Program Management and Oversight Advisor (PMOA)

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: Program Management and Oversight Advisor (PMOA) Location: Washington, DC Salary Level: GS-14 - $132,368 - $172,075 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: June 21, 2023 Closing date: July 7, 2023 Closing Time: 3:00 PM ET Solicitation Number: PSC-23-050-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: Cecille Washington U.S. Department of State INL/EX/GAPP contact@example.gov Sincerely, Katelynn 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 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/Cecille Washington E-mail: contact@example.gov Direct questions regarding this solicitation to: INL/Cecille 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): The Bureau of International Narcotics and Law Enforcement Affairs (INL) is part of the Under Secretariat for Civilian Security, Democracy, and Human Rights (J) within the Department of State (DOS). INL's mission is to minimize the impact of international crime and illegal drugs on the United States and its citizens by providing effective foreign assistance and fostering global cooperation. INL's Office of the Western Hemisphere Programs (INL/WHP) develops narcotics control and anticrime policy initiatives for narcotics producing and transit countries in South America, the Caribbean, Central America, and Mexico. The Office provides overall program and policy direction for INL bilateral narcotics and anticrime assistance programs at overseas posts, develops and revises drug and crime strategies, and coordinates their development with other U.S. agencies. In addition, INL/WHP has responsibility for coordinating policy and programs with other United States Government (USG) departments and agencies involved in international narcotics control and crime activities, particularly with the Office of National Drug Control Policy (ONDCP), the Departments of Defense, Justice, Homeland Security, Treasury, and the Agency for International Development. The purpose of this Personal Services Contract (PSC) Program Management and Oversight Advisor (PMOA) is to support and assist with contract and grant development, implementation, and oversight needs of INL programs in the Western Hemisphere and provide assistance throughout the acquisition process. This position will also help draft, review, and standardize statements of work for INL/WHP throughout the hemisphere and provide management expertise to INL/WHP and INL sections. This position requires the PMOA to acquire his/her Contracting Officer's Representative (COR) Level-1 certification and Grants Officer's Representative (GOR) certification within 90 days of hiring, and then COR Level-2 within 12 months of acquiring the COR Level-1 certification. While performing the role of PMOA the responsibilities are: (1) oversight and management of the regional WHP contracts to include contract performance, tracking modifications, handling unsatisfactory performance, understanding the contract limitations, and managing problems; (2) liaising with the Bureau of Administration and INL's Executive Office (EX) Grants Officers and Contract Officers regarding operation, maintenance, and accountability; (3) acting as the Agreement Officer Representative (AOR) and as a Grants Officer Representative (GOR), if needed, on grants, cooperative agreements, letters of agreement with international organizations, and/or interagency agreements (IAAs); (5) providing technical expertise and support program contract and grant development and requirements more broadly; (6) providing technical expertise and leading coordination of WHP's agreement oversight efforts including audits, agreements record management, training, and developing and implementing processes in coordination with the CCT Team Lead and office leadership. The PM's actions, decisions and recommendations are reviewed based on demonstrated professional judgment, results achieved and conformance with appropriate laws and regulations. After obtaining COR Level- 1 but before meeting COR Level- 2 requirements, the PMOA will be a Government Technical Monitor (GTM) or Alternate COR for some of the requirements. DUTIES & RESPONSIBILITIES Under the direct supervision of the INL/WHP Cross-Cutting Team Lead or his/her designee, the PMOA will complete the following duties: 1. Work with project stakeholders to analyze program needs, define, and document the program's work scope, schedule, site-specific considerations, work requirements, milestones, and activities. 2. Provide expert assistance and guidance to program managers and INL Directors from inception to completion of the implementing mechanism (contract, grant, IO-LOA, IAA) to develop clear, accurate, current, detailed contractual requirements, provide COR/GOR/AOR support for field-based oversight of contracts, and provide program managers with oversight best practices. 3. Coordinate with program/project officers and designated agreements officer representatives on all technical matters that arise in the administration of the assigned contracts, task orders, interagency agreements, cooperative agreements, and other procurement items, as needed. 4. Represent INL/WHP interests and priorities when coordinating projects among multiple federal agencies and organizations internal and external to DOS. Facilitate the regular flow of information among stakeholders, such as by organizing, hosting, and documenting project meetings. 5. Develop relationships within the interagency, with the Department, and INL sections to provide support on developing statements of work/project plans. 6. Evaluate implementer performance and deviations from the agreement requirements through surveillance techniques, including direct observation at the contractor's work site. Review and document performance in relation to original contract award amount and completion time, ensuring appropriate approvals. Monitor, prepare progress reports, and update plans and schedules. Review, monitor, and report the status of multiple agreements to ensure the results achieve the Bureau's goals. 