SOL-OAA-16-000201_Information_System_Mnaager.pdf

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Request for a U.S. Personal Service Contractor

Position Title: Information Systems Manager (GS-13/14)

Duty Office: DCHA/FFP

Solicitation Number: SOL-OAA-16-000201

Salary Level: GS-13 Equivalent: ($92,145 - $119,794) / GS-14 Equivalent: ($108,887 –

$141,555); Washington Locality

Issuance Date: September 22, 2016

Closing Date: October 14, 2016 (three weeks duration)

Closing Time: 12:00 P.M. EDT

Dear Prospective Applicants:

The United States Government (USG), represented by the U.S. Agency for International

Development (USAID), is seeking applications from qualified U.S. citizens to provide personal services as an Information System Manager under a personal services contract, as described in the attached solicitation.

Submittals must be in accordance with the attached information at the place and time specified.

Applicants interested in applying for this position MUST submit the following materials:

1. Complete resume. In order to fully evaluate your application, your resume must include:

(a) Paid and non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Any experience that does not include dates

(month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.

(b) Specific duties performed that fully detail the level and complexity of the work.

(c) Names and contact information (phone and email) of your current and/or previous supervisor(s).

(d) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.

(e) U.S. Citizenship.

Your resume should contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information should

Solicitation for a USPSC Food Security Officer SOL-OAA-16-000201

2 | P a g e be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.

2. Responses to the Quality Ranking Factors: Each applicant’s supplemental documentation must specifically address the Quality Ranking Factors (QRFs) shown in the solicitation

Additional documents submitted will not be accepted. Incomplete or late applications will not be considered. Your complete resume and the supplemental document addressing the QRFs must be emailed to: FFPPSC@usaid.gov.

Any questions on this solicitation should be directed to Isidore Emmanuel at the email address noted above. Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications.

Sincerely, /s/

Artaveya J. Carter

Contracting Officer

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1. SOLICITATION NO.: SOL-OAA-16-000201

2. ISSUANCE DATE: SEPTEMBER 22, 2016

3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS

OCTOBER 14, 2016, 12:00 P.M. EDT

4. POSITION TITLE: INFORMATION SYSTEMS MANAGER

5. MARKET VALUE: GS-13 equivalent ($92,145 - $119,794)/GS-14 equivalent ($108,887 -

$141,555) Washington locality pay. Final compensation will be negotiated within the listed market value based upon the candidate’s past salary, work history and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated.

6. PERIOD OF PERFORMANCE: Two years base with the option to renew for up to three additional years based on obtaining at least a “fully successful” level of performance in the annual evaluation. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed.

7. PLACE OF PERFORMANCE: Washington, DC

8. STATEMENT OF WORK

BACKGROUND

The Office of Food for Peace (FFP) in the U.S. Agency for International Development Bureau for

Democracy, Conflict, and Humanitarian Assistance (DCHA) is the largest provider of food assistance in the world. FFP annually provides close to $2 billion of food assistance, including some 1.5 million tons or more of in-kind Title II food assistance valued at more than $1.6 billion and reaching 46 million beneficiaries in 48 countries. Since 2010, FFP has complemented its provision of Title II in-kind food assistance with an Emergency Food Security Program (EFSP) utilizing at least $300 million in International Disaster Assistance (IDA) funds annually, which allows for local and regional purchase of food outside of the United States and closer to the emergency setting, as well as market based approaches such as cash transfer or food voucher programs that facilitate access to food.

In addition to emergency response, FFP provides support for development food assistance programs which aim to address the underlying causes of food security. Taken together, the in-kind and cash-based programs provide an impressive array of tools to combat hunger and malnutrition overseas.

Programming is facilitated by state of the art early warning systems, a changing in-kind food assistance basket that includes more nutritious products, and a modern supply chain management system that allows for rapid movement of commodities. Programming approaches are evolving to focus increasingly on building the resilience of chronically vulnerable populations, especially those in

4 | P a g e arid lands who face increasing cycles of drought, and improving nutrition with a special focus on women and children under two.

Food for Peace works closely with many other parts of USAID, especially the Bureau for Food

Security, which plays a key role in implementing the President’s Feed the Future initiative, and the

Office of U.S. Foreign Disaster Assistance, which leads on disaster response around the world. Food for Peace employs a staff of over 90 in Washington and also has officers posted abroad.

