing to accrapsc@usaid.gov

Sincerely, Michael Fritz Contracting Officer Regional Executive Office USAID/West Africa mailto:accrapsc@usaid.gov

ATTACHMENT 1 SOL #72062425R00001

I. GENERAL INFORMATION

1. SOLICITATION NO: 72062425R00001

2. ISSUANCE DATE: November 19, 2024

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS December 2, 2024, 23:00

GMT

4. POINT OF CONTACT: USAID/West Africa, Accra; e-mail at accrapsc@usaid.gov

5. POSITION TITLE: Program, Budget, and Operations Team Lead, USAID/West

Africa.

6. MARKET VALUE: $88,520- $115,079 equivalent to GS-13 Final compensation will be negotiated within the listed market value.

7. PERIOD OF PERFORMANCE: Two (2) years, estimated to start o/a 12/2024 with an option of three (3) one-year extensions for a maximum of five (5) years. Exercise of options will depend on continuing need of services, availability of funds, successful performance, and requisite approvals.

Based on Agency need, the Contracting Officer may exercise the additional option periods for up to three (3) years for the dates estimated as follows:

Base Period: o/a 12/2024 to 12/2026 Option Period 1: o/a 12/2026 to 12/2027 Option Period 2: o/a 12/2027 to 12/2028 Option Period 3: o/a 12/2028 to 12/2029

8. PLACE OF PERFORMANCE: USAID/West Africa located in Accra, Ghana

Overseas USPSCs and TCNPSCs not subject to the local compensation plan, 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

9. ELIGIBLE OFFERORS: U.S. citizens/resident aliens who possess valid Ghanaian work and/or resident permit. Proof of citizenship and/or residency must be provided with application. Citizenship, if dual, must be clearly stated.

Resident Hire USPSC.

A U.S. citizen or resident alien who, at the time of contract award, resides in the cooperating country for reasons other than U.S. government or non-U.S. government employment, or under any contract or other arrangement, that provides repatriation to the U.S.; or is a spouse or dependent of a U.S. citizen or resident alien who resides, or will reside, in the cooperating country for the purpose of U.S. government or non-U.S.

government employment, or under any contract or other arrangement that provides repatriation to the U.S.

10. SECURITY LEVEL REQUIRED: Facility Access

11. STATEMENT OF DUTIES

BACKGROUND

This position is located in the USAID/West Africa Regional Health Office (RHO), which implements regional family planning, HIV/AIDS, maternal and child health, malaria, and health system strengthening activities in West Africa (RHO) also oversees bilateral health activities in countries with limited or no USAID presence, such as Togo. Lastly, RHO staff provide technical and programmatic support to USAID Operating Units throughout the region.

BASIC FUNCTION OF THE POSITION

The Program, Budget and Operations (PBO) Team Lead provides programmatic, administrative, financial, strategic communications, and analytical support to RHO. The Team Lead assists RHO team members to plan, monitor, document, and communicate activity-level results. S/he serves as a subject matter expert on a full range of budget activities including budget planning, development, implementation and monitoring. S/he assists CORs, AORs, and Activity Managers to comply with USAID policies and processes. The Team Lead is responsible for overseeing RHO’s approach to collaborating, learning, and adapting (CLA), including the monitoring and the evaluation of health activities and the health program overall. S/he also oversee the operations of RHO, including administrative processes and recruitment. S/he works closely with USAID/West Africa Lifeline Offices, including the Regional Program Office (RPO), the Regional Financial Management Office (RFMO), the Regional Acquisition and Assistance Office (RAAO), and the Regional Executive Office (REXO).

MAJOR DUTIES AND RESPONSIBILITIES

A. Program Support, Analysis, and Coordination (50%)

The PBO Team Lead guides the Regional Health Office staff in various aspects of program support, analysis, and coordination. This includes:

• Leading the preparation of the Operational Plan, Performance Plan Report, Mission Resources Request, and Congressional Budget Justification, and other ad hoc reporting requirements to ensure timely and accurate information is provided when needed.

• Working closely with the RHO Director or designee, lead the preparation of program portfolio reviews, reviewing program and activity level against planned benchmarks and milestones.

• Assisting with the design of new activities by liaising with RAAO colleagues on the preparation of procurement documents such as activity approval memos and cost estimates and by monitoring procurement timelines with RPO and RAAO colleagues.

• Serving as AOR, COR, Activity Manager or alternate as required.

