Contracting Officer Representative, Team Lead
Department of State, Bureau of International Narcotics and Law Enforcement Affairs | Published July 28, 2015 - Deadline August 11, 2015
You have received this "Personal Services Contractor" (PSC) solicitation through the Department of State (DOS) Internet site. If you have any questions regarding this PSC, you may contact the DOS Official named in this solicitation. The Department is not responsible for any data and/or text not received when retrieving this document electronically. Amendments to solicitation documents generally contain information critical to the submission of an application.
Contracting Officer Representative, Team Lead
Issuance Date: 07/28/2015
Closing Date: 08/11/2015
SOLICITATION NUMBER: PSC-15-050-INL
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.
Proposals must include the following and not exceed twenty (20) pages:
1) Form OF-612 (Completed and signed)
3) Three letters of recommendation OR three references to include contact information
*** ONE PDF ATTACHMENT IS HIGHLY RECOMMENDED
Veteran's preference is not applicable to this position therefore do not submit DD-214.
Submit proposal via e-mail to the attention of:
Direct questions regarding this solicitation to:
INL will not accept proposals beyond the closing time/date; unless it can be determined DOS mishandled the proposal.
1. SOLICITATION NUMBER: PSC-15-050-INL
2. ISSUANCE DATE: 07/28/2015
3. CLOSING DATE: 08/11/2015
4. TIME SPECIFIED FOR RECEIPT OF APPLICATIONS: 3:00 PM, EST
5. POSITION TITLE: INL Contracting Officer Representative, Team Lead
6. MARKET VALUE: $82,350 - $120, 934 (FS-02 Equivalent)
7. PERIOD OF PERFORMANCE: One year from date of award, with four optional years
8. PLACE OF PERFORMANCE: Kabul, Afghanistan
9. JOB DESCRIPTION: See below
GENERAL STATEMENT OF THE PURPOSE OF THIS CONTRACT AND RESPONSIBILITIES OF THE CONTRACTOR:
The position is assigned to the Bureau of International Narcotics and Law Enforcement Affairs (INL), INL Kabul, Afghanistan. The mission of the INL Bureau is to minimize the impact of international crime and illegal drugs on the United States and its citizens through the provision of assistance to foreign governments to develop and sustain law enforcement and rule of law programs. The incumbent serves as the Team Lead for the Contracting Officer's Representative (COR) and Government Technical Monitor Team (GTM) in Afghanistan and is responsible for providing expert advice, guidance, and direction in the management of the team and in the administration of INL support contracts. The Team Lead will report to the INL Director in Kabul, Afghanistan.
The purpose of this contract is the provision of the services of a Contracting Officer's Representative/Government Technical Monitor Team Lead to deploy and assist with administering one or more contracts/task orders in Afghanistan.
INL/K is responsible for implementing the INL programs in Afghanistan and is composed of management and program personnel focused on their success. One of the functions of INL/K is to manage the COR/GTM Team as they perform their oversight and monitoring activities. The COR/GTM Team provides guidance on contract administrative policies, procedures and other support to the INL/K Director and his management and program personnel. The INL/K COR/GTM team is managed and led by the Team Lead.
The Team Lead carries out duties on behalf of the CO, but reports to the INL Senior Management Officer at Post. The incumbent's actions, decisions and recommendations are reviewed on the basis of demonstrated professional judgment, results achieved and conformance with appropriate laws and regulations.
The Contract Administrator is INL in Washington and shall be the INL Contracting Officer. In no instance, shall the COR 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.
DUTIES AND RESPONSIBILITIES
1. Leads and manages a diverse team of CORs and GTMs in the performance of their duties.
2. Provides technical direction to the CORs as required.
3. Implement COR and GTM staffing changes as required.
4. Prepare analytical staffing and progress reports.
5. Provide technical clarifications on contract monitoring and oversight issues
6. Works closely with INL stakeholders and the CORs to analyze program needs for contractor support, as well as to define and document scopes of work, plans, schedules, site-specific considerations, work requirements, milestones, and operational activities for a variety of support contracts. Advises program managers in developing clear, accurate, and detailed contractual requirements.
