USPSC Solicitation - Chief Of Staff.pdf

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SOLICITATION NUMBER: 72039124R00004

ISSUANCE DATE: September 09, 2024

CLOSING DATE AND TIME: September 23, 2024 (5:00pm PST)

SUBJECT: Solicitation for U.S. Personal Services Contractor (USPSC) Chief of Staff GS-13

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, /S/

Samuel Matthews Contracting Officer

Solicitation Number 72039124R00004

I. GENERAL INFORMATION

1. SOLICITATION NO: 72039124R00004

2. ISSUANCE DATE: September 09, 2024

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: September 23, 2024, 5:00PM (PST)

4. POINT OF CONTACT: Samina Riaz, Email: sriaz@usaid.gov

5. POSITION TITLE: Chief Of Staff

6. MARKET VALUE: US $88,520.00 – US $115,079.00 equivalent to GS-13 (per annum).

Final compensation will be negotiated within the listed market value and will include Locality Pay for domestic USPSCs based on the location of the Official USAID Worksite, or the approved alternative worksite if approved for remote work. USPSCs performing overseas are not entitled to Locality Pay.

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

8. PERIOD OF PERFORMANCE: The base period will be two (02) years, estimated to start on/around December 2024. Based on Agency needs, the Contracting Officer may exercise

(an) additional option period(s) for four (04) additional one (01) year extensions, pending approval, needs for the position, NSDD-38 approval, performance, and funding, not to exceed a total of five (05) years for the date(s) estimates as follows:

Base Period: December 2024 – December 2026 Option Period 1: December 2026 – December 2027 Option Period 2: December 2027 – December 2028 Option Periods 3: December 2028 – December 2029

9. ELIGIBLE OFFERORS: U.S. Citizens Only

10. SECURITY LEVEL REQUIRED: Secret Clearance

11. STATEMENT OF DUTIES

1. General Statement of Purpose of the Contract

USAID/Pakistan manages one of the most complex United States Government (USG) assistance programs in the world. The Mission’s high-profile and politically sensitive portfolio is implemented across six technical sectors (Climate Sustainable Growth, Health, Education, Democracy Rights and Governance, and Humanitarian Assistance) by more than 150 USAID staff. USAID works closely with the interagency teams at the U.S. Embassy and is a critical component to U.S. foreign assistance work in Pakistan.

The incumbent will serve as the Chief of Staff based in Islamabad. The Chief of Staff reports to the Mission Director (MD) within the Front Office (FO). The Chief of Staff must be able to articulate USAID/Pakistan’s vision and business model to, and collaborate with, a wide range of audiences both inside and outside the Office. The incumbent must possess an in-depth understanding of all aspects of development and humanitarian assistance, and the vision for implementation. Participates as a full member of the FO team in the management of day-to-day operations of the Mission assuring advance receipt of all materials required to support the FO agenda.

The Chief of Staff facilitates effective executive management, facilitating communication, managing relationships, and facilitating and/or taking on high priority tasks and projects that are of high value to the USAID FO. By increasing the efficiency and communication between the FO and operations and program implementation staff, the role maintains an agile front office to ensure effective implementation of the Country Development Strategy. The incumbent must have the ability to take on a range of special projects, to include special events, that positively affect the implementation of USAID/Pakistan’s mission. Works closely with the interagency and on cross-functional project teams to ensure organizational objectives are achieved.

S/he provides lead executive administrative support to the Office of the Mission Director, which in addition to the MD currently includes a Deputy Mission Director (DMD), the Resident Legal Officer (RLO), the Senior Humanitarian Advisor, two locally engaged Senior Advisors, and locally engaged executive support staff positions [i.e., the senior leadership team or Front Office (FO)]. The incumbent is a member of and leads the Executive Secretariat, which is a functional team within the Office of the MD composed of Foreign Service National (FSN) executive support staff, and, when filled, a U.S. citizen Eligible Family Member (EFM) position.

Similar to the Embassy’s Executive Secretariat, the Chief of Staff leads communications, information, and recommendations to aid the MD’s decision-making process on programs and operations; facilitates communication between the USAID Front Office and Mission Staff and the U.S. interagency; and serves as a liaison with the Embassy Executive Secretariat, the public, the Government of Pakistan (GOP), and other development partners and stakeholders.

