R -- PSC Acquisition Specialist, Thailand and Cambodia

RFP no. 493-04-010Issuance Date: May 28, 2004 Closing Date: June 18, 2004, 4:00 PM (Bangkok time). To Interested Applicants: Subject: Solicitation for Personal Services Contractors (PSCs) Senior Acquisition Specialists at RDM/A Bangkok and for USAID/Cambodia The United States Agency for International Development (USAID), is seeking applications (Standard Form 171, Standard Form 174 or OF 612) from persons interested in providing the PSC services described in the attached Job Description. This notice details two positions, one to be based at the USAID Regional Development Mission/Asia in Bangkok, Thailand and one at USAID/Cambodia in Phnom Penh. Applications shall indicate which position(s) they are applying for, and shall be sent via email to the following address: kjenchiewchan@usaid.gov. If an applicant is unable to submit his/her application via email attachment, applications may be sent via fax to Bangkok, fax no.: (662) 263-7498. The position description for each position is the same, but the countries of primary coverage differ between the positions, and the base of operations for each position is different. Please note the - Selection Criteria and the information regarding - Selection Process in the following attachment. Any questions regarding these positions may be directed to Mr. Carey Gordon, Regional Contracting Officer at the USAID Regional Development Mission/Asia, Bangkok, who may be reached at cagordon@usaid.gov, however the applications themselves shall be sent to the other email address noted above. Submission shall be in accordance with the attached information at the place and time specified. Applicants should retain for their record copies of all enclosures that accompany their applications. USAID IS AN EQUAL OPPORTUNITY EMPLOYER: In selecting personnel there will be no discrimination based on race, color, religion, sex, national origin, politics, marital status, physical handicap, age or membership or non-membership in an employee organization. These positions are open to: U.S. citizens and non-US citizens (third-country nationals, or TCNs). Final award of a contract(s) is subject to availability of funds. Sincerely, Carey N. Gordon Regional Contracting Officer USAID, RDM/A Bangkok, Thailand Senior Acquisition Specialists (Bangkok and Phnom Penh). 1. SOLICITATION NUMBER: RFP # 493-04-010. 2. ISSUANCE DATE: May 28, 2004. 3. CLOSING DATE/TIME SPECIFIED FOR RECEIPT OF APLICATIONS: June 18, 2004, 4:00 p.m. local Bangkok time. 4. POSITION TITLE: Senior Acquisition Specialist (2 positions). 5. MARKET VALUE: GS-13, i.e. $62,905 -- $81,778. The base salary to be paid within this grade will depend on the selected candidates experience, credentials and salary history. 6. PERIOD OF PERFORMANCE: Two (2) years, to begin as soon as possible. The contract may be extended for additional periods subject to availability of funds, determination of continued need and satisfactory performance. 7. PLACE OF PERFORMANCE: Two positions: (1) Bangkok, Thailand, with occasional travel as required within Thailand and to Vietnam, Laos, China, Burma and Cambodia; (2) Phnom Penh, Cambodia, with occasional travel as required within Cambodia and to Bangkok, Thailand. 8. ORGANIZATIONAL LOCATIONS OF POSITIONS: One position will be based at the USAID Regional Development Mission/Asia in Bangkok, Thailand, and the second position will be based at the USAID/Cambodia Mission in Phnom Penh, Cambodia. 9. JOB DESCRIPTION: (See following text). Statement of Work for PSC Senior Acquisition Specialist I. BASIC FUNCTION OF POSITIONS: The primary purpose of this position is to serve as the responsible person for providing procurement support to USAID programs in the respective countries. As the principal assistants to the Regional Contracting Officer (RCO) based in Bangkok, Thailand, the ig procurement support to USAID programs in the respective countries. As the principal assistants to the Regional Contracting Officer (RCO) based in Bangkok, Thailand, the incumbent shall be required to apply highly specialized procurement skills and knowledge involving complex agreements. This includes providing staff support on all aspects of procurement management relating to and affecting USAID acquisition and assistance programs, policy and project planning, design, implementation and evaluation. Dollar values of procurement instruments range up to the multi-million level, and terms of the agreements are most commonly multi-year, though smaller agreements may run for a year or less. a. Major Duties and Responsibilities: Both cost reimbursement and fixed price contracts are used routinely, along with grants and cooperative agreements and the incumbent is expected to fully understand and apply the legal and procedural differences between them. A comprehensive knowledge of the acquisition and assistance process is required. The Senior Acquisition