Contracting Officer's Representative (COR)

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. Contracting Officer's Representative (COR) Washington, DC Issuance Date: 01/28/2019 Closing Date: 02/13/2019 SOLICITATION NUMBER: PSC-19-029-INL 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 and Evaluation Factor Responses 3) 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: ChittumDA@state.gov Direct questions regarding this solicitation to: INL/Dominique Chittum E-mail: ChittumDA@state.gov INL will not accept proposals beyond the closing time/date; unless it can be determined DOS mishandled the proposal. 1. SOLICITATION NUMBER: PSC-19-029-INL 2. ISSUANCE DATE: 01/28/2019 3. CLOSING DATE: 02/13/2019 4. TIME SPECIFIED FOR RECEIPT OF APPLICATIONS: 3:00 PM, EST 5. POSITION TITLE: INL Contracting Officer's Representative (COR) 6. MARKET VALUE: $96,970 - $126,062 (GS-13 Equivalent) 7. PERIOD OF PERFORMANCE: One year from date of award, with four optional years 8. PLACE OF PERFORMANCE: Washington, DC 9. JOB DESCRIPTION: See below 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. DUTIES AND RESPONSIBILITIES Under the direct supervision of the INL ILEA Team Leader or his/her designee, the COR will perform the following duties: General Requirements: - Participate in strategic discussions with ILEA Team Leader to assess program performance and to plan future program activities inclusive of contract requirements. - Coordinate all contractor services to ensure seamless support for course delivery at the ILEA. - Coordinate with facilities to ensure uninterrupted support on contracted activities, through timely execution of contract options or solicitations. - Identify any gaps in support of program requirements and make recommendations on solutions. - Work closely with ILEA 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. Advise program managers in developing clear, accurate, and detailed contractual requirements. - Represent 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. Facilitate the flow of accurate and timely information among stakeholders, including organizing, hosting, and documenting project meetings. - Coordinate with program/project officers and designated contractor representatives on all technical matters that arise in the administration of the assigned contracts and task orders. Provide clarifications with regard to contract technical requirements, including inspection, testing, and acceptance procedures. - Monitor contractors' progress and performance to assure compliance with all contract terms and conditions. Provide input to program/project officers to ensure that rigorous surveillance of contractor activities is being exercised, in coordination with the ILEA Team Lead. - Review, evaluate, and document contractor performance in relation to contract requirements, including conducting progress reviews and providing appropriate approvals. - Prepare progress reports in conjunction with contract milestones and update plans and schedules as needed. Ensure that the results of all projects administered by INL support the achievement of the bureau's goals and objectives. - When required, secure/recommend approval, for deviations from approved budgets, plans, schedules, scopes of work, and document the changes accordingly. Identify areas for program cost savings and makes appropriate recommendations. - Review and approve contractor invoices for assigned contracts and task orders. Conduct analyses of spending trends in order to ensure compliance with spending plans and to anticipate potential funding issues. Initiate action to promptly resolve funding issues. - Approve contractor procurement requests within the authority delegated by the CO. Serve as property administrator for the assigned contracts. - Identify and recommend 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, make recommendations to INL management and the CO/COR on appropriate corrective actions and implements those actions upon approval. - Develop, 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. - Oversee 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, 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. - Provide non-COR-related program management and implementation support on one or more ILEA facilities or other aspects of the ILEA program, as further detailed below. - Travel at least twice during a calendar year, domestic or international. Position duties and responsibilities shall include the following, with respect to each contract: - Coordinate with the Contractor on all technical matters which may arise in the administration of this contract. - Give technical clarification as to the meaning of the specifications, including inspection, testing, and acceptance procedures. - Monitor and inspect the Contractor's technical progress and performance and the expenditures of resources to assure compliance with the contract terms and conditions. - Inspect and accept deliverables (supplies, services, and/or reports) on behalf of the Government. - Verify satisfactory delivery of contract items and prepare receiving reports and/or approve invoices for payment. - Verify efficient and satisfactory performance of work by the Contractor. - Authorize payments. - Notify