7. Identify and recommend solutions or corrective action to resolve any problems that interfere with contract progress and with the completion of the contracted project. In those cases where problems cannot be resolved within the COR/AOR/GOR's realm of authority, make recommendations to INL management, INL directors in the field, and the Contracting/Grant/Agreement Officer on appropriate corrective action, and implement these actions upon approval. 8. Provide expertise in the development of statements of work for INL sections overseas, including developing standardize criteria to help improve candidate recruitment. Identify and meet with leading experts throughout the interagency, academia, and elsewhere to develop recruitment criteria that will help ensure INL overseas staff is able to adapt to changing programming priorities. 9. Temporarily deploy to countries in the Western Hemisphere to provide training, support INL sections, and ensure appropriate oversight of contracts/awards. 10. Develop and maintain effective implementing agreement administration processes, such as invoice review, quality assurance/surveillance, and project file maintenance. 11. Serve as a technical COR/AOR/GOR to INL management in Washington and in the field on contract terms and conditions and 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. 12. Liaise with EX on audits and record reviews focused on implementing mechanism oversight, including efforts by EX and other internal offices and those by GAO, OIG, and other external organizations. 13. Assist WHP in developing and instituting mechanisms and provide training to ensure other WHP CORs/GORs/AORs and program managers are accountable for responsible oversight. 14. When required, perform the role of Duty Officer. 15. Perform other duties as requested and assigned that are directly related to this Statement of Work. 16. 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. SPECIFIC COR DUTIES & RESPONSIBILITIES COR responsibilities shall include the following: 1. Coordinating with the contractor on all technical matters which may arise in the administration of this contract. 2. Giving technical clarification as to the meaning of the specifications, including inspection, testing, and acceptance procedures. 3. Monitoring and inspecting the contractor's technical progress and performance and the expenditures of resources to assure compliance with the contract terms and conditions. 4. Inspecting and accepting deliverables (supplies, services, and/or reports) on behalf of the Government. 5. Verifying satisfactory delivery of contract items and preparing receiving reports and/or approving invoices for payment. 6. Verifying efficient and satisfactory performance of work by the contractor. 7. Authorizing payments. 8. Notifying the CO and contractor in writing of any deficiencies in workmanship or materials immediately, and monitoring response and repair items as stipulated in the contract. 9. Notifying the CO in writing of any performance or schedule failure by the contractor. 10. Verifying contractor receiving, inspection, and acceptance reports. 11. Maintaining constant cognizance with respect to technical compliance with contract terms on the part of the contractor. 12. Resolving technical issues arising under the contract which fall within the scope of the COR's authority and referring to the CO any issues which cannot be resolved without additional cost or time. 13. Informing the CO in writing of any needed changes in the scope of work or specifications. 14. Ensuring 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. 15. Drafting and reviewing statements of work for INL directors and INL/WHP. 16. Serving as a member of technical evaluation panels as requested by INL/WHP. 17. Knowing and understanding the terms and provisions of the contract. 18. Knowing the scope and limitations of COR authority. 19. Protecting privileged and sensitive procurement information. 20. Periodically visiting the contractor's workplace to check on the work of the contractor. 21. Periodically visiting INL sections in the Western Hemisphere to provide oversight and support to INL directors and staff. 22. Serving as the designated property administrator for the contract. 23. Serving as the primary liaison between the contractor and the CO. 24. Ensuring consistency among multiple GTMs under a single contract when providing guidance to the contractor and evaluating the contractor's performance. 25. Performing all acceptance tests required by the contract. 26. Establishing and maintaining adequate COR files. 27. Preparing statements of satisfactory performance or deviations, shortages, or deficiencies. 28. Monitoring the contractor's use of key personnel and notifying the CO of any changes in key personnel proposed by the contractor. 29. Reviewing and approving the contractor's vouchers or invoices. TRAININGS & DISTANCE LEARNING COURSES 1. Obtain required Federal Acquisition Certification Program for Contracting Officer Representatives (FAC-COR) Level-1 Certification within 30 days of contract start date. 2. Complete the continuing education requirements for the COR and GOR certifications within 8 months of contract date. 3. Obtain required Federal Acquisition Certification Program for Contracting Officer Representatives (FAC-COR) Level-2 Certification after one year of obtaining FAC-COR Level-1 certification. 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 I 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. 4. Obtain required Grants Officer Representative training. All GORs must complete PY260'Federal Assistance Management (or distance learning courses PY472'Federal Assistance (Pre-Award), PY474'Federal Assistance (Award), PY476 - Federal Assistance (Post Award), and PY478 - Federal Assistance (Closeout)) for a total of 40 training hours in order to become certified. Complete at least 16 training hours of continuous education every (3) three years. The refresher training classes are valid for (3) three years from the date of successful completion of the required courses. The GOR certification transfers with the person during this time frame regardless of place of assignment. 5. Consultations with the INL Program Office may be required. 