SOLICITATION NUMBER:          720FDA20B00017                         

ISSUANCE DATE:                          January 17, 2020                 

CLOSING DATE AND TIME:      January 20, 2021, 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 U.S. Foreign Disaster Assistance (OFDA), is seeking offers from qualified U.S. citizens to provide personal services as an Award Process and Management 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. 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, OFDA 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. 

  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:

            OFDA Recruitment Team

            E-Mail Address: recruiter@ofda.gov

            Website: www.OFDAjobs.net

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

Sincerely,

Renee Newton

Contracting Officer

I. GENERAL INFORMATION

1. SOLICITATION NO.: 720FDA20B00017

2. ISSUANCE DATE: January 17, 2020

3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: This solicitation is open and continuous until January 20, 2021. The following are the closing dates for each review period:

              February 19, 2020, 12:00 P.M. Eastern Time

May 13, 2020, 12:00 P.M. Eastern Time

              August 5, 2020, 12:00 P.M. Eastern Time

              October 28, 2020, 12:00 P.M. Eastern Time

               January 20, 2021, 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 cancelled at OFDA’s discretion.

4. POINT OF CONTACT: OFDA Recruitment Team, recruiter@ofda.gov  

5. POSITION TITLE: Award Process and Management Specialist

6. MARKET VALUE: Depending on the qualifications of the offeror, this position can be filled at either the GS-11 ($72,030 – $93,638) or GS-12 ($86,335 – $112,240) equivalent level, including Washington, D.C. locality pay. Final compensation will be negotiated within the listed market value of the GS-11 or GS-12 level based upon the offeror’s established salary history.

Offerors who meet the minimum qualifications for a GS-11 will be considered for the GS-11 level positions.

Offerors who meet the minimum qualifications for a GS-12 will be considered for the GS-12 level only.

Final compensation will be negotiated within the listed market value and based upon the candidate’s established salary history. 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: (1) year, with four (4) one-year options

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

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 six divisions.

The Africa (AFD) Response Division and the Asia, Latin America, Europe, and Middle East (ALE) Response Division are responsible for the provision of emergency humanitarian assistance through a grants mechanism to non-governmental organizations (NGOs), international organizations including United Nations (UN) agencies and to other partners to ensure the implementation and delivery of this assistance. These divisions also oversee OFDA’s non-response efforts in disaster risk reduction and resilience. AFD and ALE Response Divisions also coordinate with other organizations for the provision of relief supplies and assistance. They devise, coordinate and implement program strategies for a variety of natural and complex disaster situations. Both Divisions encompass groups of operations specialists who provide technical expert capability in assessing the quality and strategic function of disaster response and risk reduction activities. The AFD Response Division is divided into two teams: East and Central Africa (ECA), and Southern, West, and North Africa (SWAN). The ALE Response Division is divided into four teams: East Asia and the Pacific (EAP), Europe, the Middle East, and Central Asia (EMCA), Latin America and the Caribbean (LAC), and South Asia (SA).

The Operations (OPS) Division develops and manages operations for OFDA’s disaster responses by readying people and systems; projecting U.S. Government (USG) humanitarian capacity quickly into the field; and delivering material and technical assistance. The OPS Division maintains readiness to respond to emergencies through several mechanisms, including managing Urban Search and Rescue Teams, coordinating, staffing, training, and equipping Disaster Assistance Response Teams (DARTs), and Washington-based Response Management Teams (RMTs), and stockpiling emergency relief commodities in key locations around the globe to ensure OFDA’s capacity to execute and coordinate USG humanitarian assistance and response to natural disasters and complex emergencies. The OPS Division provides technical guidance and expertise in Disaster Logistics, Urban Search and Rescue, Operations Center management, activation/readiness, Civil-Military Liaison, and Chemical, Biological, Radiological, Nuclear and Explosive Consequence Management. It also provides overseas support to OFDA offices and personnel and to other sectors necessary to ensure OFDA’s capacity to execute and coordinate USG humanitarian assistance and response to natural disasters and complex emergencies. The OPS Division is divided into four teams: the Disaster Assistance Support Program (DASP), Military Liaison Team (MLT), Operations Support Team (OST), and Overseas Administration Team (OAT). 

The Program Support (PS) Division provides operational management support, including general administration, budget and financial services, procurement planning, information technology (IT), human resources management including staff care, and contract and grant administration support to OFDA. The PS Division supports OFDA's mandate by providing innovative solutions for IT, staffing, funds control, budgeting, information and human resource management, and procurement to facilitate timely disaster responses. The PS Division is divided into four teams: the Award, Audit, and Risk Management (AARM) Team, Human Resources Management Team (HRM), Budget, Finance, and Information Technology (BFIT) Team, and the Acquisition and Management (ACQ) Team.

