Contracting Officer's Representative (COR) and Logistics Coordinator (LC)

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 (COR) and Logistics Coordinator (LC) Location: Kyiv, Ukraine Salary Level: FS-02 - $95,225 - $139,841 (Equivalent GS-14) 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: Friday, March 3, 2023 Closing date: Tuesday, March 21, 2023 Closing Time: 3:00 p.m. EST Solicitation Number: PSC-23-023-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: Form SF 171 (Completed and signed) Complete resume. In order to fully evaluate your offer your resume must include: 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. Specific duties performed that fully detail the level and complexity of the work. Names and contact information (phone and email) of your current and/or previous supervisor(s). Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments. 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. 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 received that are relevant to each Factor. 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: Cecille D. Washington U.S. Department of State INL/EX/GAPP contact@example.gov Sincerely, Katelynn E. Barham 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 Offeror's 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): Form SF 171 (Completed and signed) Resume Evaluation Factor Responses 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/Cecille D. Washington E-mail: contact@example.gov Direct questions regarding this solicitation to: INL/Cecille D. Washington 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, 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. The principal, long-term goal of the INL program in Ukraine is to assist the host country in meeting European and international law enforcement and border security standards in preparation for eventual integration into the European Union (EU). This involves providing assistance to modernize and increase capacity of Ukrainian law enforcement and criminal justice institutions, fight corruption, combat organized transnational crime, and uphold the primacy of the rule of law. Since Russia's invasion in early 2022, INL has focused in the short term on supporting continuity of operations for Ukraine's Ministry of Internal Affairs (MOIA), National Police of Ukraine (NPU), and State Border Guard Service (SBGS). INL is aggressively pursuing all options to provide life-saving equipment for the border guards and police. Successful delivery of this assistance to Ukraine requires coordination and collaboration with vendors and transportation companies, and among other donors and development partners in the law enforcement and criminal justice sectors. INL takes a leadership role in ensuring effective coordination between the different stakeholders working in Ukraine. The purpose of this Personal Services Contract is to fill the new position of Contracting Officer's Representative (COR) and Logistics Coordinator (LC) at Embassy Kyiv. The COR/LC will provide strategic guidance and advice on high priority and/or high value acquisitions to advance the INL Ukraine mission and be responsible for all Contracting Officer Representative (COR), Grants Officer Representative (GOR), and Agreement Officer Representative (AOR) functions. The COR/LC also will provide monitoring and evaluation, property end use monitoring, and accountability for the oversight of equipment, technical assistance, training, and other foreign assistance to Ukraine. The COR/LC must be able to work rapidly, responding promptly to multiple and evolving priorities in a difficult and demanding environment. The position requires criminal justice sector experience, contracting and grants expertise, and foreign assistance knowledge to enable the incumbent to address deficiencies in contractor performance, adherence to foreign assistance objectives and restrictions, and project management. DUTIES & RESPONSIBILITIES Under the direct supervision of the INL Kyiv Director or his/her designee, the COR/LC will perform the following duties: Serve as principal COR/LC for Ukraine INL, assisting and advising other CORs on issues related to contractor personnel and activities and developing SOWs and IGCEs. Independently or in coordination with other CORs, supervise PSCs and provide oversight to third-party contractor personnel in relation to contract activities with respect to budgets, financial projections, financial recoveries, and general fiscal issues of all types involving INL contracts. Work closely with project stakeholders to analyze program needs, particularly for equipment and materials, define and document the program's contractual scope, schedule, site-specific considerations, work requirements, milestones, and activities. Work with project stakeholders to identify the appropriate contracting route and mechanism and provide guidance on the development and clearance of procurement packages. Develop and maintain partnership with the program managers, Government of Ukraine (GOU) partners, and INL/EX Resource Management, providing written feedback to programs on the use, maintenance, storage, general condition, and accountability of INL-funded equipment and material. Support monitoring and accountability programs, trackers, site visit reports, and the Annual End Use Monitoring Report, in conjunction with the nationalization process that formalizes the transfer of equipment procured to support the bilateral relationship. Identify and recommend solutions or corrective action to resolve any problems that interfere with acquisition/contract progress and with the completion of the project. In those cases where problems cannot be resolved within the incumbent's authority, make recommendations to INL management and the Contracting Officer on appropriate corrective action, and implement these actions upon approval. Serve as the POC and ensure coverage for