SOLICITATION NOTICE
R -- USPSC-Personnel and Operations Assistant - SOL-OTI-10-000001 - SOL-OTI-10-000001
- Notice Date
- 4/28/2010
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 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
- 20523
- Solicitation Number
- SOL-OTI-10-000001
- Archive Date
- 5/29/2010
- Point of Contact
- Mateyo Bonham, Phone: 2026619381, Jaimee E. Braun, Phone: 202-661-9377
- E-Mail Address
-
mbonham@usaid.gov, jbraun@ofda.gov
(mbonham@usaid.gov, jbraun@ofda.gov)
- Small Business Set-Aside
- N/A
- Description
- OF-612 Continuation Sheet OF-612 Form Solicitation for USPSC - Personnel and Operations Assistant - SOL-OTI-10-000001 SOLICITATION NUMBER: SOL-OTI-10-000001 ISSUANCE DATE: April 28, 2010 CLOSING DATE: May 14, 5:00 p.m. EDT SUBJECT: Solicitation for U.S. Personal Service Contractor for a Personnel and Operations Assistant (Multiple Positions) in Washington, DC. Ladies/Gentlemen: The United States Government (USG), 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 a Personnel and Operations Assistant 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 in addition to the required forms is encouraged, but submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment. • Supplemental document specifically addressing: Each of the Education/Experience requirements shown in the solicitation. Each of the five (5) Evaluation Factors 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: personnelassistant@globalcorps.com Facsímile: (202) 403-3911 or (202) 403-3941 Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to: Mateyo Bonham or Michael Aguilar Telephone Number: (202) 661-9381 or (202) 661-9366 E-Mail Address: personnelassistant@globalcorps.com Website: www.globalcorps.com Facsímile: (202) 403-3911 or (202) 403-3941 Sincerely, Dean Cabrera, Contracting Officer Solicitation for U.S. Personal Service Contractor (PSC) Personnel and Operations Assistant (Multiple Positions) 1. SOLICITATION NO.: SOL-OTI-10-000001 2. ISSUANCE DATE: April 28, 2010 3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: May 14, 2010, 5:00 pm EDT 4. POSITION TITLE: Personnel and Operations Assistant 5. MARKET VALUE: The entry grade level of this position will be the equivalent of a GS-07 or GS-09, with locality pay. The actual salary of the successful candidate will be negotiated within the daily pay range depending on qualifications, salary and work history, experience and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated. Candidates who live outside the Washington, D.C. area will be considered for employment but no relocation expenses will be reimbursed. The highest level of this position is GS-9. This position, for a Personal Services Contractor Personnel and Operations Assistant, has been designated as a "tandem, ladder" position, starting at the entry level GS-7 or GS-9 salary range level (salary range: $42,209 - $67,114 per year), depending on the qualifications of the applicant. If starting at the GS-7 salary range, the individual will work pursuant to the statement of work set forth in the contract for the established entry level position for a minimum period of 12 months. After 12 months of performance, the PSC may be considered for promotion to the GS-9 level subject to completion of the annual performance evaluation by the supervisor. To be eligible for promotion to this level, the PSC must receive at least an "Excellent" performance rating in the annual performance evaluation. The employee must also meet the minimum qualifications requirements for the higher grade. The supervisor must provide a copy of the annual performance evaluation to the Contracting Officer before the end of each contract year, which will be included in the official award file. The Contracting Officer will award a modification to formalize any change in position/statement of work and salary increase, as well as to provide any incremental funding required. NOTE: Applicants who submit an application for the GS-9 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Panel (TEC) will not be considered for the GS-7 position if they have not submitted a separate application for the GS-7 position. Similarly, applicants who apply for only the GS-7 position even though they might meet the minimum qualifications for the GS-9 position will not be considered for the higher graded position if they have not submitted a separate application for that position. Applicants who are unsure of which grade level they meet the minimum qualifications should submit a separate application for each grade level. 6. PERIOD OF PERFORMANCE: 2 years, with three one-year option periods. OTI reserves the right to offer a contract for a period of fewer than five years, where deemed appropriate. There will be an initial probationary period of three months. 