More Information on FFP is available at:

http://www.usaid.gov/what-we-do/agriculture-and-food-security/food-assistance

INTRODUCTION

The Information Systems Manager will be responsible for overseeing all aspects of Food for

Peace’s information systems. The Information Systems Manager will support ongoing system development, system security monitoring, training, user support, data analysis, and reports development. The incumbent will be responsible for monitoring risks and ensuring compliance with all Agency and USG guidelines, policies, and procedures related to system operations, privacy, and data protection. The incumbent will serve as the internal subject matter expert for

FFP’s information systems and will coordinate internal decision making relating to system issues. The Information Systems Manager is expected to obtain a mastery of FFP business processes in order to ensure alignment between system functionality and FFP policies and procedures.

The position requires a high level of coordination among stakeholders with competing needs and priorities. The incumbent will be an experienced project manager who can coordinate multiple, complex activities simultaneously. The Information Systems Manager must be able to communicate technical information to FFP stakeholders in clear and simple terms.

9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY

A. Duties and Responsibilities

Food for Peace is a busy, dynamic, and highly complex office and the Information Systems

Manager is flexible in responding to changing needs and priorities. The incumbent is an independent self-starter with superior analytical abilities, excellent follow through, and a strong attention to detail. This incumbent is responsible for ensuring other PSC staff and contractors complete necessary work assignments.

Under the direction supervision of the FFP Division Chief or his/her designee, the Information Systems Manager will perform the following duties:

At the GS-13 level:

Serve as the Contracting Officer’s Representative (COR) http://www.usaid.gov/what-we-do/agriculture-and-food-security/food-assistance

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Serve as COR, providing technical direction to contractors on all areas covered under contracts. Review deliverables, monitor schedules, and evaluate performance. Advise the

Contracting Officer of compliance and performance issues.

Approve all system changes and user access requests.

Process personnel requests for contractor staff. Track and monitor contractor access to

USAID systems and ensure all onboarding and termination protocols are followed.

Prepare budget and contract requests. Monitor contractor spending, approve invoices, and complete accruals.

Ensure program implementation is consistent with policy and legislative guidelines.

Prepare materials for new procurements and lead solicitation processes as needed.

Lead the Requirements Development and Reports Development Processes

Plan, coordinate, and oversee software upgrades.

Lead the FFP requirements development process o Provide input and guidance to contractors on FFP requests.

o Coordinate all communications with contractors and respond to requests for information.

o Ensure all relevant FFP stakeholders are included when designing new functionality.

o Analyze feasibility of new requests in relation to existing system functionality.

o Review and approve all requirements prior to their implementation.

Work with senior managers to approve and prioritize system development and new report requests. Oversee development of new reports.

Coordinate internal decision making groups. Track requests for system changes and new reports. Present requests to decision makers for approval and prioritization.

Oversee System Security and Compliance Activities

Serve as the System Owner for FFP information systems and execute assigned duties.

Oversee Authority to Operate processes. Review documentation prepared by contractors.

Ensure compliance with all USG and USAID system security, privacy, data, and related requirements. Monitor issuance of new guidelines, protocols, and procedures.

Monitor Plan of Action and Milestones (POA&Ms) and work with contractors to resolve outstanding issues.

Oversee contingency planning, security reviews, and related activities.

Ensure Consistency with Guidance, Procedures, and Protocols

Review Agency and FFP procedures, guidance, and solicitations to ensure consistency with system functionality and processes.

Establish and oversee change management, new user, staffing, and other protocols for contractors implementing FFP systems.

Maintain knowledge of Agency IT policies and assist FFP in implementing required policy changes that may impact business processes.

Ensure compliance with CIO and USG IT reporting requirements.

Ensure contractor compliance with all USAID and USG personnel security and training requirements.

Monitor and report on existing and potential risks to information system activities.

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Support Training and User Resource Activities

Provide inputs and guidance on content for trainings and user resources.

Attend trainings and review and edit user resources prior to distribution.

Coordinate and make updates to the employee training module.

Other

Audit help-desk correspondence to ensure that FFP has the necessary support. Monitor response times and other performance measures.