logistical support including incoming flights carrying INL-donated assistance destined for Ukraine, coordinating with INL/EA to ensure that all paperwork and logistics are prepared in advance of flight's arrival. Coordinate for INL Ukraine the preparation of annual INL required Advance Acquisition Plan, obtaining cost information and project, commodity, and construction requirements from all program managers, ensuring timely and accurate reporting for INL budget and planning officials. Work closely with the program managers, the INL Ukraine front office, AQM and Regional Procurement Support Office - Frankfurt (RPSO) (for projects over $250,000), and the local GSO contracting officer and Management Officer concerning equipment and materials requirements and changing priorities. Develop weekly evaluations of base line progress and discrepancies, report issues, revise/correct delivery schedules, and produce lessons learned reports at the end of each project/acquisition. This requires continual follow up on the status of individual acquisitions and projects, problem resolution, and coordination with contractors, GOU stakeholders and INL program managers. Ensure 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. Maintain knowledge of the scope and limitations of to the COR authority under the FAR, FAM, and other relevant rules and regulations. Monitor a contractor's adherence to the work plan, performance, schedule, and use of key personnel, and notify the contracting officer, in writing, of any needed changes Monitor the contractor's technical progress and expenditures; documents and reviews performance in accordance with the contract; performance data put into CPARS in a timely fashion. Develop and maintain effective contract administration processes, such as invoice reviews, quality assurance/surveillance, and project file maintenance. Continuously maintain all Ukraine INL COR files for accuracy and completeness. Develops monitoring and accountability programs, trackers, site visit reports, and the Annual End Use Monitoring (EUM) Report, in conjunction with the nationalization process that formalizes the transfer of equipment procured to support the bilateral relationship. Coordinate with third-party contractors that are involved in the acquisition, receipt, donation, EUM and delivery of equipment and materials purchased for the GOU. This may include drivers, laborers, technicians, and installers. Serve as a technical advisor to management and programs on logistics, contract terms and conditions, performance requirements and operations, providing updates as required. Review reports and papers from staff and contractors to ensure technical accuracy and compliance with Bureau and Department objectives, policies, and guidelines. Inspect and accept deliverables (supplies, services, and/or reports) on behalf of the Government. Support all INL-funded program requirements for construction projects (e.g., modular offices, permanent construction) that are donated to the GOU. Assign projects to the team members according to their specialties and distributing the workload to ensure effective use of the resources to avoid backlogs, bottlenecks and other delays that may adversely affect the mission. Assist with contract closeout by informing the contracting officer when the work has been completed and by completing contract closeout documentation. Provide guidance and training to Personal Service Contractors, Locally Employed Staff, and/or Third-Party Contractors with procurement, management, and/or end use monitoring (EUM) responsibilities. When required, perform the role of Duty Officer. Perform other duties as requested and assigned that are directly related to this Statement of Work. TRAININGS & DISTANCE LEARNING COURSES This position requires a minimum of FAC-COR Level III certification. The Federal Acquisition Institute provides the required training and experience requirements for obtaining the FAC-COR certification. The PSC must have all the requisite training and experience for obtaining a FAC-COR Level III certification in accordance with the Contracting Officer's Representative (COR) Requirements of the FAI FAC-COR Certification program 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 III Certificate. Completes the Introduction to Working in an Embassy (PN113) distance-learning (DL) course through the Foreign Service Institute (FSI) within the first six (6) months of arriving at Post. Completes the mandatory Foreign Affairs Counter-Threat (FACT) Course (OT650) prior to deployment to Post. Consultations with the INL Program Office may be required. PLACE OF PERFORMANCE & TRAVEL REQUIREMENTS The place of performance will be the U.S. Embassy Kyiv, Ukraine. Depending upon conditions in Ukraine, the place of performance may be located in Eastern Poland, Frankfurt, Washington D.C., or other locales with frequent temporary duty trips into Ukraine. While the Department of State is committed to getting all staff posted to Kyiv and allowing dependent family members to accompany employees assigned to Kyiv, this position at present and for an indeterminant amount of time will be unaccompanied. RELATIONSHIPS The COR will report to the INL Director in Kyiv and liaise and coordinate with INL/EA staff in Washington, DC. The COR will provide project oversight and acquisition analysis, as well as work with INL/EA to develop and manage programs and related issues. The COR will liaise with other agencies/governments active in the fields of rule of law and administration of justice, and with host government contacts. The COR will monitor INL projects in Ukraine, analyzing their effectiveness, adherence to their contract, grant, or letter of agreement, and suggesting modifications and improvements. The COR will present these approaches to INL/EA for discussion and final approval. The INL/Kyiv Director 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, to the