USAID
SOLICITATION NUMBER: 720BHA22R00024
ISSUANCE DATE: May 10, 2022
CLOSING DATE AND TIME: January 31, 2023, 12:00 P.M. Eastern Time
SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC)
Dear Prospective Offerors:
The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Office of Field and Response Operations (FARO), is seeking offers from qualified U.S. citizens to provide personal service as Field Operations Advisor/Senior Advisor under a United States Personal Services Contract (USPSC), as described in the solicitation.
Submittals must be in accordance with the attached information at the place and time specified. Offerors interested in applying for this position MUST submit the following materials:
1. Complete resume. In order to fully evaluate your offer, 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. Dates (month/year) and locations for all field experience must also be detailed. 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) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. Failure to identify an academic discipline will result in disqualification.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (SAM.gov, BHA Jobs, Career Fair, etc.).
Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. This information must 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. USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted. AID 309-2 is available at http://www.usaid.gov/forms.
U.S. Agency for International Development 1300 Pennsylvania Avenue, NW Washington, DC 20523
NOTE REGARDING ENSURING ADEQUATE COVID-19 SAFETY PROTOCOLS FOR FEDERAL CONTRACTORS
The contractor will be required to show proof that the contractor is fully vaccinated against COVID-19 on or before the first date of onboarding, or submit an approved reasonable accommodation to the CO. If the contractor does not meet this requirement the contract may be terminated.
NOTE REGARDING UNIQUE ENTITY IDENTIFIER (UEI) NUMBER AND THE SYSTEM FOR AWARD MANAGEMENT
All USPSCs with a place of performance in the United States are required to have a Unique Entity Identifier (UEI) number and be registered in the System for Award Management (SAM) database prior to receiving an award. You will be disqualified if you either fail to comply with this requirement or if your name appears on the excluded parties list. The selectee will be provided with guidance regarding this registration.
NOTE: As of March 28, 2018, all new SAM.gov entity registrations will now require a signed notarized letter identifying the authorized Entity administrator for the entity associated with the UEI number. Additional information on the format of the notarized letter and where to submit can be found via the below Federal Service Desk link:
https://www.fsd.gov/fsd-gov/answer.do?sysparm_kbid=d2e67885db0d5f00b3257d321f96194b&
Instructions to obtain a UEI can be found via the SAM.gov link.
Offerors can expect to receive a confirmation email when offer materials have been received. Offerors should retain for their records copies of all enclosures which accompany their offers.
Your complete resume must be emailed to:**
FARO Recruitment Team
E-Mail Address: [email protected] Website: www.BHAjobs.net
Any questions on this solicitation may be directed to the FARO Recruitment Team via the information provided above.
Sincerely,
Digitally signed by Sonja Stroud-Gooden Date: 2022.05.02
11:06:20 -04’00’
Sonja Stroud-Gooden Contracting Officer
I. GENERAL INFORMATION
1. SOLICITATION NO.: 720BHA22R00024
2. ISSUANCE DATE: May 10, 2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: This solicitation is open and continuous until January 31, 2023. The following are the closing dates for each review period:
June 7, 2022, 12:00 P.M. Eastern Time
September 30, 2022, 12:00 P.M. Eastern Time
January 31, 2023, 12:00 P.M. Eastern Time
Offerors not selected during a previous review period must reapply in order to be considered for positions available in subsequent review periods. A review period may be canceled at FARO’s discretion.
4. POINT OF CONTACT: FARO Recruitment Team, [email protected]
5. POSITION TITLE: Field Operations Advisor/Senior Advisor
6. MARKET VALUE: Depending on the qualifications of the offeror, this position can be filled at either the GS-13 ($106,823 – $138,868) or GS-14 ($126,233 – $164,102) equivalent level, including Washington, D.C. locality pay.
Offerors who meet the minimum qualifications for a GS-13 will be considered for the GS-13 level positions. Offerors who meet the minimum qualifications for a GS-14 will be considered for the GS-14 level only.