Draft information products (e.g., updates and memoranda), provide briefings, and represent

FFP in meetings and working groups with other USAID colleagues and representatives from other agencies.

Serve as subject matter expert within FFP on internal information systems.

Develop, monitor, and recommend performance measures for FFP information systems.

Support data updates and data correction activities as necessary.

Liaise with CIO staff and other Agency offices and advise FFP management on initiatives impacting FFP.

Support FFP systems integration activities as needed.

At the GS- 14 level:

Serve as the Contracting Officer’s Representative (COR)

Serve as COR, providing technical direction to contractors on all areas covered under contracts. Review deliverables, monitor schedules, and evaluate performance. Advise the

Contracting Officer of compliance and performance issues.

Approve all system changes and user access requests.

Process personnel requests for contractor staff. Track and monitor contractor access to

USAID systems and ensure all onboarding and termination protocols are followed.

Advise management on budget and contract issues. Monitor contractor spending, approve invoices, and complete accruals.

Ensure program implementation is consistent with policy and legislative guidelines.

Lead new procurement processes and prepare solicitation memos.

Lead the Requirements Development and Reports Development Processes

Plan, coordinate, and oversee software upgrades.

Lead the FFP requirements development process o Provide input and guidance to contractors on FFP requests. Coordinate all communications with contractors and respond to requests for information.

o Ensure all relevant FFP stakeholders are included when designing new functionality.

o Evaluate feasibility of new requests in relation to existing system functionality.

o Review and approve all requirements prior to their implementation.

Advise senior managers regarding the prioritization and approval of system development and new report requests. Oversee report development.

Advise senior managers how to maximize system data to facilitate decision making, award management, and USG reporting.

Lead internal decision making groups. Track requests for system changes and new reports.

Advise decision makers on items for approval and prioritization.

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Oversee System Security and Compliance Activities

Serve as the System Owner for FFP information systems and execute corresponding duties.

Oversee Authority to Operate processes. Review documentation prepared by contractors.

Ensure compliance with all USG and USAID system security, privacy, data, and related requirements. Interpret guidance and serve as the technical expert within FFP on system security issues. Monitor issuance of new guidelines, protocols, and procedures.

Monitor Plan of Action and Milestones (POA&Ms) and guide contractors in resolving outstanding issues.

Oversee contingency planning, security reviews, and related activities.

Monitor and report on existing and potential risks to information system activities.

Ensure Consistency with Guidance, Procedures, and Protocols

Review Agency and FFP procedures, guidance, and solicitations to ensure consistency with system functionality and processes.

Establish and oversee change management, new user, staffing, and other protocols for contractors implementing FFP systems.

Maintain knowledge of Agency IT policies and assist FFP in implementing required policy changes that may impact business processes. Serve as the authority within FFP on USG information systems guidance.

Ensure compliance with CIO and USG IT reporting requirements.

Ensure contractor compliance with all USAID and USG personnel security and training requirements.

Lead the Development of Trainings and User Resources

Design, plan, and provide inputs on trainings and user resources.

Attend trainings and review and edit user resources prior to distribution.

Coordinate and make updates to the employee training module.

Other

Audit help-desk correspondence to ensure that FFP has the necessary support. Monitor response times and other performance measures.

Write information products (e.g., updates and memoranda), provide briefings, and represent

FFP in meetings and working groups with other USAID colleagues and representatives from other agencies.

Serve as subject matter expert within FFP on internal information systems.

Develop and recommend performance measures for FFP information systems.

Lead data correction initiatives as necessary.

Liaise with CIO staff and other Agency offices and advise FFP management on initiatives impacting FFP.

Lead systems integration processes. Interpret guidelines and serve as the authority within

FFP on technical and administrative issues related to systems integration.

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Guidelines

At the GS-13 and GS-14 level, the incumbent uses initiative and resourcefulness in developing new methods and proposed policy changes. The incumbent serves as the primary point of contact for compliance regulations for the agency regarding system operations, as well as issues arising within the system and ongoing system development changes. Pertinent sources of information consist of Title II laws and legislative initiatives, FFP-issued guidelines and information bulletins, and USAID Chief Information Officer (CIO) rules and guidelines which governs all aspects of Food for Peace’s information systems, ongoing system development, system security monitoring, user support and data analysis.