Specialist must possess a clear understanding of the differences between acquisition and assistance so that he/she can effectively and accurately represent U.S. Government policy. Such representation is not only to outside organizations but also to programmatic and administrative officials within USAID. Moreover, the acquisition specialist must be able to discuss and assess procurement issues with a degree of expertise sufficient to form the basis of well-founded recommendations to the cognizant Contracting Officer. b. Pre-Award Duties and Responsibilities: (60%): Participate in procurement planning functions which may include reviewing strategic objective agreements/results frameworks, participating in program planning meetings and identifying components of the plans that should be accomplished through the participation of outside provider organizations. The incumbent shall assist SOT members by directing SOT members to the appropriate Automated Directives System (ADS) section and other agency guidance contained in USAID's website in order for SOT technical team members to prepare required requests (e.g. MAARDs) to initiate proposed developmental activities. This guidance includes how to develop, as appropriate, statements of work, specifications, program descriptions, program announcements, evaluation criteria, etc. The acquisition specialist is required to review of drafts, and provide training from time to time to SO team members in the preparation of such documents or on USAID regulations and FAR requirements. The incumbent shall ensure that such documents adequately reflect and protect U.S. Government interests in the accomplishment of the programmatic objective and comply with pertinent statutory, regulatory, and policy requirements. Prepare all required pre-solicitation documents, including determinations and findings, synopses, justifications, RFP's, or RFA's for review and clearance by the RCO. Provide recommendations to the Contracting Officer concerning such matters as the adequacy and choice of evaluation criteria, type of contract, the extent and mechanisms of advertising, the appropriateness of the time permitted for bid or pre-proposal preparation, the need for a pre-solicitation or pre-proposal conference, and any special terms and conditions that may be required, particularly if their use would require a deviation from governing regulations. Prepare solicitation/application documents which reflect federal grant law and USAID regulations governing assistance instruments or federal acquisition and USAID regulations, policies and procedures, as applicable. Represent the Contracting Officer in the evaluation of bids and proposals, ensuring compliance with all published evaluation criteria and factors, and federal and USAID regulations, policies and procedures. Generate memoranda for selection panels for the Contracting Officer's signature which provide instructions to the technical evaluation committee regarding rules and procedures in the conduct of a competitive source selection. Obtain pricing assistance as necessary and available and perform cost or price analysis, as appropriate and document findings. Advise the Contracting Officer concerning the make up of the competitive range in competitively negotiated acquisitions. Prepare award documents that reflect the results of all discussions, any special needs of the project, and applicable terms and conditions. Oversee distribution of award documents, ensure proper recording of the obligation by the Controller's office, provide all required notifications to unsuccessful bidders and offerors and U.S. Government award publication points, arrange debriefings and ensure proper data entry into USAID acquisition and assistance management information systems. c. Post-Award Duties and Responsibilities (40%): Contract Administration tasks could include site visits, change orders, drafting correspondence, initiating contractor performance evaluations, monitoring of reporting requirements, advising CTOs and contractors on their administration responsibilities, etc. Advise the Contracting Officer and prepare appropriate documentation on any issues that may arise in the course of performance. This includes: changes, disputes, work stoppages, problems with Government furnished property or materials, changes in scope or direction, replacement of key personnel, failure to make acceptable progress or meet any required cost share, default, payment problems, or unacceptable performance/deliveries. Recommend appropriate Contracting Officer action on all required Contracting Officer prior approvals. Under the supervision of the RCO, manage the non-competitive continuation application process for assistance instruments, including evaluating recipient performance, analyzing subsequent year work plans and negotiating continuation funding. Responsible for initiating award closeout and tracking closeout of all awards at