Offerors selected at the GS-13 may have an opportunity for advancement to the GS-14 equivalent after at least two years at the GS-13 level, if the individual receives a recommendation from the supervisor for advancement along with an Exceeds Fully Successful performance evaluation. Advancement to the GS-14 level is not guaranteed.
Salaries over and above the top of the pay range will not be entertained or negotiated.
If the position is for a Washington based PSC, offerors who live outside the Washington, D.C. area will be considered for employment, but no relocation expenses will be reimbursed.
7. PERIOD OF PERFORMANCE: Five (5) years
8. PLACE OF PERFORMANCE: Washington, D.C.
9. ELIGIBLE OFFERORS: U.S. Citizens
10. SECURITY LEVEL REQUIRED: Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.
11. STATEMENT OF DUTIES
BACKGROUND
The United States Agency for International Development (USAID)’s Bureau for Humanitarian Assistance (BHA) is responsible for facilitating and coordinating U.S. Government (USG) humanitarian assistance overseas in response to all types of international disasters, including slow- onset disasters such as droughts or famine, natural disasters such as earthquakes or floods, or man- made disasters such as conflict or war. BHA is responsible for planning, coordinating, developing, achieving, monitoring, and evaluating international humanitarian assistance falling into two conceptual areas:
● Humanitarian Response activities comprise needs-based humanitarian assistance provided to save lives, alleviate suffering, and protect human dignity during and in the aftermath of emergencies. Humanitarian assistance is grounded in humanitarian principles and is directed toward the most vulnerable populations.
● Early Recovery, Risk Reduction, and Resilience (ER4) activities will set the initial foundations for longer-term recovery as appropriate and will work in close conjunction with humanitarian assistance. Early recovery is an approach that supports communities impacted by crises to protect and restore basic systems and service delivery. Early recovery builds on humanitarian response efforts and establishes the initial foundations of long-term recovery. Early recovery activities are implemented for a specified, appropriate timeframe that assists populations recovering from an identifiable shock. Risk reduction is the prevention of new and reduction of existing disaster risk and management of residual risk, which contributes to strengthening resilience and to the achievement of sustainable development. Resilience is the ability of people, households, communities, countries, and systems to mitigate, adapt to, and recover from shocks and stresses in a manner that reduces chronic vulnerability and facilitates inclusive growth.
BHA has seven offices, as follows:
The Bureau’s three geographic offices are: (1) Office of Africa; (2) Office of Asia, Latin America and the Caribbean; and (3) the Office of the Middle East, North Africa and Europe. Each geographic office designs, provides, and assesses humanitarian assistance for their respective regions, including assistance related to responding to, recovering from, and reducing the risk of man-made and natural disasters, while linking with other USAID investments that build resilience.
The Office of Global Policy, Partnerships, Programs, and Communications (G3PC) shapes and influences USAID’s role within the international humanitarian system; leads engagement on a range of policy, programmatic, and operational issues; and positions the Agency to influence collective response to emergency needs across the globe.
The Office of Technical and Program Quality (TPQ) leads the Bureau’s efforts to provide high- quality programmatic and technical leadership, oversight, and guidance. In addition, TPQ leads the Bureau’s external engagement with academia and coordinates research to advance the effectiveness, efficiency, and impact of humanitarian and multi-year programming.
The Office of Humanitarian Business and Management Operations (HBMO) is responsible for maintaining 24/7 operability by providing leadership, planning, quality assurance, technical expertise, and process management. HBMO ensures effective stewardship of the Bureau’s support services, including workforce planning, staffing, financial management, internal controls, facilities operations and infrastructure.
The Office of Field and Response Operations (FARO) leads and manages operational assistance and the purchase and delivery of goods and services in response to declared foreign disasters and international humanitarian needs in key functional areas, including supply-chain management, procurement, logistics, oversight, and operational coordination with the U.S. military.
INTRODUCTION
The Field Platform Operations (FPO) Team sits within the Field Operations Division within FARO. The FPO Team oversees the financial management of BHA’s administrative budgets and procurement activities for its field offices, coordinates administrative operations and ensures consistency in the application of policy across all BHA field offices. It administers entitlements for field staff, as well as for civil-military staff. The FPO Team manages a budget of $56 million and oversees the operational and administrative support of about 56 field platforms.
