USPSC OTI Administrative Specialist - Washington, D.C. (Tandem, Ladder) (GS-9/11)

SOLICITATION NUMBER: 72C0T121R00041 ISSUANCE DATE: September 16, 2021 CLOSING DATE AND TIME: October 1, 2021, 1:00 P.M. Eastern Standard Time SUBJECT: Solicitation for U.S. Personal Service Contractor (USPSC) Dear Prospective Offerors: The United States Government (USG), represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified U.S. citizens to provide personal services as an Administrative Specialist - Washington, D.C. (Tandem/Ladder) under a personal services contract, as described in the attached solicitation. Submittals must be in accordance with the attached information at the place and time specified. Offerors interested in applying for this position MUST submit the following materials: Complete resume. In order to fully evaluate your offer, your resume must include: (a) Paid and 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 all overseas field 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: Your resume should contain explicit information to make a valid determination that you fully meet the experience requirements as stated in this solicitation for each grade level(s) for which you are applying. Offerors must specify in their offer materials whether they would like to be considered for the GS-9 or GS-11. Offerors who would like to be considered for both the GS-9 and GS-11 positions should submit separate offers specifying which grade level in the submission. Offerors will only be considered for the grade level specified in the submission. The offer will be considered for the lower grade level if the offeror does not specify the grade level in the submission. Offerors who are unsure of which grade level they meet the minimum qualifications for should submit separate offers for the GS-9 and the GS-11 positions. 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. 2. USPSC Offeror Information for Personal Services Contracts form AID 309-2. Offerors are required to complete and sign the form. Due to COVID-19 and limited access to equipment, we are currently accepting electronic and typed signatures on the AID 309-2 form. NOTE ABOUT THE DATA UNIVERSAL NUMBERING SYSTEM AND SYSTEM FOR AWARD MANAGEMENT REQUIREMENTS All USPSCs with a place of performance in the United States are required to have a Data Universal Numbering System (DUNS) number and be registered in the System for Award Management (SAM) database prior to receiving an offer. You will be disqualified if you either fail to comply with this requirement or if your name appears on the excluded parties list. The selectee will be provided with guidance regarding this registration. Additional documents submitted will not be accepted. Incomplete or late offers will not be considered. Your complete resume and the AID 309-2 form must be mailed or emailed to contact@example.gov Offerors can expect to receive a confirmation email when offer materials have been received. Offerors should retain for their records copies of all enclosures which accompany their offers. This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offer. Offeror resources are available at www.otijobs.net/guidance-for-applying. Any questions on this solicitation may be directed to: OTI Recruitment Team Telephone Number: +1 (555) 000-0000 E-Mail Address: contact@example.gov Website: www.OTIjobs.net Sincerely, Martina Wills Contracting Officer, M/OAA/CPS/OTI 72C0T121R00041 ATTACHMENT I I. GENERAL INFORMATION 1. SOLICITATION NO.: 72C0T121R00041 2. ISSUANCE DATE: September 16, 2021 3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: October 1, 2021, 1:00 pm Eastern Time 4. POINT OF CONTACT: OTI Recruitment Team, +1 (555) 000-0000, e-mail at contact@example.gov. 5. POSITION TITLE: Administrative Specialist 6. MARKET VALUE: This position has been designated as a - tandem/ladder position that, depending on the qualifications of the offeror, can be filled at either the GS-9 ($60,129 - $78,167 per annum) or GS-11 ($72,750 - $94,581 per annum) equivalent level for the Washington, DC locality area. The highest level of this position is a GS-11. Salaries over and above the pay range will not be entertained or negotiated. Offerors who live outside the Washington, D.C. area will be considered for selection but no relocation expenses will be reimbursed. Following at least one year at the GS-9 grade, the offeror may have the opportunity for advancement to the GS-11 equivalent grade. In order to be advanced to the higher grade, the incumbent must meet the minimum qualifications of the higher grade and receive an excellent performance rating in their most recent annual performance evaluation. The evaluation must include a statement by the supervisor that the incumbent is performing successfully at the current grade and is considered ready to perform at the higher grade level. Neither advancement nor extension of the contract is guaranteed. Note: Offerors who submit an offer for the GS-11 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Committee, will not be considered for the GS-9 positions if they have not submitted a separate offer for the GS-9 level. Similarly, offerors who apply for the GS-9 position even though they might meet the minimum qualifications for the GS-11 position will not be considered for the higher graded position if they have not submitted a separate offer for the GS-11 position. Offerors who are unsure of which grade level they meet the minimum qualifications for should submit separate offers for the GS-9 and the GS-11 positions. 