7. Represents INL interests and priorities when coordinating contract administration efforts among multiple federal agencies and organizations both internal and external to DOS that are involved with, supported, or affected by INL contracts.
8. Facilitates the flow of accurate and timely information among stakeholders, including organizing, hosting, and documenting meetings.
9. Coordinates with the COR, program/project officers and designated contractor representatives on all technical matters that arise in the administration of the assigned task orders. Provides clarifications with regard to contract technical requirements, including inspection, testing, and acceptance procedures.
10. Maintains constant cognizance with respect to technical compliance with contract terms and conditions on the part of contractors.
11. Monitors contractors' progress and performance to assure compliance with all contract terms and conditions. Provide leadership and direction to the CORs and program/project officers to ensure that rigorous surveillance of contractor activities is being exercised. Visits contractor work sites to provide guidance and resolve issues as needed. Reviews, evaluates, and documents contractor performance in relation to contract requirements, including conducting progress reviews and providing appropriate approvals. Prepares progress reports in conjunction with contract milestones, updates plans and schedules as needed and ensures that the results of all projects administered by INL support the achievement of the bureaus goals and objectives.
12. Secures/Recommends approval, if required, for deviations from approved budgets, plans, schedules, and scopes of work, and documents the changes accordingly.
13. Reviews and approves contractor invoices for assigned contracts and task orders. Conducts analyses of contractor spending trends to ensure compliance with spending plans to anticipate potential funding issues and initiates action to promptly resolve funding issues.
14. Approves contractor procurement requests within the authority delegated by the CO. Serves as property administrator for the assigned contracts.
15. Identifies and recommends solutions or corrective action to resolve any problems that interfere with contract progress and with the completion of projects according to contract requirements. In those cases where problems cannot be resolved within the incumbent's scope of authority, makes recommendations to INL management and the CO/COR on appropriate corrective actions and implements those actions upon approval.
16. Develops, implements and ensures compliance with contract administration processes, including invoice submission/review, payment authorization, verification of receiving reports, quality assurance/surveillance, deliverables receipt and acceptance, project file and COR contract document maintenance.
17. Oversees the development and implementation of a series of contractor and reports that ensure a regular flow of management information regarding contract activities among all concerned parties, including contractors, program offices/officers, and INL's senior management team. Serve as a technical advisor to INL and Embassy management on performance requirements, contract terms and conditions. Provide assessments of contractor progress as requested.
TEAM LEAD SPECIFIC DUTIES AND RESPONSIBILITIES
1. Direct management of a diverse team of CORs, GTMs, and local employed staff performing their duties both at the Embassy and at U.S. Government contractor locations country wide.
2. Implement staffing changes as required by re-deploying team members in response to task order oversight need changes.
3. Develop a strategic plan for the team for 2015 and beyond.
4. Balancing the workload of the team members.
5. Promote free and open communication between all members of the team.
6. Be the "voice of the team" to INL Management keeping them updated on team activities.
7. Taking into consideration any travel restrictions, maximize COR and GTM "time in the field" performing their duties.
8. Travel with the CORs for contractor visits and assist in the performance of their duties as required to maintain their "boots on the ground" knowledge.
9. Resolve team employee issues, complaints and/or grievances.
10. Prepare analytical reports on the contractor/contracts to INL/K management.
11. Review the COR monthly reports
12. Give technical clarification as to the meaning of the specifications, including inspection, testing, and acceptance procedures to the GTM when the COR is absent.
13. Audit each of the COR files on a regular basis for conformance to the CO's requirements.
14. Perform twice per year employee performance audits and provide constructive feedback to the employee.
15. Prepare status reports of the contracts as required by INL/K Management.
16. Assist the COR in mitigating problems or issues between the different programs/contractors as required.
17. Ensure consistency across the COR/GTM team as they are provide guidance to each of the Contractors in evaluating their performance.
18. Assure each COR and GTM maintain their FAC-COR certifications.
19. Create and implement a continuing education plan for the CORs and GTMs to expand and improve their contract monitoring and oversight skills to include the FAR.
20. Create and implement training for the CORs and GTMs when each new task order is assigned to provide a seamless transition from the old to the new.