• Tracking progress on activity level work plans for regional health interventions and raising issues to the attention of the appropriate COR/AOR/AM;

• Serving as RHO’s lead point of contact for Demographic and Health Surveys in the region by tracking country requests, liaising with USAID/Washington, and monitoring implementation and spending.

• Overseeing the drafting of key communications such as country updates, monthly updates, BDLs, remarks, social media posts, and articles for RHO’s quarterly online newsletter

ParlerHealth;

• Overseeing RHO’s key analytical functions including activity evaluations, operations research, and CLA approaches;

• Serving as RHO’s main liaison with RPO on program tasks such as amendments to

Regional Development Objective Agreements (RDOAGs);

• Serving as acting RHO Director or Deputy Director, as required.

• Conducting other reporting and activity level analysis duties, as required.

B. Budget Planning and Execution (30%)

The PBO Team Lead oversees the planning and execution of activity and program level budgets.

This includes:

• Serving as RHO’s subject matter expert in the preparation of annual and multi-year office budgets and ensures program budget planning and development are aligned with Mission and Agency priorities.

• Analyzing budget guidance from a variety of sources and guiding RHO staff to ensure compliance.

• Developing obligation documents, action memos, waiver and other documents needed for budget decisions.

• Providing the appropriate fiscal data for funding actions (e.g., incremental funding);

• Preparing field support budgets in coordination with RHO technical staff and RPO;

• Analyzing existing financial data, including pipelines, disbursements, accurals, and forecasted expenditures;

• Advising RHO on budgeting issues and pertinent regulations that apply to the use of

USAID funds by source, type, and duration.

• Serving as RHO’s primary liaison with RFMO on tasks related to budget planning, implementation, and monitoring, including the preparation of quarterly financial reviews.

C. Administration and Operations Management (20%)

The PBO Team Lead oversees the administration and operations of RHO. This includes:

• Coordinating the recruitment of new RHO staff by helping review, update or draft position descriptions, decision memos, NSDD-38 requests, and solicitations.

• Overseeing the on-boarding of new RHO staff by monitoring recruitment timelines and providing support as needed;

• Ensuring that all RHO positions are renewed and funded on time.

• Developing the annual RHO training budget and monitoring its execution.

• Overseeing administrative support provided to RHO staff, including travel and small procurements.

• Working closely with RFMO and Embassy staff in Togo to ensure that ICASS payments are invoiced and paid.

• Serving as RHO’s primary liaison with REXO on administrative issues and supporting

Mission initiatives as required (e.g., burden reduction, financial risk management).

POSITION ELEMENTS

a. Supervision Received: The PBO Team Lead works under the direct supervision of the Regional Health Office Director or his/her designee.

b. Supervision Exercised: The PBO Team Lead will supervise the three staff making up the

PBO Team (i.e., Project Management Assistant, Senior Communications and M&E Advisor, and one Project Management Specialist).

c. Available Guidelines: The incumbent must understand and be knowledgeable of guidelines which include Agency regulations, Automated Directive System requirements, Africa Bureau procedural guidance, Agency procurement guidance, Mission Orders and professional development literature.

d. Exercise of Judgment: A high degree of independent judgment is required in reviewing and documenting activity results, and managing assigned tasks, such as compiling information for quarterly accruals, performing routine data collation and entry into the office’s performance management system, assisting with activity budget analysis, assisting with preparation for portfolio reviews, and responding to ad hoc USAID Washington requests and/or taskers for technical activity related information.

e. Authority to Make Commitments: None

f. Physical Demands/Work Environment: Incumbent will be expected to travel throughout

West Africa for project monitoring 10% of his/her time. While in Ghana, s/he will be assigned an office at the USAID building.

g. Time Requirement to Perform Full Range of Duties: One year

h. Post Entry Training: Post entry training will focus on USG rules and regulations that govern grants, contracts and field support activities; USG activity management and procurement systems; USG technical guidance concerning HIV/AIDS and Family Planning/Reproductive Health. Other formal training, attendance at workshops, seminars and conferences (both internal and external) may be provided from time to time depending on the availability of funds and if determined to be in direct support of activities.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

A. Education:

A master’s degree in development studies, social science, economics, business or public administration, international development or related field is required

B. Experience:

A minimum of ten years of progressively responsible experience in project-related work, which has included analyzing problems, working with teams to develop solutions, writing analytic reports, and using empirical data to improve the effectiveness of the work product is required.