2. Statement of Duties to be Performed

1. Strategic Vision - 15%

Support strategic planning and decision making, anticipating supervisory requirements, raising awareness of key issues within the office and supporting efforts of the supervisor to maintain the direction of the office and manage organizational development and change efforts. This includes supporting the supervisor and/or designee in strategically preparing for meetings, providing analysis, identifying key issues, preparing talking points, facilitating meetings, and following up on required actions; supporting the prioritization, tracking and coordination of high priority tasks and projects; and ensuring follow up and adherence to strategic vision and priorities.

Provides advice and guidance on undefined issues and elements for programs essential to USAID’s mission, such as major programs of national scope and impact.

Assigns responsibilities for carrying out objectives, coordinates and directs the work among several organizational units, sets performance targets, and resolves differences where required. Translates management goals and objectives into effective operations and establishes control systems and progress reporting requirements that monitor production goals or program priorities in order to evaluate progress and results. Adjusts schedules and priorities to meet new requirements or unforeseen situations.

2. Liaison with the Embassy Executive Secretariat, the Regional Security Office, and other parts of the Interagency, along with USAID/Washington’s Asia Bureau - 25%

The incumbent’s core duties will require coordination with the Embassy’s Executive Secretariat and other key counterparts in the interagency, including the Regional Security Office given their strategic nexus within the USG’s operations in Pakistan.

S/he will maintain excellent relations with staff in all offices for timely coordination of actions between them and the USAID Office of the Director. Embassy Secretariat actions include: diplomatic notes, request letters for meetings with GOP officials, itineraries of USAID VIP visitors, and others. The incumbent drafts or edits such documents and forwards them to the Embassy Executive Secretariat for action.

The incumbent liaises with the Embassy Secretariat and the RSO on visits that require Control Officers. On such occasions, the incumbent may serve as Control Officer or work with Control Officers to manage high level visits to Islamabad. Visitors that require a Control Officer include the Secretary of State, the USAID Administrator, Congressional Delegations, and other senior USAID leadership visitors. During such visits, the incumbent collaborates with other offices to develop itineraries for the visitors, ensures that USAID/Pakistan’s priorities are addressed and that the visitors have quality interactions with implementing partners and beneficiaries, as well as Mission staff as required.

The incumbent serves as liaison and advisor to the FO, and associated offices on procurement and contracting actions, and on all matters relating to personnel management, organizational issues, and general administrative support operations.

3. Executive Secretariat Writer/Editor and Document Quality Control - 30%

The incumbent drafts, reviews, analyzes, and/or revises documents produced by various offices to ensure that (a) the style and manner of presentation of the information suit the media in which they are to appear; (b) the subject matter is sufficiently clear, and (c) it fulfills its information objective. The incumbent ensures that final documents are well organized, follow appropriate formats, contain the required information, and are clearly written. S/he also interprets and communicates agency guidelines to other writers in the Mission in order to improve the quality of submissions to the Front Office. S/he must be familiar with the broad range of key sources of information for Agency and Embassy policies and procedures as well as the Mission’s development programs. The incumbent works closely with all Mission staff and serves as an important resource person on matters related to Mission reporting requirements. The incumbent manages the prioritization, tracking and coordination of high priority tasks and projects that support the Office’s mission, ensuring follow up and adherence to strategic vision and priorities.

The incumbent serves as a quality control point of contact for written materials such as speeches, event checklists, briefing papers, decision memos, design documents, cables, statements for bilateral and multilateral public events, and meetings that pass to and through the FO. S/he assists in the preparation of special reporting, planning, operational, and policy documents for the FO, and coordinates inputs from a variety of drafters. S/he ensures that documents and reports comply with agency guidance.

S/he provides general quality control of the final products and facilitates the development and standardization of document formats, including provision of writing guides, to assist drafters. S/he liaises with USG personnel within and outside the Mission to facilitate cross-team consensus for speedy and appropriate clearance of documents.

The incumbent will require in-depth knowledge of relevant Mission Order procedures and Embassy formats and processes required for internal USG correspondence, particularly with the Ambassador’s office. S/he will track and facilitate designated Mission priority actions requiring the clearance of one or more offices, or requiring cross-team consensus, to ensure a timely completion and submission of tasks.

4. Supervision: Front Office hosted events; Coordination with the DOC Office - 20%

Supervises Front Office administrative team of two local staff, directly managing their workloads and schedules as well as completing annual evaluations, disciplinary actions and awards nominations.