7. PLACE OF PERFORMANCE: Washington, DC 8. STATEMENT OF WORK POSITION DESCRIPTION BACKGROUND The Office of Transition Initiatives (OTI) was created in 1994 as a distinct operating unit within USAID to help local partners advance peace and democracy in priority conflict-prone countries. Seizing critical windows of opportunity, OTI works on the ground to provide fast, flexible, short-term assistance targeted at key transition needs. Countries experiencing a significant political transition in the midst of a disaster or emerging from civil conflict have unique needs that cannot be fully addressed by traditional disaster relief. Timely and effective assistance to promote and consolidate peaceful, democratic advances can make the difference between a successful or a failed transition. OTI assists in securing peace by aiding indigenous, mostly non-governmental, civil society and media organizations. OTI uses such mechanisms as support for re-integration of ex-combatants into civilian society; development of initiatives to promote national reconciliation; identification of quick-impact community self-help projects to meet urgent economic needs; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public participation. To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under personal services contracts (PSCs). These knowledgeable and skilled professionals make up the vast majority of the OTI work force and are at its forefront implementing and achieving the organization's programmatic goals and objectives. DCHA/OTI is an exciting, fast-paced, operational office in USAID. Program and Operations staff work as a team to ensure country programs are started, managed, and closed efficiently and effectively. For DCHA/OTI to implement its rapid response strategy, it is essential that OTI PSC staff is deployed expeditiously and programs started quickly, often with little or no lead time. This is a key position in a busy office which responds rapidly to crisis situations. It is essential that DCHA/OTI personnel receive prompt support. To achieve this, OTI requires a Personnel and Operations Assistant who has the capacity to work well within a team environment and anticipate the needs of a complex organizational unit. For more information about OTI and its country programs please see: http://www.usaid.gov/our_work/cross-cutting_programs/transition_initiatives/ INTRODUCTION The Personnel and Operations Assistant works closely with the Personnel and Operations Specialist and other members of the Operations and Management Division (OMD) as well as the OTI Country Program teams to ensure program-funded personnel are hired, tracked, and supported. For DCHA/OTI to implement its rapid response strategy, it is essential that OTI U.S. Personal Services Contract (PSC) staff are deployed expeditiously, often with little or no lead time. This is a key position in a busy office which responds rapidly to crisis situations. It is essential that DCHA/OTI personnel receive prompt support. The incumbent must have a strong sense of responsibility, a high customer service standard, be highly organized, pay close attention to detail, and be able to handle multi-tasking. OBJECTIVE To hire a Personnel and Operations Assistant. 9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The GS-07 and GS-09 ladder positions differ in terms of the level of supervision required, the years of experience required, and the degree of independence allowed in the performance of assigned duties. At the GS-07 level: Under the direct supervision of the Washington-based DCHA/OTI Chief of Operations and Management (Chief, OMD) or his/her designee, the Personnel Assistant will: • Maintain Office staff databases and email lists, ensuring they are updated when new staff arrive, depart, or have a change in status, and forward to staff for monthly review. Ensure staff receive updated staff database reports, and ensure new reports are posted around the office and outside the office monthly; • Maintain electronic and hard copy working personnel files, and assist the team in ensuring personnel files are tracked; • Manage Expense vouchers for PSC staff (SF-1034 forms). Review and forward expense vouchers to USAID's financial management office; • Assist in managing time and attendance for PSC staff; • Provide Medical Clearance processing and tracking for all OTI non-direct hire employees; • Provide all web-based account processing and filing for OTI employees and partners; • Provide procurement tracking support for the Personnel and Operations Specialist; • Assist in drafting selection and other hiring memos for new staff. Submit and track memos to their completion; • Work closely with the Personnel Support Team, including the support contractor, to ensure staff hiring and support actions are completed in a timely manner; • Have a working knowledge of U.S. Personal Services Contractor policies and regulations and the OTI USPSC Handbook; • When required for a specific country program, act as a personnel point of contact (POC) for all field staff from time of selection to time of separation from OTI. This includes, but is not limited to: o Arranging deployment to post for new staff - including drafting cables to post and liaising with the Travel Specialist to ensure assignment to post and temporary duty travel authorizations are requested and completed, and assisting and/or advising new staff on visa and diplomatic passport applications; o Developing pre-deployment schedules and liaising with the Training Specialist to ensure the required training and orientations are scheduled and completed; o Submitting personnel action requests; o Tracking leave requests and submitting time and attendance reports for field staff who do not have access to the Agency's web-based payroll system (WebTA); o Assisting in maintaining working personnel files in hard copy, and on-line personnel file (in eRooms) o Maintaining a staff hiring tracker and temporary duty (TDY) scheduler; • Perform a range of administrative duties as required (such as photocopying, filing, mail services, etc); • Backstop the OTI Personnel Specialist in his/her absence, including but not limited to liaising with the Bureau Administrative Management Services (AMS) staff, providing Security Clearance processing and tracking for OTI non-direct hire employees, greeting and escorting new USPSC staff to their security briefing and to their contract signing, etc.; • When required, provides backstopping support for various administrative functions such as Travel, Records Management, Finance, Training, and Human Resources; • Perform other administrative and personnel support duties as required. At the GS-09 level: Under the direct supervision of the Washington-based DCHA/OTI Chief of Operations and Management (Chief, OMD) or his/her designee, the Personnel Assistant will: • Maintain Office staff databases and email lists, ensuring they are updated when new staff arrive, depart, or have a change in status, and forward to staff for monthly review. Ensure staff receive updated staff database reports, and ensure new reports are posted around the office and outside the office monthly; • Maintain electronic and hard copy working personnel files, and assist the team in ensuring personnel files are tracked; • Manage Expense vouchers for PSC staff (SF-1034 forms). Review and forward expense vouchers to USAID's financial management office; • Assist in managing time and attendance for PSC staff; • Provide Medical Clearance processing and tracking for all OTI non-direct hire employees; • Provide all web-based account processing and filing for OTI employees and partners; • Provide procurement tracking support for the Personnel and Operations Specialist; • Draft selection and other hiring memos for new staff. Submit and track memos to their completion; • Work closely with the Personnel Support Team, including the support contractor, to ensure staff hiring and support actions are completed in a timely manner; • Have good working knowledge of the U.S. Personal Services Contractor policies and regulations and the OTI USPSC Handbook in order to field questions from USPSCs, keeping the supervisor in copy; • When required for a specific country program, act as a personnel point of contact (POC) for all field staff from time of selection to time of separation from OTI. This includes, but is not limited to: o Arranging deployment to post for new staff - including drafting cables to post and liaising with the Travel Specialist to ensure assignment to post and temporary duty travel authorizations are requested and completed, and assisting and/or advising new staff on visa and diplomatic passport applications; o Developing pre-deployment schedules and liaising with the Training Specialist to ensure the required training and orientations are scheduled and completed; o Submitting personnel action requests; o Tracking leave requests and submitting time and attendance reports for field staff who do not have access to the Agency's web-based payroll system (WebTA); o Maintaining a staff hiring tracker and temporary duty (TDY) scheduler; • Perform a range of administrative duties as required (such as photocopying, filing, mail services, etc); • Backstop the OTI Personnel Specialist in his/her absence, including but not limited to liaising with the Bureau Administrative Management Services (AMS) staff, providing Security Clearance processing and tracking for OTI non-direct hire employees, greeting and escorting new USPSC staff to their security briefing and to their contract signing, etc.; • When required, provides backstopping support for various administrative functions such as Travel, Records Management, Finance, Training, and Human Resources; • Perform other administrative and personnel support duties as required. SUPERVISORY RELATIONSHIP: The Personnel and Operations Assistant will be supervised by the Chief, Operations and Management Division (OMD) or his/her designee. SUPERVISORY CONTROLS: The Supervisor will establish both general and specific work 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 levels and extent of supervision required decreasing over time. 10. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands 11. WORK ENVIRONMENT The work is generally performed in an office environment, with no special safety and/or security precautions required. 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 education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under "Applying") In order to be considered for the position a candidate must meet the Minimum Qualifications listed below. Applicants are encouraged to write a brief appendix to their resume and the OF-612 to demonstrate how prior experience and/or training address each of these factors. At the GS-07 level, the applicant must, at a minimum, have A Bachelors degree OR An Associates degree with 2 additional years of work experience above the years listed below OR A high school diploma with 4 additional years of work experience above the years listed below; AND • At least 2 years previous work experience in areas related to the range of duties described above, with demonstrated increased responsibility; • Demonstrated knowledge of administrative concepts and practices and ability to apply and adapt that knowledge to a specific office setting; • Demonstrated proficiency using Microsoft Office applications including Excel, Word, Access. At the GS-09 level, the applicant must, at a minimum, have A Bachelors degree OR An Associates degree with 2 additional years of work experience above the years listed below OR A high school diploma with 4 additional years of work experience above the years listed below; AND • At least 3 years previous work experience in areas related to the range of duties described above, with demonstrated increased responsibility; • Demonstrated knowledge of administrative concepts and practices and ability to apply and adapt that knowledge to a specific office setting; • Demonstrated experience using Microsoft Office applications including Excel, Word, Access. 