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R -- USPSC Administrative Support Coordinator - Solicitation - OF612 Forms

Notice Date
Notice Type
Combined Synopsis/Solicitation
921190 — Other General Government Support
Contracting Office
Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW, Room 7.10-006, Washington, District of Columbia, 20523
ZIP Code
Solicitation Number
Archive Date
Point of Contact
Jaimee E. Braun, Phone: 202-661-9377, Eleanor Henning, Phone: 2026619334
E-Mail Address
jbraun@ofda.gov, ehenning@ofda.gov
(jbraun@ofda.gov, ehenning@ofda.gov)
Small Business Set-Aside
OF612 Continuation Sheet OF612 Form Solicitation for M/OAA/DCHA/DOFDA-10-477 SOLICITATION NUMBER: M/OAA/DCHA/DOFDA-10-477 ISSUANCE DATE: January 28, 2010 CLOSING DATE: March 1, 2010, 5:00 p.m. EST SUBJECT: Solicitation for U.S. Personal Service Contractor for an Administrative Support Coordinator in Washington, DC. Ladies/Gentlemen: The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking applications (Optional Form 612 only) from qualified U.S. citizens to provide personal services as an Administrative Support Coordinator under a personal services contract, as described in the attached solicitation. Submittals shall 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: • Complete and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed). NOTE: Submission of a resume alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described in the "Applying" section. Please carefully review the complete job announcement and the "Applying" instructions. Failure to provide the required information and/or materials will result in your not being considered for employment. • Supplemental document specifically addressing the five (5) Quality Ranking Factors (QRFs) shown in the solicitation. Incomplete or unsigned applications shall not be considered. These signed forms must be mailed, delivered, faxed, or emailed (email applications must be signed) to: GlobalCorps 529 14th Street, NW, Suite 700 Washington, DC 20045 E-Mail Address: admincoord@globalcorps.com Facsímile: (202) 315-3803 or (240) 465-0244 Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to: Eleanor Henning or Paulo Couto Telephone Number: (202) 661-9334 or (202) 661-9316 E-Mail Address: admincoord@globalcorps.com Website: www.globalcorps.com Facsímile: (202) 315-3803 or (240) 465-0244 Sincerely, Amanda Downing Contracting Officer Solicitation for U.S. Personal Service Contractor (PSC) Administrative Support Coordinator 1. SOLICITATION NO.: M/OAA/DCHA/DOFDA-10-477 2. ISSUANCE DATE: January 28, 2010 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: March 1, 2010, 5:00 pm EST 4. POSITION TITLE: Administrative Support Coordinator 5. MARKET VALUE: GS-12 ($74,872 - $97,333 - includes locality pay). Final compensation will be negotiated within the listed market value based upon the candidate's past salary, work history and educational background. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed. 6. PERIOD OF PERFORMANCE: Two years, renewable up to five years 7. PLACE OF PERFORMANCE: Washington, DC 8. STATEMENT OF WORK POSITION DESCRIPTION BACKGROUND The Office of U.S. Foreign Disaster Assistance (OFDA) is the office within USAID that is responsible for providing emergency non-food humanitarian assistance in response to international crises and disasters. OFDA is part of the Bureau for Democracy, Conflict, and Humanitarian Assistance (DCHA) and is organized into three divisions. The Disaster Response and Mitigation Division (DRM) is responsible for the provision of emergency humanitarian assistance through a grants mechanism to non-governmental organizations (NGOs), Private Voluntary Organizations (PVOs), the United Nations agencies and to partners to ensure the implementation and delivery of this assistance. This division also oversees OFDA's non-response efforts in disaster risk reduction. DRM also coordinates with other organizations and donors for the provision of relief supplies and assistance. DRM devises, coordinates, and implements program strategies for a variety of natural and human caused disaster situations with a focus on disaster risk reduction. It encompasses a group of technical sector specialists who provide expert capability in assessing the quality of disaster response and disaster risk reduction activities. The Program Support Division (PS) provides programmatic and administrative support including budget/financial services, procurement planning and guidance, contracts and grants administration, and communication support for OFDA's Washington and field offices. The Operations Division (OPS) develops and manages logistical and operational support for disaster responses and administrative support to all offices and operations. OPS maintains readiness to respond to emergencies through several mechanisms, including managing Search and Rescue Teams (SAR), coordinating and supporting Disaster Assistance Response Teams (DARTs), and the Washington-based Response Management Teams (RMTs) as needed. INTRODUCTION To fulfill its mandate to respond to disasters around the world on behalf of the U.S. Government (USG), DCHA/OFDA projects itself overseas in a variety of ways. First, DCHA/OFDA maintains six permanent regional offices and one sub-regional office in the following locations: San Jose, Costa Rica; Bangkok, Thailand; Dakar, Senegal; Nairobi, Kenya; Pretoria, South Africa; Almaty, Kazakhstan; and Budapest, Hungary. Second, in countries where DCHA/OFDA has a large humanitarian response portfolio, it establishes a Program Office (currently eight) within the USAID Mission or U.S. Embassy. Third, in the event of major disasters, DCHA/OFDA may deploy a Disaster Assistance Response Team (DART) to the affected