Supervisory Controls:

At the GS-13 level, the incumbent works under the supervision of the Program Operations

Division Chief. The incumbent exercises independence and initiative in defining and carrying out duties, with the incumbent prioritizing overall objectives and managing available resources.

The incumbent develops deadlines for activities and others specialized tasks and is responsible for planning and carrying out assignments, resolving most conflicts that arise, and coordinating the work with others as necessary. The supervisor reviews completed work from an overall standpoint of feasibility, compatibility with other work, or effectiveness in meeting requirements.

At the GS-14 level, the incumbent consults with his/her supervisor to develop deadlines, projects, and work to be completed. Incumbent is responsible for planning and carrying out assignments. The incumbent is expected to take initiative and act independently with little direction, but will have no authority to make financial commitments on behalf of the U.S.

government unless such authority is specifically delegated. The supervisor reviews completed work from an overall standpoint of feasibility, compatibility with other work, or effectiveness in meeting requirements.

Complexity

At the GS-13 level, duties vary that require different process, methods, and substantial depth of analysis. The incumbent must work with a range of people from the Program Operations, Geographic and Policy & Technical divisions, to approve and prioritize system development and new report requests, while at the same time overseeing the development of new reports in FFP’s information systems.

At the GS-14 level, the incumbent serves as an expert in analyzing the impact of existing or proposed information technology standards, regulations, and policies. The incumbent leads systems integration processes and serves as the authority within FFP on technical and administrative issues related to systems integration. The incumbent will be responsible for originating new techniques, establishing criteria, and developing new information.

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Scope and Effect

At the GS-13 level, work typically includes planning, organizing, directing, designing, and coordinating projects in all areas of information systems and technology. The incumbent must determine the feasibility of various approaches to define concepts and criteria for future reports in FFP’s information systems. The incumbent coordinates internal decision making groups and tracks requests for system changes while presenting such requests to decision makers for approval and prioritization.

At the GS-14 level, work typically includes planning, organizing, and coordination affecting compliance with all USG and USAID system security, privacy, data and related requirements.

The incumbent has primary responsibility for interpreting guidance and serving as the technical expert within FFP on system security issues. The incumbent advises FFP senior leadership on new guidelines, protocols and procedures.

Personal Contacts

At the GS-13 level, contacts are with individuals or groups outside of USAID in a moderately unstructured setting. Contacts may include a variety of staff, specialists, managers, officials, or groups from outside of USAID where the purpose and extent of each contact are usually different, and the role and authority of each party is identified and developed during the course of the contact.

At the GS-14 level, contacts are with high-ranking officials outside of USAID at national or international levels in highly unstructured settings. The incumbent provides technical guidance to a broad range of internal and external actors, including FFP senior management, the Chief

Information Officer, the Office of Acquisition and Assistance, and private voluntary organizations (PVOs). The incumbent advises senior managers how to maximize system data to facilitate decision making, award management, and USG reporting.

10. WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is primarily performed in an office setting. The requirement for field trip assignments to consult with Mission and cooperating sponsor managers of food assistance programs may however expose the incumbent to difficult working surroundings and security risks during the course of travel.

The work is generally sedentary and does not pose undue physical demands. During deployment on DARTs (if required), and during site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderate heavy items (less than 50 pounds).

12. START DATE: Immediately, once necessary clearances are obtained.

13. POINT OF CONTACT: See Cover Letter.

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*Application Process: Applicants must indicate in their application the solicitation number they are applying to and want to be considered for in their initial base two-year contract.

USAID/FFP reserves the right to place the applicant at the Grade/Step level for which he/she is found qualified during the application process.

MINIMUM REQUIREMENTS FOR THE POSITION

EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION

Minimum Qualifications

At the GS-13 level, the incumbent will have:

Bachelor’s degree in computer science, information science, information systems management, mathematics, technology management, or related field;

Seven (7) years of experience managing complex information systems. This should include the management of systems in design, ongoing development, and operations and maintenance phases. Experience should also include: functional and technical requirements development, technical design, software development and testing, system security monitoring, system training, and user support;

Two (2) years of experience managing Information Communications and Technology

(ICT) projects and/or Information Technology government contracts.

