USPSC Support Relief Group Administrative Specialist (Multiple Positions)

Organization
Posted
Closing date

SOLICITATION NUMBER: 720FDA20B00081

ISSUANCE DATE: December 10, 2020

CLOSING DATE AND TIME: November 17, 2022, 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 services as a Support Relief Group (SRG) Administrative Specialist 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.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (beta.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. 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.

  1. 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.

NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND THE SYSTEM FOR AWARD MANAGEMENT

All USPSCs with a place of performance in the United States are required to have a Data Universal Numbering System (DUNS) 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 DUNS 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&
sysparm_search=kb0013183

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: BHA.FARORecruitment@usaid.gov
Website: www.BHAjobs.net

Any questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.

Sincerely,

Renee Newton
Contracting Officer

DUTIES AND RESPONSIBILITIES

SRG Administrative Specialists will backfill for permanent staff or vacancies either in Washington, D.C. or overseas and respond to humanitarian emergencies - natural, technological and conflict-related disasters, as required. As needed, the USPSC will be required to travel on short notice as a critical component of a USG disaster and humanitarian response.
The SRG Administrative Specialists may perform the following tasks as needed by BHA:
● Provide expert level administrative support to BHA operations and serve as a backfill to BHA domestic and field staff.
● Provide guidance on entitlements and allowances for field USPSCs and prepare written communication on updated policy and procedural changes.
● Analyze and apply complex policies to make recommendations for senior management consideration, as they relate to administrative operations in BHA’s field offices.
● Provide expert advice to resolve difficult and complex administrative issues; interpret policies and regulations; facilitate the functionality of administrative operations in BHA field offices and represent the interest of BHA and the USG with interagency counterparts.
● Independently perform periodic reviews of all overseas locations for operational effectiveness; assess local administrative support needs; and ensure that BHA resources are being properly utilized.
● Negotiate memoranda of understanding with USAID Missions and U.S. Embassies; meet with senior-level mission staff, such as Deputy Mission Directors, Supervisory Executive Officers, and Comptrollers, to negotiate a range of administrative support services that would be made available to new BHA field staff and offices. This includes reviewing and approving International Cooperative Administrative Support Services (ICASS) and other shared-cost agreements.
● Develop criteria for determining appropriate funding levels for administrative costs for each overseas 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 overseas offices using USAID and BHA systems and advise on the deobligation of funds.
● Perform various financial tasks using USAID and BHA financial and planning systems (Abacus, GLAAS and Phoenix) such as sending funding cables, and reviewing and approving admin budgets.
● Deploy to a regional or program office as an Administrative Officer/Coordinator, as necessary; assess local administrative support capabilities; assist with local procurement, and establish procedures whereby the BHA staff interacts seamlessly with USAID/Embassy personnel support for the establishment of any overseas activity.
● Provide expert advice on acquisition and assistance practices and policies; a range of workforce, organizational and human resource functions; contract management and procurement planning.
● Ensure that reports used to track the flow of work related to (but not limited to) recruitment, contract actions and security clearances are developed and maintained.
● Conduct various ad hoc analyses; prepare reports and compile information from a variety of sources for management review in response to requests from Congress, Agency Senior Management, BHA Bureau leadership, etc.
● Provide budget and financial analysis; prepare financial documentation and provide advice and guidance regarding appropriate use of funding mechanisms and commitment/obligation/de-obligation of funds.
● Provide expert advice on Human Resources (HR) policies (USAID and OPM) and best practices in the industry. Implement ad hoc projects including but not limited to the following subject areas: reorganizations, staffing issues, disaster surge authority, and premium pay.
● Independently plan, design and carry out programs, projects, studies or other work.
● May serve as needed, on Washington-based Response Management Teams (RMTs), which provide services and support to Disaster Assistance Response Teams (DARTs) deployed in response to disasters. The duties on RMTs will be varied.
● May serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
● Become certified and serve as an Agreement Officer’s Representative/Contracting Officer’s Representative (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 Contract/Assistance Performance Assessment Review System (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 set forth in the COR designation letter and the AOR designation letter.

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.)
Bachelor’s degree plus nine (9) years of relevant experience in public or business administration, management, or international relations, including experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.
OR
Master’s degree plus seven (7) years of relevant experience in public or business administration, management, or international relations, including experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.
OR
At least twelve (12) years of progressively responsible experience providing administrative support, personnel management, and financial management. Experience must include two (2) years of work in administrative operations overseas.

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 a Department of State medical clearance (if applicable).
● 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:
Professional Experience (10 points)
● Experience in policy and regulation, research and analysis, and providing guidance to key stakeholders based upon that analysis and interpretation.
● Experience in personnel support, procurement, and office space planning, as it directly relates to office management and operations, which includes multiple office locations or international/field offices.
● Experience in financial management as it relates to budget projection and analysis for personnel and office operations, including funds tracking and reconciliation.
● Experience in travel arrangement involving multiple stakeholders and travel policy.
● Experience in analyzing and coordinating intermittent staff resources to meet critical needs.
Skills and Abilities (10 points)
● Demonstrated experience responding to an internal customer base on a daily basis, and an ability to manage relationships in a demanding environment.
● Experience conducting a needs assessment to identify administrative and management problems and apply sound, independent judgment in the development of proposed solutions.
● Demonstrated proficiency in database and systems management.
Representational/Leading Teams Experience (10 points)
● Demonstrated experience leading teams in administrative and operational settings, particularly with varied nationalities and cultural backgrounds.
● Demonstrated interpersonal and representational skills in order to effectively work with key senior US Government stakeholders in order to establish operational and administrative support structures in the midst of humanitarian crisis situations.

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 of the Offeror Rating System in their resume, describing specifically and accurately what experience, training, education and/or awards they have received as it pertains 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 factors and/or Offeror Rating System factors may result in not receiving credit for all pertinent experience, education, training and/or awards.

The most qualified offerors may be interviewed and required to provide a writing sample. BHA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for offerors being considered for selection. Note: Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. BHA reserves the right to select additional offerors if vacancies become available during future phases of the selection process.

I**V. SUBMITTING AN OFFER**
Offers must be received by the closing date and time at the address specified in the cover letter.
Qualified individuals are required to submit:

  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.
    (d) U.S. Citizenship
    (e) Optional: How did you hear about this opportunity? (beta.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. 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.
    Additional documents submitted will not be accepted.

  3. By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated. False or fraudulent information on or attached to your offer may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.
    To ensure consideration of offers for the intended position, please reference the solicitation number on your offer, and as the subject line in any email.
    DOCUMENT SUBMITTALS
    Via email: FARO Recruitment Team, BHA.FARORecruitment@usaid.gov

How to apply

IV. SUBMITTING AN OFFER

Offers must be received by the closing date and time at the address specified in the cover letter.

Qualified individuals are required to submit:

  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.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (beta.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. 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.

  1. 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.
    Additional documents submitted will not be accepted.

By submitting your offer materials, you certify that all of the information on and attached to the offer is true, correct, complete, and made in good faith. You agree to allow all information on and attached to the offer to be investigated. False or fraudulent information on or attached to your offer may result in you being eliminated from consideration for this position, or being terminated after award, and may be punishable by fine or imprisonment.

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

DOCUMENT SUBMITTALS

Via email: FARO Recruitment Team, BHA.FARORecruitment@usaid.gov