21. Monitor the Quality Assurance Surveillance Program to assure its full implementation and completeness.
22. Monitor the Corrective Actions to confirm all are resolved in a timely manner.
23. Develop the plans and strategies necessary to provide seamless contractor oversight and monitoring and to mitigate the related risks in post conflict countries when are under transition.
24. Be the main point of contact with INL/K Management on INL contract issues and requirements.
25. Liaison with other US Government agencies, Host government officials and the implementing Contractors.
26. Coordinate with the CORs on all major technical matters which may arise in the administration of their delegated contract assignments.
27. Know and understand the terms and provisions of the contracts assigned to the team.
28. Know the scope and limitations of the Team Lead's authority.
29. Protect privileged and sensitive procurement information.
Deliverables are required under this PSC and shall include; monthly status reports, monthly evaluation of contractor performance, special reports when required and "Completion of assignment report," which shall be a compressive review of the projects in which the contractor was involved.
Each report shall include a critique of and recommendations for the various projects. The completions of assignment reports are due no later than fifteen (15) days prior to the expiration of this contract. The Personal Service Contractor shall submit two (2) copies of each report as required to the following;
1. INL/POST Director(s) and;
2. INL/Program Officer
• U.S. citizen, capable of attaining and maintaining requirements for a State Department Secret, medical and ethics security clearance.
• A Bachelor's Degree from an accredited institution and/or at least 15 years professional work experience.
• A total of fifteen years' professional work experience, of which three years should be directly related to performing functions in program management and/or contractor oversight. Experience in a post conflict country a plus.
• Excellent interpersonal skills.
• Must be highly organized and able to manage multiple projects concurrently.
• Demonstrated two (2) years work experience in managing a diverse team of four employees or greater in a post conflict country.
• Demonstrated training and experience in contract administration principles, policies, regulations and procedures and have a current or able to obtain a FAC-COR Level III certification.
• Experience in invoice auditing and validation.
• Demonstrated knowledge of the FAR.
• Superior administrative and management skills. For example: Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Coordination -- Adjusting actions in relation to others' actions.
• Judgment and Decision Making -- Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Negotiation -- Bringing others together and trying to reconcile differences.
• Demonstrated superior writing, communication and interpersonal skills
• Active Listening -- Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
Guidelines consist of the Federal Acquisition Regulations (FAR), the Department of State Acquisition Regulations, the CO's letter of delegation of authority appointing the COR, and official INL bureau guidelines. In addition, the Advisor must be able to determine application of basic administrative policy statements concerning the issue or problem being studied, which may include reference to pertinent legislative history, related court decisions, state and local laws, or policy initiatives of agency management. The Advisor must also consider and adhere to various other existing federal regulations, and the interaction between DOS policies, legislation, the Foreign Assistance Act, and other authorization and appropriations in the INL account, applicable National Security and Presidential Decision Directives, OMB Circulars, the Foreign Affairs Handbook (FAH), the Foreign Affairs Manual (FAM) and DOS financial operating procedures and policies.
The programs implemented by INL are generally highly complex multi-year development and capacity-building programs. The programs often require the ability to resolve critical problems and achieve difficult goals that may impact on other programs.
Programs are also characterized by large obligations of USG funds, a potentially high-risk security environment, a geographically broad operating platform, demanding program schedules, frequently-changing requirements, politically sensitive outcomes, multiple interagency and international actors, multiple contractor and sub-contractor relationships, and intense audit/oversight scrutiny. Detailed plans, goals, objectives and evaluation criteria are required for the long-range implementation and administration of the programs. Decisions concerning planning and organizing the programs are complicated by the intricacy of the contracts and the need to deal with multilayered concepts. Problems can arise that require intuition - the ability to tell when something is wrong or is likely to go wrong; inductive reasoning - the ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events); and deductive reasoning - the ability to apply general rules to specific problems to produce answers that make sense.