At the GS-14 level, the incumbent will have:

Bachelor’s degree in computer science, information science, information systems management, mathematics, technology management, or related field;

Nine (9) years of experience managing complex information systems. This should include the management of systems in design, ongoing development, and operations and maintenance phases. Experience should also include: functional and technical requirements development, technical design, software development and testing, system security monitoring, system training, and user support;

Three (3) years of experience managing Information Communications and Technology

(ICT) projects and/or Information Technology government contracts.

Selection Factors

Applicant is a U.S. citizen;

Submission of a current resume, with complete contact information;

Supplemental document specifically addressing the Quality Ranking Factors

(QRFs);

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Ability to obtain a SECRET level security clearance within a six-month period; and

Ability to obtain a medical clearance within a six-month period.

Applicants not meeting minimum qualifications will not be evaluated further.

QUALITY RANKING FACTORS (QRFs)

Applicants who meet the minimum qualifications and selective factors will be further evaluated based on the Quality Ranking Factors (QRF) listed below. Applicants are strongly encouraged to address each of the factors on a separate sheet describing specifically and accurately the experience, training, and/or education they have that is relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page.

Demonstrated ability to manage the implementation of federally funded information systems in one or more phases of system development, including assessing, developing, and recommending appropriate information system solutions. Experience should include all aspects of the software development lifecycle. (30 points)

Demonstrated experience working with multiple stakeholders to identify and define requirements, including experience with functional and technical requirements. (25 points)

Knowledge of key issues in implementing USG management information systems, including knowledge of USG privacy, data protection, and system security requirements. (20 points)

Skill in establishing and maintaining effective relationships with a variety of groups and individuals across organizational structures. (15 points)

Ability to communicate complex technical issues effectively to non-specialists both orally and in writing. (10 points)

Total Possible Points: 100

BASIS OF RATING: Applicants who meet the Education/Experience requirements and Selection

Factors will be further evaluated based on scoring of the Quality Ranking Factor (QRF) response.

Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.

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DOCUMENT SUBMITTALS

Where and How to Apply

Via email: FFPPSC@usaid.gov

To apply, qualified individuals are required to submit:

1. A cover letter providing a brief rationale supporting your selection.

2. A current resume, with complete contact information

3. Supplemental documentation specifically addressing the Selection Factors and the

QRFs shown in the solicitation.

Applicants are required to address each of the QRFs on a separate sheet describing specifically and accurately what experience, training, education, and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection and/or quality ranking factors may result in you not receiving credit for all of your pertinent experience, education, training, and/or awards.

FFP reserves the right to make additional selections from this solicitation.

The most qualified candidates may be interviewed and required to provide a writing sample.

FFP will not pay for any expenses associated with the interviews. Professional references and academic credentials may be evaluated for applicants being considered for selection. FFP may select additional candidates from this solicitation to fill possible future vacant positions.

NOTE: If the full security application package is not submitted within 30 days after the Office of Security determines eligibility, the offer may be rescinded. If a Secret security clearance is not obtained within six months after offer acceptance, the offer may be rescinded.

NOTE: If the full medical clearance package is not submitted within two months after offer acceptance, the offer may be rescinded. If a Department of State medical clearance is not obtained within six months after offer acceptance, the offer may be rescinded.

To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any email.

NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS 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 application.

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NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS

All individuals contracted as US PSCs are required to have a DUNS Number. USAID will not provide a generic DUNS Number and PSCs are required to register with SAM.

For general information about DUNS Numbers, please refer to Federal Acquisition Regulation

(FAR) Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003) https://www.acquisition.gov/far/current/html/52_200_206.html

LIST OF REQUIRED FORMS FOR PSCs

Forms outlined below can found at:

http://www.usaid.gov/forms/ or at http://www.forms.gov/bgfPortal/main.do

1. AID 302-3

2. Medical History and Examination Form (DS-6561).

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 1 through 5 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

CONTRACT INFORMATION BULLETINS (CIBs) and ACQUISITION &

ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs

CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to http://transition.usaid.gov/business/business_opportunities/cib/subject.html#psc to determine which CIBs and AAPDs apply to this contract.

AAPD 06-10 – PSC MEDICAL PAYMENT RESPONSIBILITY

AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation.

AAPD 15-02 LEAVE AND HOLIDAYS

AAPD No. 15-02 is hereby incorporated as Attachment 2 to the solicitation.

