Contracting Officer's Representative

U.S. DEPARTMENT OF STATE BUREAU OF INTERNATIONAL NARCOTICS AND LAW ENFORCEMENT AFFAIRS (INL) You have received this "Personal Services Contractor (PSC) solicitation through the Department of State (DOS) Internet site. If you have any questions regarding this PSC, you may contact the DOS Official named in this solicitation. The Department is not responsible for any data and/or text not received when retrieving this document electronically. Amendments to solicitation documents generally contain information critical to the submission of an application. Position Title: Contracting Officer's Representative Location: Washington, DC Salary Level: GS-13 - $102,663 - $133,465 Period of performance: The period of performance for this contract is twelve (12) months from the date of award with four (4) optional one-year extensions. Issuance Date: May 20, 2020 Closing date: June 4, 2020 Closing Time: 3:00 PM ET Solicitation Number: PSC-20-0044-INL Job description: See below Dear Prospective Offerors: The Department of State is seeking offers from qualified U.S. citizens to provide personal services for the subject position under a personal services contract, as described in this solicitation. Submittals must 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: 1. Form SF 171 (Completed and signed) 2. Complete resume. In order to fully evaluate your offer your resume must include: a. Paid a 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 any overseas 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. Names and contact information (phone and email) of your current and/or previous supervisor(s). d. Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. e. U.S. Citizenship Note: Resume must contain explicit information to make a valid determination that the candidate meets the experience requirements as stated in this solicitation. This information needs to be clearly identified in the resume. Failure to provide explicit information to determine qualifications for the position will result in loss of full consideration. 3. Evaluation Factor document specifically addressing: Each of the Evaluation Factors shown in the solicitation below. Responses must be limited to 500 words per Evaluation Factor. Any additional words above the limit will neither be read nor scored. Note: The Evaluation Factors are worth 70 out of 100 points. Offerors are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have receive that are relevant to each Factor. 4. Professional References: Three (3) names and contact information (phone and email) of current and/or previous supervisors to serve as professional references. Additional documents submitted will not be accepted. Incomplete or late offers will not be considered. Complete applications must be emailed to: Dominique Chittum U.S. Department of State INL/EX/GAPP contact@example.gov Sincerely, Anthony Pierce Contracting Officer U.S. Department of State SUBJECT A solicitation for a Personal Services Contractor (PSC), Department of State (DOS), Bureau for International Narcotics and Law Enforcement Affairs (INL). The United States Government (USG), represented by the DOS, seeks applications from US citizens interested in providing PSC services as described in this solicitation. PRE-AWARD ETHICAL RESPONSIBILITIES OF PSC (JUN 2011) This solicitation may result in the award of one or more personal services contracts as defined in FAR 2.101. Prior to contract award, all offerors or quotes must advise the cognizant Contracting Officer if they have a personal conflict of interest, such as a financial conflict, that would prevent them from either meeting the requirements of the clause entitled, - Post-Award Ethical Responsibilities of Personal Services Contractors, or otherwise objectively performing their contractual duties upon contract award. HOW TO APPLY Offerors proposal shall be in accordance with the requirements stated in this solicitation at the place and time specified. A proposal will be determined non-responsive and ineligible for consideration unless all required documents and information are included in the submission. Offerors shall ensure their resume demonstrates their possession of the minimum qualifications outlined in this Solicitation, as well as their ability to fulfill all required duties. The Government is not responsible for any costs incurred by the offeror during the solicitation process. NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS SOLICITATION This solicitation in no way obligates the Department of State to award a PSC contract, nor does it commit the Department of State to pay any cost incurred in the preparation and submission of the application. Proposals must include the following and not exceed twenty (20) pages (additional pages will not be accepted or reviewed): 1. Form SF 171 (Completed and signed) 2. Resume 3. Evaluation Factor Responses 4. Three (3) names and contact information (phone and email) of current and/or previous supervisors to serve as professional references. Note: Your resume should contain explicit information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information should be clearly identified in your resume. Failure to provide explicit information to determine your qualifications for the position will result in loss of full consideration. Additional documents submitted beyond the requirements will not be accepted or reviewed. *** ONE PDF ATTACHMENT IS HIGHLY RECOMMENDED VETERAN'S PREFERENCE Veteran's preference is not applicable to this position therefore do not submit DD-214. ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NONDISQUALIFYING DISABILITY, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR. Submit proposal via e-mail to the attention of: INL/Dominique Chittum E-mail: contact@example.gov Direct questions regarding this solicitation to: INL/Dominique Chittum E-mail: contact@example.gov INL will not accept proposals beyond the closing time/date; unless it can be determined DOS mishandled the proposal. GENERAL STATEMENT OF THE PURPOSE OF THIS CONTRACT Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of state is the President's principal foreign policy advisor. The Department of State's mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, more prosperous and secure world. Mission of the Bureau of International Narcotics and Law Enforcement Affairs (INL): INL is under the Under Secretary for Democracy and Human Rights (J) and works to keep Americans safe at home by countering international crime, illegal drugs, and instability abroad. INL helps countries deliver justice and fairness by strengthening their police, courts, and corrections systems. These efforts reduce the amount of crime and illegal drugs reaching U.S. shores. INL's Executive Office is responsible for the development and execution of the Bureau's budget, and for the administration of all INL's international counter-narcotics and law enforcement programs, i.e., financial, personnel, administrative, acquisition, information management, and post conflict and emerging program development and program evaluation and oversight. INL programs overseas are managed by US Embassy Foreign Service and personal services contract personnel serving in INL Sections who work with their host nation counterparts to develop requirements and oversee project implementation. The Management Assistance and Program Support Division (INL/EX/MAPS) is responsible for management controls throughout the bureau and assists INL in managing the financial and program administration functions through contract, grant and agreement implementing mechanisms. MAPS supports and interfaces with INL offices and staff elements, as well as State Department entities outside the bureau, including the Office of the Procurement Executive (A/OPE), the Office of Logistics Management (A/LM), and Office of the Legal Advisor (L). MAPS also deals with INL overseas posts and sections on the full range of management controls, as well as other State Department bureaus and U.S. agencies. MAPS is comprised of professionals with expertise in program and financial management, contract and grant administration, and other specialists who serve on specific program and project teams. DUTIES AND RESPONSIBILITIES Under the direct supervision of the INL/EX/MAPS Management Assistant Visit (MAV) Supervisory Analyst or his/her designee, the COR will perform the following duties: - Secures/recommends approval for deviations from approved budgets, plans, schedules, scopes of work, and documents the changes accordingly. Identifies areas for program cost savings and makes appropriate recommendations. - Reviews and approves contractor invoices for assigned contracts and task orders. Conducts analyses of spending trends in order to ensure compliance with spending plans and to anticipate potential funding issues. Initiates action to promptly resolve funding issues. - Approves contractor procurement requests within the authority delegated by the CO. Serves as property administrator for the assigned contracts. - Oversees the development and implementation of a series of contractor reports that ensure a regular flow of management information regarding contract activities among all concerned parties, including contractors, program offices/officers, Contracting Officers, and INL's senior management team. Serve as a technical advisor to INL on contract terms and conditions and performance requirements. Provide assessments of contractor progress as requested. - Under the direct supervision of the INL/EX/MAPS MAV Supervisory Analyst, the COR will perform the duties outlined in this Statement of Work. - Participates in strategic discussions with Team Leader and the program officers to assess program performance inclusive of contract requirements. - Coordinates all contractor services to ensure seamless support of all contract deliverables. - Coordinates with program and contracting officers to ensure uninterrupted support on contracted activities, through timely execution of contract options or solicitations. - Identifies any gaps in support of program requirements and make recommendations on solutions. - Works closely with Team Leader to analyze program needs for contractor support, as well as to define, draft, and document scopes of work, plans, schedules, site-specific considerations, work requirements, milestones, and operational activities for a variety of support contracts. Advises program managers in developing clear, accurate, and detailed contractual requirements. - Monitors contractors progress and performance to assure compliance with all contract terms and conditions. Provides