7. PERIOD OF PERFORMANCE: One (1) year, with four (4) one-year option periods. START DATE: Within 45 days of receiving notification that required security clearance has been obtained. 8. PLACE OF PERFORMANCE: Washington, D.C. 9. ELIGIBLE OFFERORS: United States Citizens 10. SECURITY LEVEL REQUIRED: SECRET 11. STATEMENT OF DUTIES POSITION DESCRIPTION BACKGROUND USAID's Office of Transition Initiatives (OTI) is seeking highly motivated, highly qualified individuals who want the opportunity to help support rapid international transition programs for priority conflict-prone countries. Created in 1994 as a distinct operating unit within USAID, OTI helps local partners advance peace and democracy in politically-transitioning countries. In support of U.S. foreign policy, OTI seizes emerging windows of opportunity in the political landscape to promote stability, peace, and democracy by catalyzing local initiatives through adaptive and agile programming. Countries experiencing a significant political transition in the midst of a disaster or emerging from civil conflict have unique needs that cannot be fully addressed by traditional disaster relief. Timely and effective assistance to promote and consolidate peaceful, democratic advances can make the difference between a successful or a failed transition. OTI assists in securing peace by aiding indigenous, mostly non-governmental, civil society and media organizations. OTI uses such mechanisms as support for re-integration of ex-combatants into civilian society; development of initiatives to promote national reconciliation; identification of quick-impact community self-help projects to meet urgent economic needs; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public participation. To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under U.S. Personal Services Contracts (USPSCs). These knowledgeable and skilled professionals make up the vast majority of the OTI work force and are at its forefront implementing and achieving the office's programmatic goals and objectives. There are several benefits that USPSCs may participate in, such as partial reimbursement for health and life insurance costs, as well as full coverage of workers compensation, among other benefits. For more complete information on USPSC benefits, please see Section VI of this solicitation. For more information about OTI and its country programs please see: https://www.usaid.gov/stabilization-and-transitions INTRODUCTION This position is located within the Bureau for Conflict Prevention and Stabilization, Office of Administrative Services (CPS/AMS). The office is charged with providing advisory, documentation and support services to aid in the achievement of strategic objectives as set forth by the Bureau, the Agency and the Congress. The incumbent of this position serves as an Administrative Specialist on the Administrative Services Team responsible for providing administrative support and guidance to staff focusing primarily on support for program funded staff in the CPS bureau in Washington and in the field (administration, logistics, human resources allocation, performance appraisals, security, information management, training and awards). This involves an in-depth knowledge of the goals and objectives of CPS and the role of the AMS staff in ensuring that support services are well maintained to achieve those goals and objectives. CMC, CVP, OTI and PO are operational contingency offices that must respond quickly and effectively and meet their program objectives and mandates. These offices retain several hundred high level professionals and experts under program funded U.S. Personal Services Contracts (USPSCs) in Washington and the field. These professionals make up the vast majority of the CPS work force and are at the forefront in implementing and achieving their organizations programmatic goals and objectives. USPSCs are considered employees of USAID for all purposes except programs administered by the Office of Personnel Management (OPM) - such as federally sponsored health insurance, life insurance, and retirement benefits. However, there are several other similar benefits that USPSCs may participate in, such as partial reimbursement for health and life insurance costs, as well as full coverage of workers compensation, among other benefits. For more complete information on USPSC benefits, please see Section VI of this solicitation. The Administrative Specialist will be based in Washington, DC, and will provide a range of administrative services in support of program-funded staff working within the CPS Bureau in Washington and the field. The Administrative Specialist will work directly with office team members and the AMS Director and or their designee. CORE FUNCTIONAL AREAS OF RESPONSIBILITY DUTIES AND RESPONSIBILITIES The work of the Administrative Specialist requires teamwork, self-motivation, the exercise of discretion, judgment, strong customer service skills and the ability to work well in a fast-paced environment under tight deadlines. The Administrative Specialist manages a small portfolio and must prioritize and follow up on his or her own actions without prompting. As a member of a highly supportive, customer-service oriented office, the incumbent is willing and able to perform a wide range of administrative functions to help ensure programmatic success. The incumbent has a high level of integrity and attention to detail to ensure the use of CPS systems and procedures to maintain effective and efficient procedures are followed, management of funds, programming, and monitoring and evaluation. The incumbent is highly flexible and willing to work under conditions of ongoing change, professional