FAR 52.222-50 – COMBATING TRAFFICKING IN PERSONS

FAR Clause 52.222-50 is hereby incorporated as Attachment 3 to the solicitation.

BENEFITS/ALLOWANCES:

https://www.acquisition.gov/far/current/html/52_200_206.html http://www.usaid.gov/forms/ http://www.forms.gov/bgfPortal/main.do http://transition.usaid.gov/business/business_opportunities/cib/subject.html#psc

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

BENEFITS:

Employer's FICA Contribution

Contribution toward Health & Life Insurance

Pay Comparability Adjustment

Annual Increase (pending a satisfactory performance evaluation)

Eligibility for Worker's Compensation

Annual & Sick Leave

ALLOWANCES (if Applicable).*

(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), and

(J) Danger Pay (Section 650).

* Standardized Regulations (Government Civilians Foreign Areas).

FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA, and Medicare

ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE,

COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-

DISQUALIFYING DISABILITY, MARITAL STATUS, SEXUAL ORIENTATION,

AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT

FACTOR.

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ATTACHMENT 1

ACQUISITION & ASSISTANCE POLICY DIRECTIVE (AAPD) NO. 06-10

PSC MEDICAL EXPENSE PAYMENT RESPONSIBILITY

General Provision 22, MEDICAL EXPENSE PAYMENT RESPONSIBILITY

(OCTOBER 2006)

(a) Definitions. Terms used in this General Provision are defined in 16

FAM 116 available at http://www.state.gov/m/a/dir/regs/fam/c23002.htm.

Note: Personal services contractors are not eligible to participate in the Federal Employees

Health Programs.

(b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below.

The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. “MEDICAL EVACUATION (MEDEVAC)

SERVICES.”

(c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer’s liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision).

(d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met:

(1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad;

(2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and

(3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition.

(e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision http://www.state.gov/m/a/dir/regs/fam/c23002.htm

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10, Travel and Transportation Expenses (July 1993), section (i) entitled “Emergency and

Irregular Travel and Transportation.” In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical

Services Authorization Form DS-3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.

(f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor’s invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism.

(g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for

Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses

USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual’s behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider.

(h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the

USPSC/dependent.

(i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the

Contracting Officer that those insurance claims have been submitted to the insurance carrier(s)

17 | P a g e and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).

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ATTACHMENT 2

APPD 15-02 LEAVE AND HOLIDAYS

(a) Annual Leave

(1) The contractor is not entitled to annual leave if the period of performance of this contract is 90 days or less. If the contract period of performance is more than 90 days, the contractor shall earn annual leave as of the start date of the contract period of performance as specified in paragraph (a)(2) below.

(2) The contractor shall accrue annual leave based on the contractor’s time in service according to the following table:

Time in Service Annual Leave (AL) Accrual Calculation

0 to 3 years Four hours of leave for each two week period over 3, and up to

15 years

Six hours of AL for each two week period (including 10 hours AL for the final pay period of a calendar year) over 15 years Eight hours of AL for each two week period

USAID will calculate the contractor’s time in service based on all the previous service performed by the contractor as a: 1) USAID PSC (i.e., the contractor has served under any

USAID personal services contracts of any duration covered by Sec. 636(a)(3) of the FAA or other statutory provision applicable to USAID); and/or 2) former U.S. Government (USG) direct-hire, under either civilian and/or military service.

(3)

(i) AL is provided under this contract for the purposes of affording necessary rest and recreation during the period of performance. The contractor, in consultation with the

USAID Mission or USAID/Washington, as appropriate, shall develop an AL schedule early in the contractor's period of performance, taking into consideration project requirements, employee preference, and other factors. All AL earned by the contractor must be used during the contractor’s period of performance. All AL earned by the contractor, but not taken by the end of the contract, will be forfeited. However, to prevent forfeiture of AL, the Contracting Officer may approve the contractor taking AL during the concluding weeks of the contractor's period of performance.

(ii) As an exception to 3(i) above, the contractor may receive a lump-sum payment for leave not taken. To approve this exception, the contractor's supervisor must provide the

Contracting Officer with a signed, written Determination and Findings (D&F). The D&F must set out the facts and circumstances that prevented the contractor from taking AL, and the Contracting Officer must find that these facts and circumstances were not caused by, or were beyond the control of, the contractor. This leave payment must not exceed the number of days which could be earned by the contractor during a twelve-month period.