6. Additional training may be required prior to any temporary detail to a U.S. embassy, to be discussed and approved in coordination with CO and supervisor. PLACE OF PERFORMANCE & TRAVEL REQUIREMENTS The place of performance will be INL/WHP in Washington, DC. The PMOA is expected to travel to Western Hemisphere embassies occasionally for meetings, conferences, inspections, and evaluations. TELEWORK This position has been designated as 50% telework and will require the incumbent to report to the physical work location at least five (5) times per pay period. This designation does not guarantee telework privileges for the PSC; INL reserves the right to expand the requirement for in-person presence at the physical work location if the PSC is unable to successfully perform the duties and responsibilities of the position remotely. INL may also require the incumbent to report to the physical work location additional days within a pay period as required to support office or program needs. Telework must be authorized in advance by the PSC's supervisor and the INL Contracting Officer (CO). RELATIONSHIPS The PMOA shall work under the supervision of the INL/WHP Team Lead for the Cross-Cutting Team and receive official designation as COR from appropriate contracting officers. It is expected that this position will require occasional time traveling in the field. To ensure appropriate communication and oversight, the COR shall meet at least biweekly with the INL/WHP Cross-Cutting Team Lead and provide written reports of work performed within one week of travel back from the field. The PMOA will also report regularly in writing as well as in person when traveling, to the INL directors in the region to keep INL regional management informed of progress and issues. In consultation with the PMOA, the CCT Team Lead will establish an annual work plan for the PSC to document specific performance goals for the year; performance goals will be directly linked to but more detailed/specific than the duties outlined in this SOW. The Contract Administrator shall be the INL Contracting Officer in Washington. In no instance shall the INL/WHP Team Lead for the Cross-Cutting Team or any other individual be authorized to alter or modify the terms and conditions of the contract or waive the Government's requirements, price, delivery, or other terms and conditions. The Contracting Officer must authorize such changes in writing. The INL/WHP Team Lead for the Cross-Cutting Team 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 & 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 implementer performance for assigned projects, 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 Representative 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 This position involves planning, organizing, and completing financial and organizational analysis of enormous 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 PSC 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 citizen safety, law enforcement, rule of law, and counternarcotics programs in INL/WHP, 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 level security clearance, medical clearance, and ethics clearance (if applicable). (Security clearance upgrade to Top Secret level may be required.) 2. Bachelor's Degree from an accredited institution and a minimum of eight (8) years of professional work experience, of which four (4) years should be directly related to performing functions in program management and/or contractor/grantee oversight for federal foreign assistance programs; or, a. A minimum of twelve (12) years of experience performing related functions in program management and oversight of which four (4) years should be directly related to performing functions in program management and/or contractor/grantee oversight for federal foreign assistance programs. 3. A minimum of four (4) years of previous COR/GOR/AOR or similar oversight experience on implementing agreements of moderate to high complexity. 4. Demonstrated experience in program, contract, and procurement management, including the drafting, reviewing, and modification of program documents, Statements of Work, agreement/contract modifications, verifying expenditures and exercising agreement/contract options for federal foreign assistance programs. 5. Demonstrated training or experience in foreign assistance administration principles, policies, regulations, and procedures. 6. Demonstrated knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership, production methods, and coordination of people and resources. 7. Demonstrated knowledge of principles and processes for providing customer and personal services, to include customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. 8. Experience analyzing and identifying the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems, considering the relative costs and benefits of potential actions to choose the most appropriate one. 9. Demonstrated experience briefing and engaging with senior government and industry officials. 10. Demonstrated experience with monitoring and evaluation principles and assessing progress towards objectives. 11. Demonstrated experience with foreign assistance. 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 and Oversight (40 points) Demonstrated experience in program management policies, concepts, and principles in order to analyze, develop, and implement programs in line with U.S. government objectives. Experience conducting oversight of complex agreements, ensuring agreement requirements are being fulfilled per the Statement of Work/Work Plan and other deliverables; evaluating and documenting implementer performance. Demonstrated experience managing multiple projects simultaneously. FACTOR 2: Communication and Interpersonal Skills (15 points) Demonstrated experience in coordinating within and across U.S. Government agencies, implementers, and/or foreign government entities working toward a common goal. Demonstrated ability to communicate effectively, both orally and in writing, in a timely and concise manner. Demonstrated superior negotiation, communication, and interpersonal skills, especially in culturally sensitive situations. FACTOR 3: Foreign Assistance Experience (15 points) Demonstrated knowledge of Federal government policies and procedures as well as demonstrated experience with foreign assistance funded projects. 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 Offero...