input to program/project officers to ensure that rigorous surveillance of contractor activities is being exercised, in coordination with the Team Lead. - Reviews, evaluates, and documents contractor performance in relation to contract requirements, including conducting progress reviews and providing appropriate approvals. - Prepares progress reports in conjunction with contract milestones and update plans and schedules as needed. - Develops, implement and ensure compliance with contract administration processes, including invoice submission/review, payment authorization, verification of receiving reports, quality assurance/surveillance, deliverables receipt and acceptance, project file and COR contract document maintenance. - In performance of this contract, the contractor shall be subject to the ethics rules applicable to Department of State employees under 5 CFR Part 2635 (Standards of ethical conduct for employees of the Executive Branch), 2 FAM 700 (Ethics), and 3 FAM 8610 (Domestic Staff Employment) and 4170 (Official Clearance of Speaking, Writing and Teaching). Contractor shall also be subject to five CFR Part 2637 (regulations concerning post-employment conflicts of interest). - Identifies and recommends solutions or corrective action to resolve any problems that interfere with contract progress and with the completion of projects according to contract requirements. In those cases where problems cannot be resolved within the incumbent's scope of authority, makes recommendations to INL management and the CO on appropriate corrective actions and implements those actions upon approval. - Ensures the Government meets its contractual obligations to the Contractor, e.g., providing Government Furnished Equipment and services and timely Government review and approval of documents if such reviews are required by the contract. - Conducts site visits to check on the work of the contractor to ensure contract compliance. - Monitors the Contractor's use of key personnel and notify the CO of any changes in key personnel proposed by the contractor. - Represents INL interests and priorities when coordinating contract administration efforts among multiple federal agencies and organizations both internal and external to DOS that are involved with, supported, or affected by INL contracts. - Facilitates the flow of accurate and timely information among stakeholders, including organizing, hosting, and documenting project meetings. - Coordinates with program/project officers and designated contractor representatives on all technical matters that arise in the administration of the assigned contracts and task orders; providing clarifications regarding contract technical requirements, including inspection, testing, and acceptance procedures. - Provides oversight duties related to all program implementing mechanisms. - When required, perform the role of Duty Officer. - Perform other duties as requested and assigned that are directly related to this Statement of Work. - Perform services that fall within the general scope of work and overall INL mission at physical locations other than Washington INL headquarters, including within other INL offices, bureaus or other USG agencies for a period not to exceed six (6) months. TRAININGS & DISTANCE LEARNING COURSES 1. This position requires a minimum of FAC-COR Level II . However, the full performance level for this position is at the FAC-COR Level III. The Department's Procurement Information Bulletin 2012-15 provides the required training and experience requirements to obtain the FAC-COR Certification. The PSC must have all the requisite experience for obtaining a FAC-COR Level II in accordance with PIB 2012-15 prior to coming on board but will be granted 30 days to take the Department of State specific online or in-person training to receive a DOS FAC-COR Level II Certificate. The PSC must acquire FAC-COR Level III certification within one year of coming on board. 2. If applicable - Consultations with the INL Program Office may be required. PLACE OF PERFORMANCE & TRAVEL REQUIREMENTS The physical work location is INL/EX/MAPS office at Columbia Plaza (SA-1), 2401 E Street NW, Washington, D.C. Occasional travel may be required for this position to perform monitoring and oversight duties. RELATIONSHIP The COR will be based in Washington, DC. A key function of the COR will be to serve on various support INL contracts. The COR carries out those duties on behalf of the Contracting Officer (CO) and reports to the INL/EX/MAPS MAV Supervisory Analyst or his/her designee in Washington D.C. INL/EX/MAP senior leadership will coordinate Post and Program requests to support the Bureau at-large on COR assignments. The COR will coordinate with various posts, agencies, and the INL Executive and programs offices to manage and reconcile lines of funding. The COR will also undertake a range of duties and responsibilities, further detailed below, to support implementation of the INL programs. The incumbent's actions, decisions and recommendations are reviewed on the basis of demonstrated professional judgment, results achieved and conformance with appropriate laws and regulations. The INL/EX/MAPS MAV Supervisory Analyst or his/her designee will provide yearly performance reviews to the INL/EX/GAPP Contracting Officer in Washington, D.C. to contribute