PHYSICAL DEMANDS IN AFGHANISTAN
The work requires the ability to travel to and from several remote areas. The work requires an above average resistance to fatigue and physical hardships. Successful completion of a State Department Class 1 unrestricted medical exam is required. Extended assignments to remote program sites will be required, necessitating the ability to walk medium to longer distances (hundreds of yards or more) on generally irregular dirt or stone surfaces, in both hilly and flat terrain. Additionally, those undergoing medical treatment or taking certain medicines that limit their physical or mental abilities may find it difficult to adhere to the limitations recommended by their physician(s). Travel on helicopters and/or cargo-oriented fixed wing aircraft may also be required. Those with ear or other problems, who do not easily adapt to pressurized environments or higher but non-pressurized environments, will find the travel requirements of these positions difficult. Climate conditions are also a factor. Work is often done in extremes of cold and heat, in dusty and windy environments, and frequently outdoors. Those with circulation problems or difficulties adapting to climate extremes or extremely dusty environments will find this aspect of the work difficult and may not be capable of passing the State Department required medical exam.
TRAVEL AND POSITION LOCATION
The position is located at the U.S. Embassy, Kabul, Afghanistan. Frequent travel in and around Kabul is likely. All movements within Afghanistan will be covered by the U.S. military and/or Embassy air wing and motor pool assets, and all travel outside of Afghanistan will be covered by commercial airlines.
Pre-deployment support for the Afghanistan-based Advisor: The advisor will be required to attend four (4) weeks of basic familiarization training at the Foreign Service Institute in Washington D.C. prior to deployment or provide evidence of attending this training within the past five years.
In performance of this contract, the contractor shall be subject to the ethics rules applicable to Department of State employees under 5 CFR Part 2635 (Standards of ethical conduct for employees of the Executive Branch), 2 FAM 700 (Ethics), and 3 FAM 4120 (Employee Responsibilities Abroad) and 4170 (Official Clearance of Speaking, Writing and Teaching). Contractor shall also be subject to five CFR Part 2637 (regulations concerning post-employment conflicts of interest).
Conditions for Contracting Prior to Receipt of Ethics Clearance: The Contractor may commence work prior to the completion of the ethics clearance. The Contractor shall not perform Contracting Officer Representative functions until clearance received. Further, if Contractor does not obtain ethics clearance within 30 days of commencing work, this contract may be terminated in accordance with paragraph (a) (2) of General Provision 16 of this contract.
FACTOR 1: Program Management (25 points)
Experience in providing contractor oversight on high dollar contracts, ensuring contractor requirements are being fulfilled per the Statement of Work and other deliverables; evaluating and documenting contractor performance, especially through a well-developed Quality Assurance Surveillance Plan (QASP).
FACTOR 2: Federal Acquisition (25 points)
Comprehensive understanding of contract administration principles, policies, regulations and procedures, including U.S. Federal Acquisition Regulations (FAR).
FACTOR 3: Department of State (25 points)
Knowledge of Department of State INL programs and experience working programs or projects in an austere or post-conflict Embassy environment.
FACTOR 4: Past Performance (25 points)
Past performance evaluation of applicant's ability to perform under a contract. In conducting the evaluation, the Government reserves the right to utilize all evaluation information available at the time of evaluation, whether provided by the applicant or obtained from other sources.
COMPENSATION (BASE PAY)
For award, INL will negotiate for this contract based on the market value as outlined above and overall experience relevant to the solicitation requirements.
BENEFITS & ALLOWANCES
AS A MATTER OF POLICY, INL NORMALLY AUTHORIZES THE FOLLOWING BENEFITS AND ALLOWANCES
BENEFITS - IF APPLICABLE
• Employee's FICA/Medicare Contribution
• Contribution toward Health and Life Insurance
• Pay Comparability Adjustment
• Annual Increase
• Eligibility for Worker's Compensation
• Annual, Sick and Home Leave
• 401K Plan
• MEDVAC Reimbursement
ALLOWANCES IN ACCORDANCE WITH DEPARTMENT OF STATE STANDARDIZED REGULATIONS (DSSR) - IF APPLICABLE
• Temporary Quarters Subsistence Allowance (TQSA) or Per Diem upon arrival at Post
• Housing Allowance
• Post Allowance
• Supplemental Post Allowance
• Maintenance Allowance (SMA)
• Education Allowance
• Educational Travel (full-time United States based secondary)
• Post Hardship Differential
• Danger Pay
• Shipment of HHE, UAB, POV and Consumables