the Contracting Officer and Contractor in writing of any deficiencies in workmanship or materials immediately, and monitor response and repair items as stipulated in the contract. - Notify the CO in writing, of any performance or schedule failure by the Contractor. - Verify contractor receiving, inspection, and acceptance reports. - Maintain constant cognizance with respect to technical compliance with contract terms on the part of the Contractor. - Resolve technical issues arising under the contract which fall within the scope of the COR's authority, and refer to the CO any issues which cannot be resolved without additional cost or time. - Inform the CO and the Program Office in writing of any needed changes in the Scope of Work or specifications. - 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. - Know and understand the terms and provisions of the contract. - Know the scope and limitations of COR authority. - Protect privileged and sensitive procurement information. - As needed, visit the Contractor's workplace to check on the work of the contractor to ensure contract compliance. - Serve as the designated property administrator for the contract. - Serve as the primary liaison between the Contractor and the CO. - Ensure consistency among multiple GTMs under a single contract when providing guidance to the Contractor and evaluating the Contractor's performance. - Perform all acceptance tests required by the contract. - Establish and maintain adequate COR files. - Prepare statements of satisfactory performance or deviations, shortages or deficiencies. - Monitor the Contractor's use of key personnel and notify the CO of any changes in key personnel proposed by the contractor. - Review and approve the Contractor's vouchers or invoices. - Submit, track, and monitor procurement actions involving ILEA Team, in coordination with ILEA program officers, INL/RM, and the Office of Acquisitions Management (AQM); - Undertake processes related to procurement actions involving the ILEA Team. - Provide assistance in the planning and preparation for meetings. - Provide assistance in the compilation and drafting of a wide range of program-related materials. - Provide assistance to the INL ILEA team in a range of administrative operations of the ILEA program, among others the specific actions elaborated above. Ethical Requirements: - 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). - Conditions for Contracting Prior to Receipt of Ethics Clearance: The Contractor may commence work prior to the completion of the ethics clearance. The Contractor shall not perform Contracting Officer Representative functions until clearance received. Further, if Contractor does not obtain ethics clearance within 30 days of commencing work, this contract may be terminated in accordance with paragraph (a) (2) of General Provision 16 of this contract. TRAININGS & DISTANCE LEARNING COURSES 1. This position requires a FAC-COR Level II. 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. 2. If applicable - Consultations with the INL Program Office may be required. PLACE OF PERFORMANCE & TRAVEL REQUIREMENTS The physical work location is INL/C office at Columbia Plaza (SA-1), 2401 E Street NW, Washington, D.C. Occasional travel may be required to one or all of the six ILEA facilities 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 contracts necessary to the International Law Enforcement Academy Program (ILEA) mission. The COR carries out those duties on behalf of the Contracting Officer (CO), but reports to the INL ILEA Team Leader in Washington D.C. The COR will coordinate with various posts, agencies, and the INL Resources Management office 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 ILEA program generally, with regard to one or several ILEAs. 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. 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 performance, special reports when required and "Completion of assignment report," which shall be a compressive review of the projects in which the contractor 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; 1. INL/POST Director(s) and; 2. 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 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. MINIMUM QUALIFICATIONS 1. U.S. citizen with the ability to obtain and maintain Department of State Secret security, Medical (if applicable) and Ethics clearances. 2. A Bachelor's Degree from an accredited institution, and 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 three (3) years of experience in overseeing contracts related to support programs. 4. 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 superior writing and communication skills. 9. 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) 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 Announcement -- February 10, 2019 The purpose of this announcement is to: 1) Provide the Department of State FAC-COR Certification Chart to be used as a reference to ensure that applicants possess an adequate amount of experience to be granted a FAC-COR Level II certificate in accordance with the Training and Distance Learning Courses Section of the SOW. 2) Extend the submission date to February 13, 2019 at 3:00pm (Eastern)