The FPO Team enhances and supports BHA/FARO’s capacity to respond to disasters by serving as the Responsible Unit for the Administrative Coordinator/Officer (AC/AO) positions on Disaster Assistance Response Teams (DARTs) and Response Management Teams (RMTs). DART ACs/AOs liaise and coordinate all administrative matters between USAID Mission and U.S. Embassy staff and DART members, inclusive of local procurements, funds management, human resource actions, hotel reservations, vehicle use, and any other field-based needs that require coordination with USAID mission or U.S. Embassies management teams. RMT ACs/AOs manage the administrative budget, oversee DART member readiness and deployment, track personnel movement abroad, and coordinate with their DART counterpart to support any administrative requests in-country.
Field Operations Advisors/Senior Advisors will provide BHA with essential operational management, administrative, and budgetary support to all BHA field platforms, including USAID Missions, U.S. Embassies, and stand-alone offices; as well as U.S. Missions to the United Nations (USUNs), Department of Defense Combatant Commands (CCMDs), and DARTs. Familiarity with Embassy and Mission operating procedures is essential. They will demonstrate expertise in USG policy as it relates to procurement, human resources, travel, and finance, and become proficient in USAID and BHA financial management and procurement systems.
After becoming familiar with the role of a Field Operations Desk Officer, Field Operations Advisors/Senior Advisors will work closely with Desk Officers, researching policy and
troubleshooting challenging operational issues using their expertise in the operational management of large international organizations. They will provide regional operational oversight as assigned, either remotely or in the field, liaising with external stakeholders and offices supporting BHA, and implementing a worldwide operational practice and procedures for steady state and disaster response operations. Overseas assignments will range in duration–anywhere from one-to-two weeks, up to six or more months. As necessary, Field Operations Advisors/Senior Advisors will lead operational needs assessments of field platforms; activate as ACs on RMTs and DARTs, with the opportunity to activate in positions of increasing leadership as skills advance; support the AC Responsible Unit efforts; and participate in FPO Team Systems efforts.
OBJECTIVE
The FPO Team requires the services of Field Operations Advisors/Senior Advisors to provide expert operational advice and oversight to BHA field platforms worldwide in order to strengthen BHA’s staffing and response readiness.
DUTIES AND RESPONSIBILITIES
At the GS-13 level:**
The Field Operations Advisors will:
● Provide expert advice on Agency practices and policies as they relate to USPSCs; contract management and procurement planning; and a range of workforce, organizational, and human resource functions.
● Analyze and apply complex policies to make recommendations for senior management consideration as it relates to administrative operations in BHA’s field offices.
● Review actions coming to FPO Leadership for clearance and/or approval, and/or provide clearance when delegated.
● Review and negotiate memoranda of understanding with USAID Missions and U.S. Embassies for a range of administrative support services that would be made available to new BHA field staff and offices.
● Liaise with USAID Mission staff on the recruitment and onboarding of locally employed administrative staff.
● Working with the supervisor, develop a curriculum for and train administrative personnel in the field, which includes working with the local staff to facilitate coordination and cooperation to support BHA operations.
● Develop criteria for determining appropriate funding levels for administrative costs for each field office. Review field administrative budgets and recommend funding levels for the field offices throughout the fiscal year, including analysis of pipeline balances. Provide funding to field offices using USAID and BHA financial systems and advise on the deobligation of funds.
● Deploy to a regional or program office, as necessary, to assess local administrative support capabilities, assist with local procurement, and establish procedures whereby the BHA staff
interact seamlessly with USAID or U.S. Embassy personnel in support of field platform operations.
● Interpret policies and regulations, facilitate the functionality of the administrative operations in BHA field offices, and represent the interest of BHA and the USG with interagency counterparts.
● Monitor operational effectiveness and efficiency by providing comprehensive day-to-day support to the field and each respective functional area to include but not limited to personnel, finance, procurement, staffing, and administrative logistics.