to the incumbent's official yearly review. COR AUTHORITIES AND LIMITATIONS After obtaining the required FAC-COR Certification, the Contracting Officer will designate in writing, the position of COR, to take certain actions under the contract(s) requiring oversight. The designation memorandum will specify the scope and limitations of the authority to be delegated. The COR is delegated the authority to act for the Contracting Officer in matters concerning technical clarification, inspection and, after concurrence by the Contracting Officer, acceptance of Contractor performance under the contract, including preparation of receiving reports, and the authorization of progress payments when appropriate. The COR will coordinate all work with the Contractor and review Contractor's performance at significant stages of its development. The COR will be responsible for: - Developing a strong working relationship with the Contracting Officer - Promptly notifying the Contracting Officer in writing of any noncompliance or deviation in performance or failure to make progress - Maintaining constant cognizance with respect to technical compliance with contract terms on part of the Contractor - Knowing and understanding the terms and provisions of the contract - Knowing the scope and limitations of the COR position's authority - Using good judgment, skill and reasonable care in the exercise of the COR position's authority - Protecting privileged and sensitive procurement information - If appropriate, periodically visiting the Contractor's workplace - Serving as the property administrator for the contract(s) assigned - Establishing and maintaining adequate COR files - Preparing performance assessments for input into the Contractor Performance Assessment Reporting System (CPARS) In no instance, however, shall the COR be authorized to alter or modify the specifications or the contract terms and the conditions or waive the government's requirement, price, delivery, or other terms and conditions. Such changes must be authorized, in writing, by the Contracting Officer. DELIVERABLES/REPORTS Deliverables are required under this PSC and shall include status reports, including evaluations of contractor performance, special reports when required and Contractor Performance and Assessment Reports (CPARS). These reports shall be provided to the CO as required, and copied to the COR's contract files. The Personal Service Contractor shall submit a copy of each report as required to the following; 1. INL/EX/MAPS and; 2. INL/EX/GAPP Contracting Officer or designate. Per FAR Part 4, the above referenced documents shall be incorporated and copies stored in the PSC's hard file under Section V.; Tab E - Receiving Reports. The Contractor shall prepare and submit two copies of each technical report required by the schedule of this contract (e.g., progress reports, final reports, etc.), to the Embassy INL Section and to the Program Officer, Bureau of International Narcotics and Law Enforcement Affairs (INL), Department of State Washington, DC. The title page of all reports forwarded pursuant to this paragraph shall include a descriptive title, the author's name(s), contract number, project number, and title, contractor's name, name of the State Department project office, and the publication or issuance date of the report. When preparing reports, the Contractor shall refrain from using elaborate artwork, multicolor printing, and expensive paper/binding, unless it is specifically authorized in the Contract Schedule. Wherever possible, pages should be printed on both sides using single spaced type. COMPLEXITY The programs implemented by INL are generally highly complex multi-year development and capacity-building programs. The programs often require the ability to resolve critical problems and achieve difficult goals that may impact on other programs. Programs are also characterized by large obligations of USG funds, a potentially high-risk security environment, a geographically broad operating platform, demanding program schedules, frequently-changing requirements, politically sensitive outcomes, multiple interagency and international actors, multiple contractor and sub-contractor relationships, and intense audit/oversight scrutiny. Detailed plans, goals, objectives and evaluation criteria are required for the long-range implementation and administration of the programs. Decisions concerning planning and organizing the programs are complicated by the intricacy of the contracts and the need to deal with multilayered concepts. Problems can arise that require intuition - the ability to tell when something is wrong or is likely to go wrong; inductive reasoning - the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events); and deductive reasoning - the ability to apply general rules to specific problems to produce answers that make sense. SCOPE AND EFFECTIVENESS The PSC performs broad and extensive assignments related to a complex administrative/financial program spanning the full-range of citizen safety, law enforcement, rule of law, and counternarcotics programs, which is of significant interest to the public and to Congress. PERIOD OF PERFORMANCE The period of performance for this contract is twelve (12) months from the date of award with four (4) optional one-year extensions. MINIMUM QUALIFICATIONS 1. U.S. citizenship with the ability to obtain and maintain Department of State Secret security, Medical (if applicable) (Security clearance upgrade to TS level may be required). 