C. Language:

Level IV (fluent) in English is required.

D. Knowledge A solid knowledge of basic development principles, program and project development, research, budgeting, management, and analytical skills to assess activity feasibility is required.

E. Skills and Abilities Ability to analyze activity implementation issues and to develop ways to solve them. Excellent writing and speaking ability. Good interpersonal skills, including an ability to work as a member of a team, build consensus, provide leadership when necessary, and effectively coordinate with internal and external stakeholders in a multi-cultural setting. Ability to organize work, develop schedules, and meet deadlines. Ability to use word processing, e-mail, presentation and spreadsheet computer applications.

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

The technical evaluation committee 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.

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

The following evaluation factors are established:

a. Education (10 points) A master’s degree in development studies, social science, economics, business or public administration, international development or related field is required

b. Experience (30 points) A minimum of ten years of progressively responsible experience in project-related work, which has included analyzing problems, working with teams to develop solutions, writing analytic reports, and using empirical data to improve the effectiveness of the work product is required.

c. Language Proficiencies (10 points) Level IV (fluent)in English is required. Outstanding writing and oral communication skills are required.

d. Knowledge (25 points) A solid knowledge of basic development principles, program and project development, research, budgeting, management, and analytical skills to assess activity feasibility is required.

e. Skills and Abilities (25 points) Ability to analyze activity implementation issues and to develop ways to solve them. Excellent writing and speaking ability. Good interpersonal skills, including an ability to work as a member of a team, build consensus, provide leadership when necessary, and effectively coordinate with internal and external stakeholders in a multi-cultural setting. Ability to organize work, develop schedules, and meet deadlines. Ability to use word processing, e-mail, presentation and spreadsheet computer applications.

Total: 100 points

D. Other Significant Facts

a. Guidelines: The incumbent must be familiar with USAID assistance management regulations. S/he will need to apply these regulations and understand when guidance or approval should be requested from the Regional Acquisition and Assistance Office. Some of the knowledge, methods, and techniques from the occupational field are established and commonly accepted. However, in some important respects they are not well defined, or are controversial or untested, and frequently require interpretation and modification. A variety of clear, definitive guidelines is available that permits a choice of alternate courses of action. Some situations, however, require interpretation and deviation from existing guides.

b. Complexities: The incumbent must be able to assume a wide range of various strategic, programmatic, and management tasks and be able to independently identify the appropriate action needed. Clear guidance is not always available.

c. Scope and Effect: The scope of the incumbent’s work will be very wide and s/he is likely to work on a wide range of activities.

d. Nature, Level and Purpose of Contacts: Contacts are established and maintained internally with the USAID/WA RPO, USAID/WA Regional Technical Offices, RFMO, and RAAO, and REXO to seek advice and gather information. Externally, the incumbent is required to communicate and coordinate with regional implementing partners, U.S. Embassies, other USG agencies, and other donors related to activity coordination and implementation in the West Africa region

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.

USAID’S ZERO TOLERANCE FOR SEXUAL MISCONDUCT

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

Offerors must sign a Sexual Misconduct Self-Certification form [see hyperlink] related to sexual misconduct when submitting the offer. The signed form will be filed in the award file. If the offeror fails to submit a signed certification, the offeror will be determined to be non-compliant to submission requirements and will not be considered for award.

• For the Apparently Successful Offeror:

o If Self-Certification response is “Yes”: In consultation with the

Resident Legal Advisor (RLO) or General Counsel Acquisition and Assistance (GC/AA), the CO will request further details from the offeror.

o Event of False Certification: If the certification provided is found to be false, the offeror may be eliminated from consideration for the award. If the contract has been awarded, the false certification may be grounds for termination of the contract. The action may be punishable to the full extent of the law.

USE OF THE AGENCY’S MISCONDUCT PORTAL AND INQUIRIES MADE

TO PREVIOUS COs FOR APPARENTLY SUCCESSFUL OFFEROR The Office of Employee and Labor Relations (ELR) operates USAID’s Misconduct Reporting Portal. Prior to award, the CO will email ELR at HCTM.ELR@usaid.gov to identify whether Agency records include any prior disciplinary action related to sexual misconduct taken against the apparently successful offeror.