The Preparation, Strategic Planning and Mitigation (PSPM) Division is responsible for the technical oversight of all OFDA response and mitigation programs, as well as preparation for response, mitigation, and disaster risk reduction activities. The PSPM Division houses technical experts in all sectors potentially affected by disasters, and leads the Agency in developing and promoting best practices for programming in these specific sectors. In addition, PSPM will be the focal point for technological innovations for humanitarian assistance in areas such as monitoring and evaluation, assessment, and information management. The PSPM Division is divided into four teams: Cross-Cutting Sectors Team, Natural Hazards Team, Health Team, and the Food Security and Livelihoods Team.

The Humanitarian Policy and Global Engagement (HPGE) Division assists the DCHA front office, the OFDA Director and OFDA Deputy Director with tracking trends and policy developments in the humanitarian assistance field. It engages in policy dialogue with other parts of USAID, the USG interagency, other donors, multilateral agencies, and NGO partners; recommends strategies for action to DCHA; initiates development of policy and internal guidance for OFDA; maintains global relationships with implementing partners, other donors, and the broader humanitarian architecture; and engages with the UN to advance USG humanitarian policy objectives and promote humanitarian principles within the USG and internationally. The HPGE Division leads OFDA's communications and social media outreach to effectively communicate OFDA’s story to a variety of strategic audiences. It serves as the office’s primary interlocutor on strategic issues with other federal partners to provide guidance to OFDA on policy issues pertaining to the interagency, and to improve USG humanitarian coordination and response during large-scale crises. The HPGE Division staff manages global programs, policy and outreach, strategic communications, and interagency training and engagement. HPGE is divided into seven teams: Policy Team, Global Programs Team, Strategic Interagency Team, Strategic Communications Team, Global Capacity and Leadership Development Team, Public-Private Engagement Team, and the United States Mission to the UN (USUN) in New York, Geneva, and Rome.

INTRODUCTION

To achieve OFDA’s mandate to provide timely life-saving and emergency humanitarian assistance, OFDA strives to ensure consistent, organization-wide compliance of USG and USAID acquisition and assistance policy and legal requirements while maintaining maximum efficiency, effectiveness, and flexibility in its award making and management processes. USG and OFDA award making and management involves implementing and overseeing various Federal assistance and acquisition mechanisms including but not limited to grants, cooperative agreements, interagency agreements, fixed-amount awards, contracts, purchase orders, and simplified acquisition awards with a wide range of recipients including U.S. and non-U.S. NGOs, non-profit organizations, for-profit organizations, and public international organizations.

Given the complexity, dollar value, speed, and volume of OFDA programs, OFDA created the AARM Team to provide technical expertise and resources to ensure OFDA’s award, audit, and risk management business processes, systems, internal guidance, tools, and related trainings are effective and strengthen OFDA’s humanitarian assistance programs.   

The OFDA Award Process and Management Specialist is an integral member of the AARM Team within the PS Division. The position is based in Washington, D.C. with occasional travel to the field to support implementation, monitoring, and oversight of programs, operations, and technical compliance.

OBJECTIVE

OFDA requires the services of an Award Process and Management Specialist to provide support in keeping abreast of and interpreting current and new acquisition and assistance policy directives and regulations and to assist in drafting, revising, and updating OFDA’s award management business processes, systems, internal guidance, tools, and related trainings. Based in Washington, D.C., this position will support OFDA’s mandate and humanitarian assistance programs by ensuring OFDA staff, implementing partners, inter- and intra-agency colleagues, and other key stakeholders have the award making- and management-related information and training needed to implement, manage, and close out flexible, responsive humanitarian programs effectively and efficiently. 

DUTIES AND RESPONSIBILITIES

At the GS-11 equivalent:

Acquisition & Assistance Policy and Guidance:

Portfolio Management:

  • Track the receipt and response to OFDA staff and partner inquiries on program topics, issues, and questions relating to acquisition and assistance policies and procedures.
  • As requested and under the Senior Award Process and Management Advisor’s guidance, draft recommended responses to OFDA staff and partner inquiries.
  • Support the training of OFDA and partner staff in Washington, D.C. and the field on acquisition and assistance topics including assisting in the development, updating, and presentation of training materials related to award making and management.
  • Provide copy editing support to Senior Award Process and Management Advisor during the drafting, revising, and updating of written technical guidance on award making and management policies and procedures including but not limited to: memos, waivers and templates, OFDA Guidelines for Proposals, Guidance Flashes, and the Program Toolkit.

Agency and USG Liaison and Representation:

General Duties:

  • Work in rapidly changing, high-pressure situations that often exceed normal business hours.
  • Attend regular AARM team meetings and program team meetings.
  • Sign-up for and 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.
  • Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.
  • As needed, serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • As needed, may serve on temporary detail within the office not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

At the GS-12 equivalent:

The USPSC will perform these duties and responsibilities with limited guidance from and limited supervision of the AARM Team Lead or his/her designee for the assigned area of responsibility.