In cooperation with the Office of Executive Management, the incumbent coordinates planning of special events on behalf of the FO, including hail and farewell events, team-building activities that involve Mission staff, and luncheons or working breakfasts/dinners, Mission-wide town hall meetings and other FO hosted official events. S/he also works with the Development Outreach and Communications unit to prepare invitation lists for Ambassador-hosted events.

The incumbent must use judgment and creativity in interpreting and adapting guidelines and, in many instances, must establish criteria and propose new ideas for resolving problems. S/he must have the ability and the flexibility to complete assigned tasks and respond to new requirements on extremely short notice.

The incumbent coordinates with the DOC unit to proactively suggest events and participants that may involve the U.S. Embassy, GOP officials, civil society leaders (NGOs, think-tanks, university professors); journalists (Pakistani and international TV, print and journals); and representatives of the business community (CEOs, Chamber of Commerce, etc.). When such events are high-level and require the Ambassador’s or Deputy Chief of Mission’s awareness or clearance, the incumbent works with the Embassy Secretariat to inform the Embassy Front Office to obtain such clearance.

Such occasions usually require RSO clearance and as such necessitate close coordination with the RSO.

Particularly in the absence of the Supervisor, the incumbent will support other Executive Secretariat functions to include:

a. Incumbent may also be required to provide, organize, and/or facilitate periodic informal training sessions to Mission staff regarding the aforementioned areas of responsibilities in order to share best-practices, inform staff of regulations/policies, further the professional development of the staff, and/or to improve internal efficiency of the Mission.

b. Manage Taskers for the Program Office: The incumbent may be asked to manage taskers received by the Program Office from the Asia Bureau and ASSIST (or other embassy sections). Incumbent will gather responses, clearances, and edit the documents prior to submission to the requesting office.

3. Supervisory Relationship

The Mission Director or designee will supervise the Chief of Staff (job code Management Specialist).

4. Supervisory Controls

The incumbent formally supervises the Administrative Assistants in the Front Office. S/he provides functional coverage for others within the USAID Executive Secretariat as required, within the aforementioned duties and responsibilities. Such coverage may involve providing work guidance to two locally engaged staff and an EFM position. With assistance and guidance from the Supervisor, the incumbent provides regular guidance to all Mission staff, including Office Directors, A/CORs, and Program and Activity Managers, and implementing partners on operations related to compliance regulations.

12. PHYSICAL DEMANDS

The work requested does not involve undue physical demands.

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: A bachelor’s degree in management, communications, business, economics, political science, area studies, and/or other relevant fields related to international development studies is required.

Prior Work Experience:

a) Two years of executive management, senior management team support and/or business development experience is required;

b) Four years of project management experience with a U.S. Government foreign affairs agency, international assistance organization, or non-governmental organization is required;

c) Two years of overseas field experience working in a developing country is required; and

d) One (1) year of experience with supervision, mentoring, training, and/or guiding staff is required.

Work Knowledge: Knowledge of administrative and managerial techniques as well as general knowledge of the function and operation of foreign aid programs, particularly in the South and Central Asian context is required.

Skills and Abilities:

● English Language Proficiency: Excellent written and oral communication skills in

American English is essential, especially the ability to develop concise, well-written documents geared toward a variety of audiences and at different levels of technical complexity under time constraints. It is essential that the applicant can effectively communicate and give written and oral feedback to colleagues on their written work.

The successful candidate will have command of sources to develop authoritative information on the programs, policies, functions, and research of the agency;

relationships among agency programs; and related issues and practices as they relate to USG agencies.

● Computer Skills: high proficiency in standard office-based computer programs, (specifically Word and PowerPoint) and strong aptitude for learning new technologies is required.

● Organizational, Teamwork, and Interpersonal Skills: Strong interpersonal skills and the ability to work in a team setting and with diverse stakeholders, including those at the highest levels, is a requirement of this position. The incumbent will be able to develop and maintain contacts with officials throughout USAID, the USG, and with external partners. Furthermore, the incumbent will effectively identify, mobilize, and draw upon the expertise of technical and managerial personnel in the Mission and from Washington in order to accomplish his/her duties. The incumbent must possess excellent time management, organizational, and planning skills, as well as the ability to work effectively under pressure to carry out specific, results-oriented tasks under constraints of time, information, and logistics. Ability to function effectively in cross-cultural work environments is a requirement.