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 submitted (see detailed instructions under "Applying"); • Supplemental document specifically addressing how the candidate meets each of the Education/Experience requirements, AND each of the Evaluation Factors submitted; • Ability to obtain a SECRET level security clearance; • Satisfactory verification of academic credentials. EVALUATION FACTORS (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.) Factor #1 - Demonstrated customer service ethic in more than one office/job (written response should include the candidate's view of what customer service means, as well as at least one example of how they employ good customer service at work). Factor #2 - Skill in establishing and maintaining effective relationships with a variety of groups and individuals. Factor #3 - Excellent writing, speaking and organizational skills. Factor #4 - Demonstrated ability to work well under pressure, while still paying attention to detail, often with extremely short deadlines. Factor #5 - Demonstrated ability/willingness to take on new tasks, often last minute, with minimal instruction - researching solutions independently if necessary to complete tasks on time. BASIS OF RATING: Applicants who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor 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 Evaluation Factors 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 specifically address the Selection and/or Evaluation 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: Evaluation Factors have been assigned the following points: Factor #1 - 20 Factor #2 - 20 Factor #3 - 15 Factor #4 - 15 Factor #5 - 10 Total Possible - 80 Points Interview Performance - 20 points Satisfactory Professional Reference Checks - Pass/Fail (no points assigned) Total Possible Points: 100 APPLYING: Applications must be received by the closing date and time at the address specified in the cover letter. NOTE: Applicants must review their experience/education against the required minimum qualifications for the GS-7 and GS-9 positions carefully. Applicants must submit a separate application for each position for which they wish to be considered. In most cases, this would simply require a small change to the cover page (e.g., indicating an application for the GS-7 or GS-9 position). Applicants must be cautious: those who submit an application for the GS-9 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Panel (TEC) will not be considered for the GS-7 position if they have not submitted a separate application for that level. Similarly, applicants who apply for only the GS-7 position even though they might meet the minimum qualifications for the GS-9 position will not be considered for the higher graded position if they have not submitted a separate application for each. Applicants who are unsure of which grade level they meet the minimum qualifications should submit a separate application for each grade level. Qualified individuals are required to submit: 1. A complete U.S. Government Optional Form 612 with hand-written signature (including OF-612 continuation sheets as needed) (downloadable forms are available on the USAID website, http://www.usaid.gov/forms, or internet http://www.gsa.gov/Portal/gsa/ep/formslibrary.do, or www.globalcorps.com). NOTE: Submission of a resume in addition to the required forms is encouraged, but submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment. All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 or on supplemental OF-612 continuation sheets to allow for adequate evaluation of your direct and related experience. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements. Dates (months/years) and locations for all field experience must also be detailed. 2. A supplemental document specifically addressing: Each of the Education/Experience requirements shown in the solicitation. Each of the five (5) Evaluation Factors 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) 403-3911 or (202) 403-3941 Via email: personnelassistant@globalcorps.com Please note in your document submittal where you heard about this position. The most qualified candidates may be interviewed and requested to provide a writing sample. OTI 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 temporary or full secret security clearance is not obtained within four months, 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 (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 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 ForeignService 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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