Additionally, working under the guidance of the Senior Award Process and Management Advisor, he/she will take on an increased level of responsibility for management and coordination of award making and management activities and planning in his/her area of responsibility. He/she will also take on increased level of responsibility for contributing to policy and regulations interpretations and recommendations as well as representing the office and its interests to other parties. At this grade level, he/she will:

Acquisition & Assistance Policy and Guidance:

Portfolio Management:

  • Respond to OFDA staff and partner inquiries on common program topics, issues, and questions relating to acquisition and assistance policies and procedures.
  • Train OFDA and partner staff in Washington, D.C. and the field on standard acquisition and assistance topics including assisting in the development, updating, and presentation of training materials related to award making and management.
  • Collaborate with other OFDA teams and staff to analyze and provide guidance and recommendations on standard award making and management topics.
  • Draft, revise, update, and maintain written technical guidance on standard award making and management policies and procedures including but not limited to: memos, waivers and templates, OFDA Guidelines for Proposals, Guidance Flashes, and the Program Toolkit.

Agency and USG Liaison and Representation:

General Duties:

  • Work in rapidly changing, high-pressure situations that often exceed normal business hours.
  • Attend regular AARM team meetings and program team meetings.
  • Sign-up for and 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.
  • Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.
  • As needed, serve on DARTs which may require immediate (within 24 hours) deployment overseas for an extended period of time.
  • As needed, may serve on temporary detail within the office not to exceed six months. Duties performed while on detail will be aligned with the Team’s existing duties and responsibilities as well as directly related to the scope of work provided.

SUPERVISORY RELATIONSHIP:

The USPSC will take direction from and will report to the AARM Team Lead or his/her designee.

SUPERVISORY CONTROLS:

For the GS-11 equivalent position, the supervisor sets overall objectives and resources available and works with the USPSC to develop deadlines, work to be done and methodology.  The USPSC is responsible for carrying out assignments, and consults with the supervisor for policy interpretations. 

For the GS-12 equivalent position, the supervisor sets overall objectives and resource available. The USPSC consults with 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 approach or methodology to be used in carrying out assignments.

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-11 equivalent level:

Bachelor’s degree with significant study in or pertinent to the specialized field (including, but not limited to, international relations, business, project management, acquisition, assistance, and management), plus three (3) years of progressively responsible experience managing USG awards including grants and/or contracts, which must include at least two (2) years of working in international development, emergency relief program operations, or post-emergency rehabilitation or reconstruction aid.

OR

Master’s degree with significant study in or pertinent to the specialized field (including, but not limited to, international relations, business, project management, acquisition, assistance, and management) plus two (2) years of progressively responsible experience managing USG awards including grants and/or contracts, which must include at least one (1) year of working in international development, emergency relief program operations, or post-emergency rehabilitation or reconstruction aid.

For the GS-12 equivalent level:

Bachelor’s degree with significant study in or pertinent to the specialized field (including, but not limited to, international relations, business, project management, acquisition, assistance, and management) plus five (5) years of progressively responsible experience managing USG grants and/or contracts, which must include at least two (2) years of working in international development, emergency relief program operations, or post-emergency rehabilitation or reconstruction aid.

OR

Master’s degree with significant study in or pertinent to the specialized field (including, but not limited to, international relations, business, project management, acquisition, assistance, and management) plus four (4) years of progressively responsible experience managing USG grants and/or contracts, which must include at least one (1) year of working in international development, emergency relief program operations, or post-emergency rehabilitation or reconstruction aid.

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.
  • 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 evaluation of writing tests will also take into consideration the quality of written responses. Aspects of written responses including, but not limited to typos, grammatical errors, spelling errors, and incomplete sentences will be factored into the evaluation process. The rating factors are as follows:

Technical Experience (20 points)

  • Demonstrated knowledge of federal acquisition or assistance laws, regulations, policies and procedures, including contracts, grants, or cooperative agreements relating to the implementation of emergency and/or international development programs.
  • Demonstrated experience in acquisition or assistance functions throughout the award cycle such as procurement design and planning, analysis and evaluation of solicitation materials, implementation, and post-award monitoring of contracts, grants, or cooperative agreements.
  • Demonstrated experience analyzing and interpreting program data and providing recommendations/solutions on pre- and post-award issues or problems.

Communication and Interpersonal Skills (10 points)

  • Experience in collaborating and/or coordinating on a wide variety of programmatic issues/topics and ability to establish and maintain relationships across different parts of an organization and different stakeholders.
  • Ability to present verbal and written guidance, polices, and procedures in various formats to various audiences.
  • Ability to work in a fast-paced, dynamic, high stress, and highly demanding environment managing competing priorities with varying deadlines.

Interview Performance (50 points)

Timed Writing Test (10 points)

Satisfactory Professional Reference Checks (10 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. OFDA 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. OFDA reserves the right to select additional offerors if vacancies become available during future phase of the selection process.

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. 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, OFDA 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. 

  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 emailrecruiter@ofda.gov