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

Education: 10 points Prior Work Experience: 40 points Knowledge: 20 points Skills and Abilities: 30 points

TOTAL: 100 points

IV. SUBMITTING AN OFFER

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

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

2. 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 type-written and signed cover letter of no more than two (2) pages specifically applying for this position and addressing the minimum requirements and evaluation factors of the position.

5. A current Curriculum Vitae (CV) or Resume which, at a minimum, describes education, latest experience, and career achievements.

6. Offers must provide a minimum of three (3) and a maximum of five (5) references within the last five years from the offeror’s professional life, namely individuals who are not family members or relatives. Three (3) references must be from direct supervisors who can provide information regarding the applicant’s work knowledge and professional experience.

Applicants must provide e-mail addresses and/or working telephone numbers for all references.

7. Please submit attachments in PDF and Word formats. Application packages must be submitted electronically to hrislamabad@usaid.gov.

http://www.usaid.gov/forms

OTHER RELEVANT INFORMATION:

Security and Medical Clearance Requirements

The applicant selected to fill this position must be able to obtain a security clearance/employment authorization which involves the applicant's comprehensive background investigation performed by a U.S. Government Agency.

The applicant selected to fill the position must also receive medical clearance to work worldwide including random drug test for illegal drug use. Details of how to obtain such clearance will be provided after selection and acceptance of the job offer.

The final selected candidates must obtain security and medical clearances within a reasonable period of time (USAID will provide details regarding these clearances to the selected candidates). A substantial delay in obtaining either required clearance will make the applicant ineligible for selection.

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: https://www.usaid.gov/forms.

(1) AID 309-2

(2) Questionnaire for National Security Positions (SF-86)*

(3) Authority for Release of Information (AID 610-14)*

(4) Foreign Residence Data (AID 6-85)*

(5) Fair Credit Reporting Act of 1970, As Amended*

(6) Notice Required by The Privacy Act of 1974*

(7) Fingerprint Cards (FD-258)*

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

Forms 2 through 8 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.

VI. BENEFITS AND ALLOWANCES

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

1. BENEFITS:

(a) Employer's FICA Contribution

(b) Contribution toward Health & Life Insurance https://www.usaid.gov/forms

(c) Pay Comparability Adjustment

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

(e) Eligibility for Worker's Compensation

(f) Leave and Holidays

2. ALLOWANCES:

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

(a) Temporary Quarter Subsistence Allowance (Section 120)

(b) Living Quarters Allowance (Section 130)

(c) Cost-of-Living Allowance (Chapter 210)

(d) Post Allowance (Section 220)

(e) Separate Maintenance Allowance (Section 260)

(f) Education Allowance (Section 270)

(g) Education Travel (Section 280)

(h) Post Differential (Chapter 500)

(i) Danger Pay (650)

(j) Payments during Evacuation/Authorized

VII. TAXES

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

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

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

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

Citizen or a U.S. Resident Alien for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/ads/policy/300/aidar

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

LINE ITEMS

ITEM NO

(A)

SUPPLIES/SERVICES (DESCRIPTION)

(B)

QUANTITY

(C)

UNIT

(D)

UNIT

PRICE

AMOUNT

(F) http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 http://aoprals.state.gov/content.asp?content_id=231&menu_id=92 https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 https://www.usaid.gov/ads/policy/300/aidar https://www.usaid.gov/forms

(E)

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

- Award Type: PSC

- Product Service Code: R497

- Accounting Info: TBD after negotiation with Contractor

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_

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

- Award Type: PSC

- Product Service Code: R497 negotiation with Contractor

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_

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

- Award Type: PSC

- Product Service Code: R497 negotiation with Contractor

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_

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

- Award Type: PSC

- Product Service Code: R497 negotiation with Contractor

1 LOT $ _TBD__ $_TBD at Award after negotiations with Contractor_

4001 Option Period 3 – Compensation, Fringe Benefits and Other Direct Costs (ODCs)

- Award Type: PSC

- Product Service Code: R497 negotiation with Contractor

1 LOT $ _TBD__ $_TBD at 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.

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

52.204-27 PROHIBITION ON A BYTEDANCE COVERED

APPLICATION

06/02/2023 http://www.usaid.gov/work-usaid/aapds-cibs https://www.oge.gov/web/oge.nsf/resources_standards-of-conduct https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman https://www.usaid.gov/work-usaid/personal-service-contracts-ombudsman about:blank