post. Including reminding SO Teams ninety (90) days ahead of the actual end date of an award that the subject award is ending. II. RELATIONSHIPS AND RESPONSIBILITIES: a. Supervision Received: The Acquisition Specialists will be supervised with respect to work responsibilities by the Regional Contracting Officer based at RDM/A Bangkok. The incumbents work objectives and evaluation will be drafted by the Regional Contracting Officer. The Specialist based in Cambodia will report to the Mission Director for purposes of day-to-day responsibilities. b. Supervision Provided by Incumbent: Bangkok Position: The incumbent will supervise and be responsible for the training of at least two FSN Acquisition Specialists, and provide guidance to an FSN Secretary. Cambodia Position: Incumbent will supervise and be responsible for the training of one FSN Acquisition Specialist, and provide guidance to an FSN Secretary. c. Skills: The incumbent shall be required to apply highly specialized contracting skills and knowledge involving complex agreements. d. Exercise of Judgment: The incumbent is required to handle all work independently, according to policies, previous training, accepted practices, and programmatic guidance. The exceptional exercise of judgement and discretion is required given the sensitive nature of Contracting Procedures. e. Nature, Level, and Purpose of Contacts: The employee will work with all levels of USAID officers including senior management in RDM/A and USAID/Cambodia. The incumbent will have frequent high-level working contacts with U.S. embassy officers in countries where programs are located, host government officials, PVOs, NGOs, and private sector entities to fulfill the major duties and responsibilities of this contract. Often these contacts will be of a sensitive nature, and discretion is required. f. Period of Performance: The personal service contract will be for two years. The contract may be extended for additional periods subject to availability of funds, determination of continued need and satisfactory performance. g. Reports and Procurement Plans: 1. Upon request from the RCO, but at least quarterly and within two working days of the end of the quarter, the incumbent is to provide the RCO at RDM/A Bangkok with an EXCEL file containing the USAID procurement plan for the countries within their coverage. 2. Upon request from the RCO, but at least monthly and within two working days of the end of the month, the incumbent is responsible for providing the RCO at RDM/A Bangkok with an EXCEL file covering the MAARDs circulating in the Mission. The information shall include information on MAARDs which have been sent to the RCO for action. The electronic format for such information will be provided by the RCO. III. SELECTION CRITERIA: AS PROVIDED BELOW APPLICANTS ARE ENCOURAGED TO PROVIDE A COVER LETTER ADDRESSING HOW THEY MEET THE REQUIREMENTS OF EACH OF THE CRITERIA BELOW. APPLICANTS SHOULD PROVIDE THIS INFORMATION IN THE SAME SEQUENCE. Candidates will be evaluated and ranked based on the following selection criteria: A. EDUCATION (10 points): Required: Bachelors degree in Business, Accounting, Political Science, International Relations (or a related field); J.D., MBA, MPA, or MA degree in related field highly desirable. Experience in lieu of a degree may be considered. B. EXPERIENCE (45 points): a. Required - At least seven (7) years of hands-on experience in acquisition and assistance demonstrating sound and independent judgment, with the skills to strategize, develop and effectively implement activities. b. Preferred - Three or more years of overseas experience working on acquisition and assistance actions within an international organization. C. SKILLS (45 points): a. Required -- Knowledge of contracting procedures, cost and pricing structures, and effective negotiating skills. b. Required -- Demonstrated knowledge of: USAID automated Directives System (ADS) Chapter Series 300, FAR, AIDAR, 22 CFR 226, OMB Circular A-122 and other USAID policy directives. c. Required - English fluency (speaking and writing) d. Required - Strong computer skills in both word- processing (Word) and spreadsheet software (i.e., either LOTUS 123 or EXCEL). Maximum Points 100 IV. SELECTION PROCESS: After the closing date for receipt of applications, a committee will be convened to review applications and evaluate them in accord with the evaluation criteria. Applications from candidates which do not meet the required selection criteria will not be scored. As part of the selection process, finalist candidates may be interviewed either in person or by telephone at USAID's discretion. Reference checks will be made only for applicants considered as finalists. If an applicant does not wish USAID to contact a current employer for a reference check, this should be stated in the applicant's cover letter, and USAID will delay such reference check pending communication with the