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(4) With the approval of the Mission Director or cognizant AA, as appropriate, and if the circumstances warrant, a Contracting Officer may grant the contractor advance AL in excess of the amount earned, but in no case may the Contracting Officer grant advance AL in excess of the amount earned in one year or over the life of the contract, whichever is less. The contractor agrees to reimburse USAID for any outstanding balance of advance AL provided during the contractor’s assignment under the contract.

(5) Applicants for PSC positions will provide evidence of their PSC and/or USG direct-hire service - civilian and/or military experience, as applicable, on their signed and dated application form required under USAID policy. By signing the appropriate form, the applicant attests to the accuracy of the information provided. Any applicant providing incorrect information is subject to the penalty provisions in the form. If required to satisfy due diligence requirements on behalf of the Contracting Officer, the contractor may be required to furnish evidence that verifies length of service, e.g., SF 50, DD Form 214, and/or signed contracts.

(b) Sick Leave. The contractor may use sick leave on the same basis and for the same purposes as USAID U.S. direct hire employees. Sick leave is earned at a rate not to exceed four (4) hours every two (2) weeks for a total of 13 work-days per year. Unused sick leave may be carried over under an extension or renewal of this contract with the same individual for the same work.

Otherwise, sick leave will not be carried over from one post to another or from one contract to another. The contractor will not be compensated for unused sick leave upon completion of this contract.

(c) Home Leave.

(1) Home leave is leave earned for service abroad for use only in the U.S., its commonwealths, possessions and territories.

(2) A USPSC who has served at least two years overseas at the same USAID Mission, under the same contract, as defined in paragraph (c)(4) below, and has not taken more than 30 work days leave (annual, sick or LWOP) in the U.S. may be granted home leave in accordance with the following:

(i) if the USPSC returns to the same overseas post upon completion of home leave for an additional two (2) years under the same contract, the USPSC will receive home leave, to be taken at one time, for a period of 30 work days; or if the USPSC returns to the same overseas post upon completion of home leave for such shorter period of not less than one year, as approved in writing by the Mission Director prior to the USPSCs departure on home leave, the USPSC will receive home leave, to be taken at one time, for a period of

30 work days.

(ii) if the USPSC is returning to a different USAID Mission under a USAID personal services contract immediately following completion of the USPSC's home leave, for an additional two (2) years under contract, or for such shorter period of not less than one (1) year, as approved by the Mission Directors of the "losing" and "gaining" Missions, the

20 | P a g e contractor will receive home leave, to be taken at one time, for a period of not more than

20 work days. When the PSC is returning to a different USAID Mission, the former

Mission will pay for the home leave regardless of what country the PSC will be working in following the home leave;

(iii) if home leave eligibility is based on (c)(2)(ii) above, the USPSC must submit written verification to the losing Mission at the time home leave is requested that the USPSC has accepted a USAID personal services contract at another USAID Mission following completion of the home leave;

(iv) travel time by the most direct route is authorized in addition to the number of work days authorized for home leave;

(v) home leave must be taken in the U.S., its commonwealths, possessions or territories, and any days spent elsewhere will be charged to annual leave (AL.) If the PSC does not have accrued AL, the PSC will be placed on LWOP.

(vi) if the PSC does not complete the additional service required under (c)(2)(i) or (ii)

(that the Contracting Officer finds are other than for reasons beyond the PSC's control), the cost of home leave, travel and transportation and any other related costs must be repaid by the PSC to the Government.

(3) Notwithstanding the requirement in paragraph (c)(2) above, that the USPSC must have served two (2) years overseas under personal services contract with the same Mission to be eligible for home leave, the USPSC may be granted advance home leave subject to all of the following conditions:

(i) Granting of advanced home leave would in each case serve to advance the attainment of the objectives of this contract; and

(ii) The USPSC has served a minimum of 18 months in the Cooperating Country under this contract; and

(iii) The USPSC agrees to return to the Cooperating Country to serve out the remaining time necessary to meet two (2) years of service overseas, plus an additional two (2) years under the current contract or under a new contract for the same or similar services at the same Mission. If approved in advance by the Mission Director, the USPSC may return to serve out any remainder of the two (2) year requirement for service overseas, plus an additional period of not less than one (1) year under the current contract or under a new contract for the same or similar services at the same Mission.