● Lead periodic reviews of each field platform for operational effectiveness and assess local administrative support needs and office regulatory compliance; ensure that BHA resources are being properly utilized.
● Support the recruitment process for all BHA field staff in the designated offices, including the process of changing duty station and staff orientation.
● Hold procurement authority via Purchase Card, Centrally Billed Travel Card, and delegated authority for up to $250,000. Ensure all procurements are allowable, appropriate, funded, and processed through the appropriate mechanism.
At the GS-14 level:
(if the PSC is hired at or promoted during contract performance)
In addition to the above duties, the Field Operations Sr. Advisors will:
● Collaborate with FARO, Field Operations Division, and the FPO Team to design and refine operational practices and procedures for worldwide implementation.
● Engage Washington, D.C. regional/geographic offices and divisions to understand the programmatic environment for each region and solicit information necessary to develop best practice support systems, processes, and continuous improvement methodologies.
● Develop pilot plans and schedules to test proposed practices, gain feedback, assess effectiveness, and adjust practices to achieve improvements.
● Gain agreement on plans and schedules with the relevant stakeholders including field leadership within BHA, FPO Team leadership, and Washington-based regional/geographic leadership.
● Liaise with field-based stakeholders: Embassy Management Offices, USAID Mission Executive Officers/Controller Offices, BHA offices, CCMDs; and USAID DC stakeholders, in particular regional points of contact and FPO Team points of contact.
● Engage on topics of interest to BHA and its local operations and act as liaison between the field office and the FPO Team on designated matters.
● Represent the interests of BHA and the USG with interagency counterparts.
● Participate in periodic assessments of systems and processes to enhance compliance with internal management and controls and to recommend best practices to mitigate potential waste, fraud, and abuse in BHA offices. Address complex issues requiring interpretation of USG rules and regulations, including Department of State, USAID, General Services Administration, and other policy requirements and guidelines.
● Recommend BHA field operations staffing patterns, personnel management, and organizational structure; ensure that field platforms are staffed and structured in such a way
as to maximize their human resources while remaining sufficiently flexible to meet the evolving demands of BHA.
● Deploy to a regional or program office to manage or oversee the operational effectiveness and efficiency of the BHA field office including budgeting, financial management and International Cooperative Administrative Support Services, human resources, travel, procurement, property management, facilities and maintenance, IT support, safety & security, relocation/repatriation, and disaster response.
● Design, develop, and maintain policies, procedures, and templates to optimize processes;
● Provide BHA-specific onboarding and ongoing support and guidance to BHA field office supervisors and employees on questions and requests related to operational support services, including liaising with U.S. Embassy, USAID Mission, and CCMD administration.
● Collaborate with the FPO Team Response and Systems workstream on development of Cooperating Country National PSCs training plans and periodic workshops.
General Duties:
● The Field Operations Advisor-Sr. Advisor does not have supervisory responsibilities, however, the PSC may serve in an acting leadership role within the bureau in order to meet short-term staffing needs, not to exceed 120 days in a 12-month contract year.
● May serve as needed, on Washington-based RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will vary.
● Schedule and meet availability requirements for Response On-Call for a minimum of two periods per year, contributing to the AC Responsible Unit mandate for sudden-onset disaster staff availability.
● Support special projects within the FPO Team and AC Responsible Unit, including training support, developing, and maintaining standard operating procedure documents, and otherwise contributing to internal team systems.
● May serve on DARTs, which may require immediate (within 24 hours) deployment overseas for an extended period of time.
● Serve as the BHA after-hours duty officer on a rotational basis for approximately one week every six months.
● As needed, may serve on temporary detail within the bureau to meet operational needs during staff shortages. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities and will be directly related to the scope of work provided.