applicant. Only finalists will be contacted by USAID with respect to their applications. The final selected candidates must obtain security and medical clearances (USAID will provide details regarding these clearances to the selected candidates). V. BENEFITS AND ALLOWANCES: AS A MATTER OF POLICY, AND AS APPROPRIATE, A PSC IS NORMALLY AUTHORIZED THE FOLLOWING BENEFITS AND ALLOWANCES: (Note: An individual defined as a resident hire employee under the AIDAR is only eligible for those benefits listed under item - a below.) a. BENEFITS: Employee's FICA Contribution (if US citizen) Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Salary Increase Eligibility for Worker's Compensation Annual & Sick Leave b. ALLOWANCES (if applicable): Furnished housing, post differential, educational allowance for dependents, shipment of personal effects to post and return, and other allowances normally afforded to US PSCs under the AIDAR. The exact benefits will be set forth in the contract. VI. CONTRACT INFORMATION BULLETINS (CIBS) PERTAINING TO PSCS PERSONAL SERVICES CONTRACTS (PSCS): 01-05 MAR 2001 Clarification of the Rest and Recuperation (R&R) Policy Regarding Third Country Nationals (TCNs) 01-02 JAN 2001 Latest ES-06 Maximum Pay Rate Supersedes CIB 00-02 00-08 (1) MAR 2001 Revision of Competitive Process - Personal Services Contracts ("PSCs") with U.S. Citizens, SUPPLEMENT 00-08 OCT 2000 Revision of Competitive Process - Personal Services Contracts ("PSCs") with U.S. Citizens 00-05 FEB 2000 Personal Services Contracts (PSCs) Annual Health Insurance Costs 00-03 JAN 2000 FICA & Medicare Tax Rates for Personal Services Contracts (PSCs) 99-22 OCT 1999 PSC Policy 99-15 AUG 1999 Changes to AIDAR Concerning Resident Hires and Deviations 99-09 APR 1999 Personal Services Contracts (PSCs) Annual Health Ins 99-07 APR 1999 Contractual Coverage for Medical Evacuation (MEDEVAC) Services 98-24 AUG 1998 Use of Compensatory (Comp) Time by PSCs 98-23 AUG 1998 Guidance Regarding Classified Contract Security and Contractor Personnel Security Requirements 98-19 JUL 1998 Home Leave Under U.S. PSCs 98-16 JUN 1998 Annual Salary Increase for USPSCs 98-14 MAY 1998 Change in Required Application Form for USPSCs 98-12 APR 1998 Advertisement of and Requirements for Evaluating Applications for PSCs 98-11 APR 1998 Determining a Market Value for PSCs 97-19 AUG 1997 Advertising for Short-Term Personal Services Contracts 97-17 JUL 1997 PSCs With U.S. Citizens or U.S. Resident Aliens 97-16 JUL 1997 Class Justification for Use of Other Than Full and Open Competition for PSCs ...and Overseas Contracts 97-14 JUN 1997 USAID Solicitations on the Internet 96-23 SEP 1996 Unauthorized Provision in Personal Services Contracts 96-19 JUL 1996 U.S. Personal Services Contract (USPSC) - Leave Recruited from the U.S. (corrected 2) 94-09 APR 1994 Sunday Pay for U.S. Personal Services Contractors (PSCs) 93-17 NOV 1993 Financial Disclosure Requirements Under a Personal Services Contract (PSC) 89-29 NOV 1984 Use Of Gov't Bills of Lading for Transportation of PSC Effects. VII. HOW TO APPLY: For consideration, applicants must submit one of the following application forms: 1. SF-171 or SF 174, Application for Federal Employment; 2. OF-612, Optional Application for Federal Employment; or 3. Resume. If a resume is submitted in lieu of one of the forms identified above, it shall include salary history for the past three years. Due to the length of time needed for mail to reach post, we prefer your application be sent by email or fax to the address specified in the cover letter for this solicitation. If you are sending your application and/or cover letter as an e-mail attachment, please ensure that it is saved as a Word document, or as a scanned document readable in Acrobat. Applicants who wish to submit their applications via DHL or another courier service (this is not required) may send them the following address. Late applications will be considered in USAID's sole discretion. Carey N. Gordon USAID, RDM/A 93/1 Wireless Road, Diethelm Building, Tower A, 3rd Floor Bangkok 10330, Thailand Tel: (662) 263-7450 E-mail: cagordon@usaid.gov Applicants are encouraged to submit a cover letter detailing their qualifications in the same order as the selection criteria outlined in this RFP. VIII. LIST OF REQUIRED FORMS FOR SUCCESSFUL CANDIDATE All forms listed below shall be completed upon the advice of the Contracting Officer that an applicant is the successful candidate for the position. 1. Standard Form 171 or Optional Form 612 signed by the applicant (if not previously submitted) 2. Contractor Physical Examination (AID Form 1420-62). 3. Questionnaire for Sensitive Positions (for National Security)(SF-86), or 4. Questionnaire for Non-Sensitive Positions (SF-85). 5. Finger Print Card (FD-258). The forms listed immediately above will be made available by the Regional Contracting Office after selection is made. END OF ANNOUNCMENT FOR RFP # 493-04-010