(4) The period of service overseas required under paragraph (c)(2), or paragraph (c)(3) above, will include the actual days in orientation in the U.S. (less language training). The actual days overseas begin on the date of arrival in the cooperating country inclusive of authorized delays enroute. Allowable annual and sick leave taken while overseas, but not

LWOP, shall be included in the required period of service overseas. An amount equal to the

21 | P a g e number of days of annual and sick leave taken in the U.S., its commonwealths, possessions or territories will be added to the required period of service overseas.

(5) Salary during the travel to and from the U.S., for home leave will be limited to the time required for travel by the most expeditious air route. Except for reasons beyond the USPSC's control as determined by the Contracting Officer, the USPSC must return to duty after home leave and complete the additional required service or be responsible for reimbursing USAID for payments made during home leave. Unused home leave is not reimbursable under this contract, nor can it be taken incrementally in separate time periods.

(6) Home leave must be taken at one time, and to the extent deemed necessary by the

Contracting Officer, an USPSC in the U.S., on home leave may be authorized to spend not more than five (5) days in work status for consultation at USAID/Washington before returning to post. Consultation at locations other than USAID/Washington as well as any time in excess of five (5) days spent for consultation must be approved by the Mission

Director or the Contracting Officer.

(d) Home Leave for Qualifying Posts (HLQP). USPSCs who ordinarily qualify for home leave and have completed a 12-month assignment at one of the USAID qualifying posts

(currently Iraq, Afghanistan and Pakistan) are entitled to take ten (10) workdays of leave in addition to the home leave an USPSCs is normally entitled to under the contract in accordance with sub-paragraphs (c)(1) - (6) above. This additional home leave is provided pursuant to an amendment to the Foreign Service Act of 1980 signed by the President on June 15, 2006.

There is no requirement that an eligible USPSC take this additional leave; it is for optional use by the USPSC. If an eligible USPSC elects to take HLQP, the USPSC must take ten (10) workdays of home leave. If the USPSC is returning to the United States and not returning overseas to the same or different USAID Mission, HLQP will not apply.

This new home leave policy is also extended to qualifying Third-Country National PSCs

(TCNPSCs) who have an approved exception under AIDAR Appendix J, sec. 4(c)(2)(ii)(B), to apply specific provisions from AIDAR Appendix D, and whose contract includes this General

Provision. However, TCNPSCs will be granted "country leave" vice home leave. The application, requirements, and restrictions will be the same as for USPSCs, but the time taken by a TCNPSC will be taken in the TCNPSC's home country or country of recruitment rather than in the United States, its commonwealths and territories.

(e) Holidays and Excused Absences. The contractor shall be entitled to all holidays and or excused absences granted by the USAID to U.S. direct-hire employees.

(f) Military Leave. Military leave of not more than 15 calendar days in any calendar year may be granted to a contractor who is a reservist of the U.S. Armed Forces. The contractor must provide advance notice of the pending military leave to the Contracting Officer or the Mission

Director as soon as known. A copy of any such notice must be part of the contract file.

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(g) Leave Without Pay (LWOP). LWOP may be granted only with the written approval of the

Contracting Officer or Mission Director, unless a USPSC is requesting for such leave for family and leave purposes under paragraph (i) below.

(h) Compensatory Time. Compensatory time leave may be granted only with the written approval of the Contracting Officer or Mission Director in rare instances when it has been determined absolutely essential and used under those guidelines which apply to USAID U.S.

direct-hire employees.

(i) Family and Medical Leave (FML)

(1) USAID provides family and medical leave (FML) for eligible USPSCs working within the U.S., or any Territories or possession of the United States, in accordance with Title I of the Family and Medical Leave Act of 1993, as amended, and as administered by the

Department of Labor under 29 CFR 825. USAID is also extending FML to eligible

USPSCs working outside the U.S., or any Territories or possession of the U.S., in accordance with this paragraph (i) as a matter of policy discretion.

(2) FML only applies to USPSCs, not any other type of PSC.

(3) To be eligible for FML, a USPSC must have been employed (i) for at least 12 months by

USAID; and (ii) for at least 1,250…