● Become certified and serve as an AOR/COR, as assigned. The AOR/COR provides financial and programmatic oversight of all aspects of managing the agreement or contract; this includes but is not limited to reviewing invoices, requests for approvals, program/project deliverables (i.e. work plans, annual reports, month status reports), travel requests, key personnel requests, and financial/budget reports. They are responsible for drafting and submitting the annual contractor performance evaluation in CPARS/APARS. They prepare and review contract/assistance modifications documentation and assist the Contracting/Agreement Officer to ensure performance is compliant with the terms and conditions of the contract/agreement, the FAR, and USAID policy. AOR/CORs are
responsible for all related requirements in the COR designation letter and the AOR designation letter.
SUPERVISORY RELATIONSHIP:
The USPSC will take direction from and will report to the FPO Team Lead or his/her designee. SUPERVISORY CONTROLS:
For positions GS-13 equivalent:
Supervisor sets overall objectives and resources available; the USPSC consults with the supervisor to develop deadlines, projects, and work to be done. The USPSC is responsible for planning and carrying out assignments. The USPSC is responsible for planning approaches or methodology to be used in carrying out assignments.
For positions GS-14 equivalent:
Supervisor provides administrative directions in terms of broadly defined missions or functions. The USPSC independently plans, designs, and carries out programs, projects, studies, or other work. Results are considered authoritative and are normally accepted without significant change.
12. PHYSICAL DEMANDS
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 moderately heavy items (less than 50 pounds).
13. WORK ENVIRONMENT
Work is primarily performed in an office setting. During deployment on DARTs (if required), and during site visits, the work may additionally involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.
14. START DATE: Immediately, once necessary clearances are obtained.
II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position.)
For the GS-13 equivalent level:
High School Diploma plus a minimum of eleven (11) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management.
Experience must include two (2) years of work in administrative operations overseas or work in support of international programs.
OR
Bachelor’s degree and seven (7) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management. Experience must include two (2) years of work in administrative operations overseas or work in support of international programs.
OR
Master’s degree and five (5) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management. Experience must include two (2) years of work in administrative operations overseas or work in support of international programs.
For the GS-14 equivalent level:
High School Diploma plus a minimum of thirteen (13) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management. Experience must include three (3) years of work in administrative operations overseas or work in support of international programs.
OR
Bachelor’s degree and nine (9) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management. Experience must include three (3) years of work in administrative operations overseas or work in support of international programs.
OR
Master’s degree and seven (7) years of work experience working in government, a large organization, a business setting, or an overseas setting, with responsibilities related to project management, operational or administrative management, financial management, personnel support, procurement, humanitarian assistance operations, or emergency management. Experience must include three (3) years of work in administrative operations overseas or work in support of international programs.
III. EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far.
SELECTION FACTORS
(Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.)
● Offeror is a U.S. Citizen.
● Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.
● USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.
● Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.
● Ability to obtain and maintain a Department of State medical clearance throughout the contract.
● Must not appear as an excluded party in the System for Award Management (SAM.gov).
● Satisfactory verification of academic credentials.
OFFEROR RATING SYSTEM
The offeror rating system factors are used to determine the competitive ranking of qualified offerors in comparison to other offerors. Offerors must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. The rating factors are as follows:
INSERT MATRIX (30 points)
Professional Experience (10 points)
● Experience conducting operational needs assessments and internal controls assessments of field offices.
● Experience in financial management as it relates to budget projection and analysis for personnel or office operations.
● Experience in personnel support, procurement, or office space planning, as it directly relates to office management and operations.
Skills and Abilities (10 points)
● Experience identifying operational and management issues or ineffective practices and recommending solutions.
● Experience establishing systems and processes that enhance compliance to rules and regulations.
● Experience researching and providing policy guidance to key stakeholders.
Representational/Leading Teams Experience (10 points)
● Ability to communicate in a professional manner both orally and in writing.
● Experience working with senior level stakeholders in order to establish operational or administrative support structures.
● Experience leading cross-cultural teams in administrative or operational settings.
Interview Performance (50 points)
Satisfactory Professional Reference Checks (20 points) Total Possible Points: 100
BASIS OF RATING: Offerors who meet the Education/Experience requirements and Selection
Factors will be further evaluated in accordance with the Offeror Rating System. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.
Offerors are required to address each factor o