SOLICITATION NUMBER: 720FDA20B00075
ISSUANCE DATE: July 30, 2020
CLOSING DATE AND TIME: February 11, 2021, 12:00 P.M. Eastern 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) Office of U.S. Foreign Disaster Assistance (OFDA), is seeking offers from qualified U.S. citizens to provide personal services as a Program Management Coordinator under a United States Personal Services Contract (USPSC), as described in the 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 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) Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
(d) U.S. Citizenship
(e) Optional: How did you hear about this opportunity? (beta.SAM.gov, OFDA Jobs, Career Fair, etc.).
Your resume must contain sufficient information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information must be clearly identified in your resume. Failure to provide information sufficient to determine your qualifications for the position will result in loss of full consideration.
Supplemental document specifically addressing the Quality Ranking Factors (QRFs) shown in the solicitation.
USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted. AID 309-2 is available at http://www.usaid.gov/forms.
NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS AND THE SYSTEM FOR AWARD MANAGEMENT
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 award. 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.
NOTE: As of March 28, 2018, all new SAM.gov entity registrations will now require a signed notarized letter identifying the authorized Entity administrator for the entity associated with the DUNS number. Additional information on the format of the notarized letter and where to submit can be found via the below Federal Service Desk link:
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.
Your complete resume and the supplemental document addressing the QRFs must be emailed to:
Any questions on this solicitation may be directed to OFDA Recruitment Team via the information provided above.
DUTIES AND RESPONSIBILITIES
• Maintain daily schedule of the Division Director and Division Deputy Director; maintain calendar for Division activities.
• Coordinate travel requirements for the Division Director and Division Deputy Director in coordination with the office travel contractor, prepare travel itinerary, prepare visa applications, and prepare country clearance requests.
• Coordinate tasker tracking and division-level clearances.
• Under the guidance of the Division Deputy Director, provide technical oversight and direction to the Administrative Team.
• Provide administrative support to travel requirements of personnel on assigned team, which includes processing travel authorization requests, preparing requests for country clearances using the electronic filing system required by the Department of State, assisting the traveler in completing visa applications or letters, and coordinating travel with office travel contractor.
• Coordinate scheduling, logistics, and administrative support requirements for all team- hosted and/or team- organized meetings and training sessions.
• Assist in preparing briefings or briefing books for senior leadership.
• Coordinate onboarding new Division employees with respective Team Leads and coordinate logistics requirements for work station, network access, and badging.
• Maintain personnel files and other databases of Division personnel, to include tracking personnel annual performance evaluation requirements.
• Represent Division in efforts addressing staffing requirements, coordination, and workflow issues.
• Support overall USAID and OFDA projects and events and assist with organization of representational events.
• Lead organizational and execution efforts for assigned OFDA-wide events such as town hall meetings and similar activities.
• Responsible for developing and tracking annual Division budget, to include providing quarterly updates to the Division Director.
• Manage tracking of timesheets, leave, and premium pay requests within WebTA.
• Assist with processing of requests for reimbursements and other vouchers.
• Serve as recorder/note taker at Division or team level meetings, and for other meetings as assigned by the Division Director or Team Leader.
• Manage Division’s and assigned team’s electronic and hard copy filing systems.
• Develop familiarity with portfolio(s) of assigned team(s).
• Maintain OFDA Representational Meeting calendar for HPGE staff and OFDA front office.
• Monitor training requirements for HPGE Division.
• Maintain office supplies ordering and storage.
• Maintain Division leave/Temporary Duty Assignments calendar.
• Provide administrative back-up capacity to DCHA Assistant Administrator and OFDA Director, as needed.
• Serve, as needed, multiple times throughout the year on Washington-based RMTs, which provide services and support to DARTs deployed in response to disasters. The duties on RMTs will be varied.
• Serve as the OFDA after-hours duty officer on a rotational basis, for approximately one week every six months.
• As needed, may serve on temporary detail within the office not to exceed six months. Duties performed while on detail will be aligned with the team’s existing duties and responsibilities as well as directly related to the scope of work provided.
EDUCATION/EXPERIENCE 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.)
Bachelor’s degree with significant study in or pertinent to the specialized field (including, but not limited to: international relations, political science, disaster management, public administration, or related field) plus five (5) years of progressively responsible experience working on disaster response or humanitarian assistance issues in an administrative support role. Experience working for a federal agency, an IO, or USG agency required.
Master’s degree with significant study in or pertinent to the specialized field (including, but not limited to: international relations, political science, disaster management or public administration or a related field), plus four (4) years of progressively responsible experience working on disaster response or humanitarian assistance issues in an administrative support role. Experience working for a federal agency, an IO, or USG agency required.
(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.
• USPSC Offeror form AID 309-2. Offerors are required to complete sections A through I. This form must be physically signed. Electronic signatures will not be accepted.
• Supplemental document specifically addressing the Quality Ranking Factors (QRFs) submitted.
• Ability to obtain and maintain a Secret up to Top Secret/Sensitive Compartmented Information level clearance as provided by USAID.
• Ability to obtain a Department of State medical clearance.
• Must not appear as an excluded party in the System for Award Management (SAM.gov).
• Satisfactory verification of academic credentials.
QUALITY RANKING FACTORS (QRFs)
(Used to determine the competitive ranking of qualified offerors in comparison to other offerors. The factors below are of equal value. The evaluation of QRF responses will also take into consideration the quality of written responses. Aspects of written responses including, but not limited to typos, grammatical errors, spelling errors, and incomplete sentences will be factored into the evaluation process.)
QRF #1 Demonstrated experience in administrative tasks such as preparing documentation, maintaining tracking systems to monitor and update status of actions or documents, supporting staff on travel and procurements, and maintaining electronic databases and files.
QRF #2 Experience as a liaison between teams and divisions, demonstrated excellent interpersonal skills and ability to coordinate across teams. Experience serving as point of contact and providing and administrative support in the organization and execution of large-scale or corporate events.
QRF #3 Demonstrated ability to multitask and perform a variety of tasks and functions concurrently, perform in high stress environments, and complete tasks within limited timeframes and with limited direction.
QRF #4 Demonstrated ability to communicate effectively in writing through the preparation of clear and concise reports, memoranda, meeting notes, and other official documents.
QRF #5 Demonstrated experience supporting an organization’s leadership in a variety of tasks such as calendar management, completion of expense reports, preparation of correspondence that is sometimes confidential; and compiling of documents for briefing books and travel.
BASIS OF RATING:
Offerors who meet the Education/Experience requirements and Selection Factors will be further evaluated in accordance with the QRF responses. Those offerors determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks.
Offerors are required to address each of the QRFs in a separate document describing specifically and accurately what experience, training, and/or education they have received as it pertains to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to address the selection factors and/or Quality Ranking Factors may result in not receiving credit for all pertinent experience, education, training and/or awards.
The most qualified offerors may be interviewed and required to provide a writing sample. OFDA will not pay for any expenses associated with the interviews. Professional references and academic credentials will be evaluated for offerors being considered for selection. Note: Please be advised that references may be obtained independently from other sources in addition to the ones provided by an offeror. OFDA reserves the right to select additional offerors if vacancies become available during future phase of the selection process.
The Offeror Rating System is as Follows:
QRFs have been assigned the following points:
QRF #1 – 8 points
QRF #2 – 8 points
QRF #3 – 8 points
QRF #4 – 8 points
QRF #5 – 8 points
Interview Performance – 40 points
Satisfactory Professional Reference Checks – 20 points
Total Possible Points: 100