and respectful of colleagues and authority in a diverse workforce. She or he places a premium on building positive relationships with his or her team and with key stakeholders both in and outside of the Bureau. The incumbent is highly responsible, service-oriented, organized, pays close attention to detail, and is able to receive and respond to constructive criticism in a professional manner. The incumbent is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of CPS. Under the direct supervision of the Washington-based CPS bureau's Administrative Management Office Director or their designee, the Administrative Specialist will perform the following duties: At the GS-9 Administrative Specialist level: Note: Duties and responsibilities are listed in order of importance for this position After initial learning period, demonstrate an acquired knowledge on policies and procedures as relates to duties as assigned; Serve as a contact person concerning administrative human resources issues for primarily program funded staff in the Office of Civilian-Military Cooperation (CMC), the Center for Conflict and Violence Prevention (CVP), the Office of Transition Initiatives (OTI) and the Program Office (PO); Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying CPS staff of important requirements and events, filing, correspondence control, and other administrative services as required; Assist in responding to requests for information and taskers regarding CPS programs; Assist in performing a variety of administrative support functions for primarily program funded staff in CMC, CVP, OTI and PO. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data; Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required; Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development; Provide support and updated information to managers and employees on questions and requests related to the administrative services provided which may include, but not limited to, liaising with offices outside of CPS; Assist in developing, interpreting, and implementing procedures and guidance for organizational services provided; After an initial learning period, provide orientation, training, and mentoring for new staff as delegated; and, Serve on temporary details within OTI, other USAID bureaus/offices, or other USG agencies under this scope of work for a period not to exceed six months. Duties performed while on detail must be directly related to the scope of work. Contracting Officer (CO) approval is required for the temporary detail. Any extension past the six months requires CO approval. At the GS-11 Administrative Specialist level: Perform the same duties as the GS-9 level but with less supervision, greater decision-making authority, and greater independence of action. Note: Duties and responsibilities are listed in order of importance for this position Serve as an expert on policies and procedures as relates to duties as assigned; Serve as a contact person concerning administrative human resources issues for primarily program funded staff in the Office of Civilian-Military Cooperation (CMC), the Center for Conflict and Violence Prevention (CVP), the Office of Transition Initiatives (OTI) and the Program Office (PO); Provide general administrative support for primarily program-funded staff such as: scheduling and facilitating meetings, drafting correspondence, recording meeting minutes, drafting and tracking memos, tracking and ensuring action items are followed up, notifying CPS staff of important requirements and events, filing, correspondence control, and other administrative services as required; Respond to requests for information and taskers regarding CPS programs; Perform a variety of administrative support functions for primarily program funded staff in CMC, CVP, OTI and PO. Ensure accuracy of information and provide administrative support by assembling and preparing charts, data, reports, and analyzing program budgetary and fiscal data; Provide personnel support for primarily program funded staff, including but not limited to building credential access, security clearances and revalidations, e-QIP system management and document processing, network account creation, facilities and property management, purchase card program activities (supply purchases), submitting personnel action requests; maintaining personnel lists and databases, and other personnel support duties as required; Provide backstop support/guidance on Human Resources matters involving leave administration, employee relations and employee development; Provide support to managers and employees on questions and situations related to the administrative services provided which may include, but not limited to, liaising with offices outside of CPS; Develop, interpret, and implement procedures and guidance for organizational services provided; Provide orientation, training, and mentoring for new staff as delegated; and, Serve on temporary details within OTI, other USAID bureaus/offices, or other USG agencies under this scope of work for a period not to exceed six months. Duties performed while on detail must be directly related to the scope of work. Contracting Officer (CO) approval is required for the temporary detail. Any extension past the six months requires CO approval. SUPERVISORY RELATIONSHIP: The Administrative Specialist will take direction from and will report to the Director of the Office for Administrative Services (CPS/AMS) or their designee. SUPERVISORY CONTROLS: At the GS-9 level, the supervisor typically assigns projects and sets deadlines for completing the work. Findings and recommendations developed by the USPSC are reviewed for appropriateness prior to release or discussion with management officials. At the GS-11 level, the supervisor sets overall objectives and resources available, and works with incumbent to develop deadlines, work to be done and methodology; incumbent is responsible for carrying out assignments, consulting with the supervisor on policy interpretations, work is evaluated for technical soundness and effectiveness in meeting work objectives. 