country. The Overseas Administration Team (OAT) is part of the Operations Division. It was created to meet the need for administrative support and intervention as OFDA's presence in the field grew following the opening of these regional and program offices. As more staff were permanently deployed to support emergency programs in Africa and Asia, OAT's role in administrative intervention prior to and following deployment of staff has become more significant. OFDA now has 16 locations in the field that are directly supported by OAT. The team consists of four members: the Administrative Officer for Field Operations (as the Team Leader), two Administrative Support Coordinators, and an Administrative Support Assistant. In 1999, OFDA instituted a program of contracted personal services contractors (PSCs) who could provide short term, on-call assistance to the office as the need arose. This program, called the Support Relief Group (SRG), has grown from an initial group of 12 to a potential pool of up to 75 contractors. The management of this program is part of the OAT portfolio. OBJECTIVE OFDA requires the services of an Administrative Support Coordinator (ASC) who will provide administrative support to OFDA overseas operations at USAID Missions and Embassies worldwide. The ASC will also support the surge capacity program (SRG). The incumbent will report to the Administrative Officer for Field Operations and backstop the other Administrative Support Coordinator. 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The ASC will: • Provide administrative support to OFDA overseas operations. Support will include assisting overseas staff to resolve administrative issues; interpreting policies and regulations; negotiating with missions and embassies, and other types of support for overseas operations. Negotiate memoranda of understanding (MOUs) with missions and embassies, train local OFDA Foreign Service National (FSN) staff and work with the local Financial Management offices and Administrative (EXO) offices to facilitate the functionality of the OFDA offices; • Perform frequent site visits to ensure that OFDA resources are being properly utilized, to assess local administrative support needs, and to provide training to field administrative personnel; • Provide specific support for SRG PSCs and field PSCs. He/she will work with the contracting and financial management staff in providing appropriate domestic and field-based budgets, provide fund cite data for the transfer of funds, assist with clearance cables as appropriate and brief staff on deployment; • Review budgets and recommend funding levels of the supported overseas offices and of overseas personal services contracts. Send fund cite cables as required; • Assist the establishment/disestablishment of any overseas activity that may include deployment as an Administrative Officer; assess local administrative support capabilities; assist with local procurement, and establish procedures whereby the OFDA staff interact seamlessly with USAID/Embassy personnel support for the establishment of any overseas activity; • Oversee the daily operation and maintenance of the Support Relief Group (SRG) program. Maintain databases. Support the activation of SRG, assist with the development of their statements of work, facilitate their orientation to the administrative, financial, technical operations and training requirements of OFDA, and monitor the evaluation process of their performance after each activation; • Perform miscellaneous administrative tasks such as working with Agency's financial and acquisition and assistance systems and with OFDA's financial planning system, as well as the updating of data in the SRG database as required; • Work closely with the contracting staff and the USAID Office of the Chief Financial Officer to ensure sufficient funding is available for contract renewal; • Coordinate with the training staff to define training requirements and assist in the preparation of training materials of SRG and OFDA field staff. Facilitate OFDA organizational meetings overseas; • Attend security management workshops and perform periodic reviews on all overseas locations for operational effectiveness; • Participate on Resource Management Teams (RMT) and Disaster Assistance Response Teams (DART) as needed; • Serve as OFDA Duty Officer on a rotational basis. SUPERVISORY RELATIONSHIP: The Administrative Support Coordinator will take direction from and will report to the Overseas Administration Team Leader or his/her designee. SUPERVISORY CONTROLS: The Supervisor will set overall objectives. The employee and the supervisor together will develop deadlines, projects, and work to be accomplished. The incumbent is expected to take initiative, act independently, and manage his/her tasks with minimal supervision. 10. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands. During deployment on Disaster Assistance Response Teams (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). 11. WORK ENVIRONMENT Work is primarily performed in an office setting. During deployment on Disaster Assistance Response Teams (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. 12. START DATE: Immediately, once necessary clearances are obtained. 