2. A Bachelor's Degree from an accredited institution, and a minimum of five (5) years of professional work experience, of which three (3) years should be directly related to performing functions in program management and/or contractor oversight for INL or similar government-funded programs. 3. Have or be in the process of renewing Federal Acquisition Certification - Contracting Officer's Representative (FAC-COR) Level II Certification, with a minimum of three (3) years of experience in overseeing contracts related to support programs. 4. Demonstrated comprehensive understanding and demonstrated experience in contract execution, including drafting Requests for Information, Requests for Proposals, Independent Government Cost Estimates, and evaluating responses. 5. Demonstrated experience in contract management, including the drafting and modification of Statements of Work, contract modifications, verifying expenditures and exercising contract options. 6. Demonstrated knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. 7. Demonstrated knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 8. Demonstrated ability to engage with senior government and industry officials. EVALUATION FACTORS (Used to determine the competitive ranking of qualified offerors in comparison to other offerors.) Offerors should cite specific, illustrative examples for each factor. Responses must be limited to 500 words per factor. Any additional words above the limit will neither be read nor scored. FACTOR 1: Program Management (25 points) Demonstrated experience in providing contractor oversight on high dollar contracts, ensuring contractor requirements are being fulfilled per the Statement of Work and other deliverables; evaluating and documenting contractor performance, especially through a well-developed Quality Assurance Surveillance Plan (QASP). FACTOR 2: Federal Acquisition (25 points) Demonstrated comprehensive understanding of contract administration principles, policies, regulations and procedures, including U.S. Federal Acquisition Regulations (FAR). FACTOR 3: Federal Programs (20 points) Demonstrated knowledge of government-funded programs. BASIS OF RATING: Offerors who clearly meet the Education/Experience Requirements will be further evaluated based on scoring of the Evaluation Factor responses. Offerors are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Failure to specifically address the Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards. The Offeror Rating System is as Follows: Evaluation Factors have been assigned the following points: Factor #1 - 25 Factor #2 - 25 Factor #3 - 20 Total Possible - 70 Points Interview Performance - 30 points Satisfactory Professional Reference Checks - Pass/Fail (no points assigned) Past performance evaluation of applicant's ability to perform under the contract. In conducting the evaluation, the U.S. government reserves the right to utilize all evaluation information available at the time of evaluation, whether provided by the applicant or obtained from other sources. Total Possible Points: 100 The most qualified candidates may be interviewed, required to provide a writing sample, and demonstrate an ability to operate commonly used office applications. INL will not pay for any expenses associated with the interviews. In addition, applications (written materials and interviews) will be evaluated based on content as well as on the applicant's writing, presentation, and communication skills. In the event that an applicant has fully demonstrated his/her qualifications and there are no other competitive applicants, INL reserves the right to forego the interview process. Professional references will be evaluated for applicants being considered for selection. COMPENSATION (BASE PAY) This position has been designated at the GS-13 equivalent level ($102,663 - $133,465 per annum). Final compensation will be negotiated within the listed market value based upon qualifications, previous relevant experience and work history, salary and educational background. Salaries, including any recruitment supplemental pay that exceeds the listed pay range, will not be entertained or negotiated. For award, INL will negotiate for this contract based on the market value as outlined above and overall experience relevant to the solicitation requirements. BENEFITS & ALLOWANCES AS A MATTER OF POLICY, INL NORMALLY AUTHORIZES THE FOLLOWING BENEFITS AND ALLOWANCES BENEFITS - IF APPLICABLE - Employee's FICA/Medicare Contribution - Contribution toward Health and Life Insurance - Pay Comparability Adjustment - Annual Increase - Eligibility for Worker's Compensation - Annual, Sick and Home Leave - 401K Plan - MEDVAC (provided by DOS Med) ALLOWANCES IN ACCORDANCE WITH DEPARTMENT OF STATE STANDARDIZED REGULATIONS (DSSR) - IF APPLICABLE - Temporary Quarters Subsistence Allowance (TQSA) or Per Diem upon arrival at Post - Housing Allowance - Post Allowance - Supplemental Post Allowance - Maintenance Allowance (SMA) - Education Allowance - Educational Travel (full-time United States based secondary) - Post Hardship Differential - Danger Pay - Shipment of HHE, UAB, POV and Consumables