Contracting Officer. DELIVERABLES/REPORTS Deliverables are required under this PSC and shall include monthly status reports, monthly evaluation of contractor/grantee performance, special reports when required and "Completion of assignment report," which shall be a compressive review of the projects in which the contractor/grantee was involved. Each report shall include a critique of and recommendations for the various projects. The completions of assignment reports are due no later than fifteen (15) days prior to the expiration of this contract. The Personal Service Contractor shall submit two (2) copies of each report as required to the following; INL/POST Director(s) and; INL/Program Officer 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 This position involves planning, organizing, and completing financial and organizational analysis of substantial complexity. Due to the high visibility and political sensitivity of the issues in which INL is involved, there is extreme difficulty in identifying the nature of the issues and planning, organizing, and determining the scope and depth of studies/audits to be undertaken. The COR/LC is expected to address difficult scenarios by separating the substantive nature of the programs or issues into their components and determining the nature and magnitude of programs or issues, as well as in discerning the intent of the legislation and policy statements and determining how to translate the intent into program actions. SCOPE & EFFECTIVENESS The PSC performs broad and extensive assignments related to a complex administrative/financial program spanning the full range of law enforcement, border security, rule of law, all of 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 U.S. citizenship with the ability to obtain and maintain Department of State Secret level security clearance, medical clearance, and ethics clearance (if applicable). (Security clearance upgrade to Top Secret level may be required). Bachelor's degree from an accredited U.S. institution. A minimum of seven (7) years of professional work experience in implementing foreign assistance programing and policy, of which four (4) years should be directly related to performing functions in government procurement and/or contractor oversight. 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. A minimum of five (5) years of experience directly supervising personnel. Demonstrated experience, knowledge and ability delegating assignments, managing multiple high-priority tasks, and reacting quickly to changing priorities. Demonstrated professional experience working in international environments. Demonstrated experience in effective, competent contract execution, including drafting Requests for Information, Requests for Proposals, Independent Government Cost Estimates, and evaluating responses with at least (2) years of experience serving as a Contracting Officer's Representative. Demonstrated ability to read and speak English at the professionally proficient level. Proficient in using Microsoft Office package. Demonstrated knowledge and experience implementing management controls, practices, and procedures. Ability to work independently using refined organizational skills and proper judgement to decide when to seek supervisor's guidance on sensitive issues. 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: Contract Management/Federal Acquisitions (30 Points) Demonstrated experience in providing contractor oversight on high-dollar contracts, ensuring contractor requirements are being fulfilled per Statements of Work and other deliverables; evaluating and documenting contractor performance, especially through a well-developed Quality Assurance Surveillance Plan (QASP). Demonstrated ability to develop others skills in these areas. Demonstrated comprehensive understanding of and experience implementing contract administration principles, policies, regulations, and procedures, including U.S. Federal Acquisition Regulations (FAR). Sophisticated understanding of the government acquisition process. Experience in reviewing and drafting pre-award acquisition documents such as Independent Government Cost Estimates, Performance Work Statements, Quality Assurance Surveillance Plans, and Source Selection Technical Evaluation Factors. Factor 2: Logistics Management & Communication Experience (20 points) Demonstrated ability to organize and oversee complex and numerous equipment and supplies procurements, including but not limited to receipt, transportation, and donation to the GOU. Demonstrated ability to communicate effectively, both orally and in writing, in a timely and concise manner; to interact effectively with others at all levels to prepare, analyze, explain and defend determinations and requirements with respect to conformance to applicable laws, policies and other regulatory guidelines; and to advise program officials. Demonstrated high level of written communication sufficient to draft a variety of reports, spreadsheets, letters, memoranda, position evaluation statements, and other correspondence on a full range of sensitive management issues. Demonstrated oral communication sufficient to meet and deal with managers and employees at all levels in situations of a highly sensitive nature. Factor 3: International Experience (20 points) Demonstrated experience managing programs in foreign environments; to include ability to live, work, and travel in difficult conditions with limited support, manage programs in a complex and fluid environment, and show good judgment in challenging security situations. The Offeror Rating System is as Follows: Evaluation Factors have been assigned the following points: Factor #1 - 30 Factor #2 - 20 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 FS-02, GS-14 equivalent level ($91,475 - $134,334 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 Separate 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