12. PHYSICAL DEMANDS The work is generally sedentary and does not pose undue physical demands. 13. WORK ENVIRONMENT: Work is performed in an office setting. Overseas deployments are not required for this position. II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION (Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under - Submitting an Offer) At a minimum, the offeror must have: At the GS-9 Administrative Specialist level: A Bachelor's Degree with two (2) years of work experience performing a range of administrative support duties similar to those outlined in the scope of work above; OR An Associate's Degree with three (3) years of work experience performing a range of administrative support duties similar to those outlined in the scope of work above; OR A high school diploma plus 24 credits of continuing education with four (4) years of work experience performing a range of administrative support duties similar to those outlined in the scope of work above; AND 2. Demonstrated experience drafting correspondence, written reports/documents, working on spreadsheets, and/or producing presentations. At the GS-11 Administrative Specialist level: A Bachelor's Degree with three (3) years of work experience performing a range of administrative support duties similar to those outlined in the scope of work above; OR An Associate's Degree with four (4) years of work experience performing a range of administrative support duties similar to those outlined in the scope of work above; OR A high school diploma plus 24 credits of continuing education with five (5) years of work experience performing a range of administrative duties similar to those outlined in the scope of work above; AND 2. Demonstrated experience drafting correspondence, written reports/documents, working on spreadsheets, and/or producing presentations. III. EVALUATION AND SELECTION FACTORS (Determines basic eligibility for the position. Offerors who do not meet all of the education and experience factors are considered NOT qualified for the position. The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. FAR provisions of this solicitation are available at https://www.acquisition.gov/browse/index/far. SELECTION FACTORS: (Determines basic eligibility for the position. Offerors who do not meet all of the selection factors are considered NOT qualified for the position.) Offeror is a U.S. Citizen; Complete resume submitted. See cover page for resume requirements. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements; Ability to obtain a SECRET level security clearance (NOTE: Dual citizens may be asked to renounce second-country citizenship); Satisfactory verification of academic credentials. A USAID Secret level security clearance is required prior to issuance of the contract for this position. NOTE: If a full security investigation package is not submitted by the selected within 30 days after it is requested, the offer may be rescinded. If a security clearance is not able to be obtained within four months after the selected submits the initial security clearance documentation, the offer may be rescinded. OFFEROR RATING SYSTEM The offeror rating system factors are used to determine the competitive ranking of qualified offerors in comparison to the technical evaluation criteria. Offerors must demonstrate the rating factors outlined below within their resume, as they are evaluated strictly by the information provided. Note: Supplemental documentation with written responses is not required and will not be reviewed for this solicitation. Note: Offerors are required to address each factor of the Offeror Rating System in their resume, describing specifically and accurately what experience, training, education, and/or awards they have received as it pertains to each factor. Failure to address the selection factors and/or Offeror Rating System evaluation factors may result in not receiving credit for all pertinent experience, education, training and/or awards. The evaluation factors are as follows: Administrative (25 Points) Demonstrated experience providing general administrative support such as scheduling and facilitating meetings, filing, and other administrative services. Demonstrated experience preparing and composing various types of correspondence, such as drafting and tracking memos, responding to taskers, and drafting meeting minutes. Organization (25 Points) Demonstrated experience balancing a wide variety of tasks and working independently under pressure, with extremely short deadlines. Demonstrated experience establishing and maintaining effective relationships with a variety of groups and individuals, across organizational structures. Personnel Support (20 Points) Demonstrated experience providing support/guidance on Human Resources matters, such as leave administration, employee relations and employee development. Demonstrated experience assisting with developing, interpreting, or implementing policies, procedures and/or guidance for organizational processes and/or services provided. BASIS OF RATING: Offerors who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated in accordance with the Offeror Rating System. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks. In the event that a offeror has fully demonstrated his/her qualifications and there are no other competitive offerors, OTI reserves the right to forego the interview process. The Offeror Rating System is as follows: Evaluation Factors - 70 Points Interview Performance - 30 Points Satisfactory Professional Reference Checks - Pass/Fail (no points assigned) Total Possible Points: 100 The most qualified offerors may be interviewed, required to provide a writing sample, and demonstrate an ability to operate commonly used office applications. OTI will not pay for any expenses associated with the interviews. In addition, offers (written materials and interviews) will be evaluated based on content as well as on the offerors writing, presentation, and communication skills. In the event that an offeror has fully demonstrated his/her qualifications and there are no other competitive offerors OTI reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for offerors being considered for selection. OTI reserves the right to contact previous employers to verify employment history. IV. SUBMITTING AN OFFER Offers must be received by the closing date and time at the address specified in Section I, item 3, and submitted to the Point of Contact in Section I, item 4. Qualified offerors are required to submit: Complete resume. In order to fully evaluate your offer, your resume must include: (a) Paid and 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 all overseas field 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. Your resume should contain explicit information to make a valid determination that you fully meet the minimum qualification requirements as stated in this solicitation for each grade level(s) for which you are applying. If you do not specify which grade level(s), your offer will be considered at the lower grade level. 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. NOTE: The Offeror Rating System Evaluation Factors are worth 70 out of 100 points. Offerors are required to address each factor of the Offeror Rating System in their resume, describing specifically and accurately what experience, training, education, and/or awards they have received as it pertains to each factor. Failure to address the selection factors and/or Offeror Rating System factors may result in not receiving credit for all pertinent experience, education, training and/or awards. 2. Offeror Information for Personal Services Contracts form AID 309-2. Offerors are required to complete and sign the form. Due to COVID-19 and limited access to equipment, we are currently accepting electronic and typed signatures on the AID 309-2 form. Additional documents submitted will not be accepted. To ensure consideration of offers for the intended position offers must prominently reference the solicitation number in the offer submission. Offeror resources are available at www.otijobs.net/guidance-for-applying. DOCUMENT SUBMITTALS Via email: contact@example.gov Please note in your document submittal where you heard about this position. NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS SOLICITATION This solicitation in no way obligates USAID to award a PSC contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of the offer. NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND THE SYSTEM FOR AWARD MANAGEMENT All individuals contracted as USPSCs with a place of performance in the United States are required to have a DUNS Number and be registered in the SAM database. USAID will provide a generic DUNS Number for USPSC's with a place of performance outside the United States. The selected offeror will be provided with guidance regarding this registration. For general information about DUNS Numbers and SAM, please refer to Federal Acquisition Regulation (FAR) Clause 52.204-6, Unique Entity Identifier and FAR 52.204-7, System for Award Management. https://www.acquisition.gov/far/part-52#FAR_52_204_7 or www.sam.gov. ALL QUALIFIED OFFERORS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING DISABILITY, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR. V. LIST OF REQUIRED FORMS PRIOR TO AWARD Once the Contracting Officer (CO) informs the successful offeror about being selected for a contract award, the CO will provide the successful offeror instructions about how to complete and submit the following forms. Forms outlined below can found at http://www.usaid.gov/forms/ Declaration for Federal Employment (OF-306). 2. Questionnaire for Sensitive Positions (for National Security) (SF-86), or Questionnaire for Non-Sensitive Positions (SF-85). 3. Finger Print Card (FD-258). VI. BENEFITS AND ALLOWANCES As a matter of policy, and as appropriate, a USPSC is normally authorized the following benefits and allowances: 1. BENEFITS: Employer's FICA Contribution Contribution toward Health & Life Insurance Pay Comparability Adjustment Annual Increase (pending a satisfactory performance evaluation) Eligibility for Worker's Compensation Annual and Sick Leave 2. ALLOWANCES: Section numbers refer to rules from the Department of State Standardized Regulations (Government Civilians Foreign Areas), available at https://aoprals.state.gov/content.asp?content_id=282&menu_id=101 (a) Post Differential Chapter 500 and Tables in Chapter 900. (b) Living Quarters Allowance Section 130. (c) Temporary Lodging Allowance Section 120. (d) Post Allowance Section 220. (e) Supplemental Post Allowance Section 230. (f) Payments During Evacuation Section 600. (g) Education Allowance Section 270. (h) Separate Maintenance Allowance Section 260. (i) Danger...