13. POINT OF CONTACT: See Cover Letter. EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION (Determines basic eligibility for the position. Applicants who do not meet all of the education and experience factors are considered NOT qualified for the position.) Bachelor's degree with significant study including, but not limited to public or business administration, management or international relations, and at least five (5) years of relevant experience providing administrative support, personnel management, financial management or similar duties for a U.S. Government foreign affairs agency, an international organization and/or a non-governmental organization. Two (2) years of the relevant experience must include work in administrative operations overseas or work in support of international programs. OR Master's degree with significant study in or pertinent to including, but not limited to public or business administration, management or international relations, and at least four (4) years of relevant experience providing administrative support, personnel management, financial management or similar duties for a U.S. Government foreign affairs agency, an international organization and/or a non-governmental organization. Two (2) years of the relevant experience must include work in administrative operations overseas or work in support of international programs. SELECTION FACTORS (Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position.) • Applicant is a U.S. Citizen; • Complete and hand-signed federal form OF-612 and OF-612 continuation sheets submitted; • All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 to allow for adequate evaluation of your related and direct experience. Experience that cannot be quantified will not be counted towards meeting the experience requirements. • Supplemental document specifically addressing the Quality Ranking Factors (QRFs) submitted; • Ability to obtain a SECRET level security clearance as provided by USAID. • Satisfactory verification of academic credentials. QUALITY RANKING FACTORS (QRFs) (Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.) QRF #1 Relevant work experience in assessing overseas administrative support needs and in establishing procedures for interaction between headquarters and overseas staff. QRF #2 Experience in each of the following areas: interpreting U.S. Government (USG) policies and regulations; negotiating Memoranda of Understanding (MOUs) with government agencies or offices; facilitating local purchases; training of local staff; and working with the local offices to facilitate the functionality of a headquarters office. QRF #3 (Scenario) - OFDA has determined that it is necessary to open a small office in country X. You have been assigned to facilitate establishing this new office. Describe in detail five key arrangements that will need to be made to ensure staff assigned to country X are able to function effectively. QRF #4 Demonstrated working knowledge of administrative and financial tracking systems, database development, and financial systems analysis. QRF #5 Knowledge of and experience in working with USG agencies including the State Department, USAID regional missions, as well as other US organizations and international organizations engaged in humanitarian response. 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) responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks. 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 your not receiving credit for all of your pertinent experience, education, training and/or awards. The Applicant Rating System is as Follows: QRFs have been assigned the following points: QRF #1 - 12 points QRF #2 - 12 points QRF #3 - 12 points QRF #4 - 8 points QRF #5 - 6 points Interview Performance - 30 points Satisfactory Professional Reference Checks - 20 points Total Possible Points: 100 APPLYING: Applications must be received by the closing date and time at the address specified in the cover letter. Qualified individuals are required to submit: 1. A complete U.S. Government OF-612 form with hand-written signature (including OF-612 continuation sheets as needed) (downloadable forms are available on the USAID website, http://www.usaid.gov/forms, internet http://www.gsa.gov/Portal/gsa/ep/formslibrary.do, at Federal offices, or at www.globalcorps.com). NOTE: Submission of a resume alone IS NOT a complete application. This position requires the completion of additional forms and/or supplemental materials as described in this section. Failure to provide the required information and/or materials will result in your not being considered for employment. 2. A supplemental document specifically addressing the five (5) Quality Ranking Factors (QRFs) shown in the solicitation. To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter. DOCUMENT SUBMITTALS Via mail: GlobalCorps, 529 14th Street, NW, Suite 700, Washington, DC 20045 Via facsímile: (202) 315-3803 or (240) 465-0244 Via email: admincoord@globalcorps.com The most qualified candidates may be interviewed and required to provide a writing sample. OFDA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for applicants being considered for selection. NOTE: If a Secret security clearance is not obtained within nine months after offer acceptance, the offer may be rescinded. 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. NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR. For general information about DUNS Numbers, please refer to 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. Optional Form 612. 2. Medical History and Examination Form (DS-1843). ** 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). ** 6. Employment Eligibility Verification (I-9 Form). ** ** Forms 2 through 6 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://www.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. BENEFITS/ALLOWANCES: 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 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 HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR. 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 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) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).
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