If the apparently successful offeror has previously held a Personal Services Contract at USAID, the CO will attempt to contact the previous administrating CO to inquire about previous disciplinary actions related to sexual misconduct against the apparently successful offeror.

http://www.usaid.gov/forms https://www.usaid.gov/ads/policy/100/113 https://www.usaid.gov/ads/policy/100/113 https://docs.google.com/document/d/1SoLv-MWLAh_LjzScO5mqm965DdTqE3lCPpIZVPis0JQ/edit https://docs.google.com/document/d/1SoLv-MWLAh_LjzScO5mqm965DdTqE3lCPpIZVPis0JQ/edit mailto:HCTM.ELR@usaid.gov

NEW ENTRANT ORIENTATION (NEO)

For PSCs onboarded overseas, the PSC must complete an online module related to USAID’s zero tolerance policy for sexual misconduct as administered by their cognizant CO as part of their onboarding process. The CO will include documentation in the award file that the PSC has completed the online module and has been made aware of USAID’s zero tolerance policy for sexual misconduct.

2. 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.

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

4. A Cover Letter of not more than one (1) page.

5. A current CV/resume. The CV/resume must contain sufficient relevant information to evaluate the Offers in accordance with the stated evaluation criteria. Broad general statements that are vague or lacking specificity will not be considered as effectively addressing particular selection criteria. Complete dates (month/year) are also required on CV.

6. Applicants also must address the above Evaluation Factors, in a Summary Statement to be included in the Offers. This Summary Statement, limited to 500 words per factor, must describe specifically and accurately what experience, training, education, and/or awards the applicant has received that are relevant to each selection factor above. The Summary Statement must include the name of the applicant and the announcement number at the top of each page.

7. Applicants must provide a minimum of three (3) professional references, one (1) of which must be a current or former supervisor. USAID reserves the right to contact previous employers to verify employment history. If the offeror had a previous position with USAID, the TEC and/or CO may obtain reference checks from the previous supervisor(s) or CO(s). Applicants must provide e-mail addresses and/or working telephone numbers for all references.

8. Copies of diplomas, certificates or relevant degrees may be included to corroborate the CV/resume.

9. Applicants must provide their full mailing address with telephone, facsimile numbers (if available) and email address and should retain for their records copies of all enclosures that accompany their submission.

10. Submit applications via email to accrapsc@usaid.gov

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 found at: http://www.usaid.gov/forms/

1. Offeror Information for Personal Services Contracts with Individuals (AID 309-2);

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

3. Questionnaire for Sensitive Positions (for National Security) (SF-86); * or

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

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

* Forms 2 through 5 shall be completed only upon the advice of the Contracting

Officer that an applicant is the successful candidate for the job.

VI. BENEFITS

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

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) Annual and Sick Leave

*Note: A US citizen’s salary will be subject to employee’s FICA and Medicare contribution.

VII. TAXES

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

VIII. USAID REGULATIONS, POLICIES AND CONTRACT

CLAUSES

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

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

USAID Contracts with a U.S. Citizen or a U.S. Resident Alien for http://www.usaid.gov/forms/

Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.p df.

b. 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:

ITEM NO SUPPLIES/SERVICES (DESCRIPTION) QTY

UNIT UNIT

PRICE

AMOUNT (F)

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

- Award Type: PSC

- Product Service Code: R497

- Accounting Info: TBD

2 LOT $ TBD $TBD at Award after negotiations

1001 Option 1 - Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: PSC

- Product Service Code: R497

- Accounting Info: TBD

1 LOT $ TBD $TBD at Award after negotiations

2001 Option 2 - Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: PSC

- Product Service Code: R497

- Accounting Info: TBD

1 LOT $ TBD $TBD at Award after negotiations

3001 Option 3 - Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: PSC

- Product Service Code: R497 Accounting Info: TBD

1 LOT $ TBD $TBD at Award after negotiations

c. 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.

d. 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 .

https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf https://www.usaid.gov/forms http://www.usaid.gov/work-usaid/aapds-cibs http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/OGE%20Regulations https://www.oge.gov/web/oge.nsf/OGE%20Regulations

e. 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/partner-with-us/acquisition-assistance-ombudsman/psc-ombudsman.

f. FAR Provisions Incorporated by Reference

52.204-27 PROHIBITION ON A BYTEDANCE COVERED

APPLICATION (JUN 2023)

[END OF SOLICITATION]

https://www.usaid.gov/partner-with-us/acquisition-assistance-ombudsman/psc-ombudsman https://www.usaid.gov/partner-with-us/acquisition-assistance-ombudsman/psc-ombudsman