SOLICITATION NUMBER: VA-669-20-00012
ISSUANCE DATE: 11/04/2020
CLOSING DATE/TIME: 11/25/2020 (17:30 local time)
SUBJECT: Solicitation for the Acquisition & Assistance Specialist (OAA), Cooperating Country
National Personal Service Contractor (CCNPSC)
Dear Prospective Offerors:
The United States Government, represented by the U.S. Agency for International Development (USAID), is seeking offers from qualified persons to provide personal services under contract as described in this solicitation.
Offers must be in accordance with Attachment 1, Sections I through III of this solicitation. Incomplete or unsigned offers will not be considered. Offerors should retain copies of all offer materials for their records.
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 offers. Any questions must be directed in writing to the Point of Contact specified in the attached information.
I. GENERAL INFORMATION
SOLICITATION NO: VA-669-20-00012
- ISSUANCE DATE: 11/04/2020
- CLOSING DATE/TIME FOR RECEIPT OF OFFERS: 11/25/2020 at 17:30
- POSITION TITLE: Acquisition & Assistance Specialist
- MARKET VALUE: CCN-11: $40,344 – $64,550 (Full Performance)
CCN-10: $35,104 – $56,160 (Mid-level)
CCN-09: $27,502 – $44,008 (Trainee level)
In accordance with AIDAR Appendix J and the Local Compensation Plan of the US Embassy in Monrovia, Liberia. Final compensation will be negotiated within the listed market value.
- PERIOD OF PERFORMANCE: Initial contract will be for one year (with optional years included for extension, not to exceed five years), based on the programmatic needs, funding availability, and performance. This is considered a permanent position.
Employment under any contract issued under this solicitation is of a continuing nature. Its duration is expected to be part of series of sequential contract; all contract clauses, provisions, and regulatory requirements concerning availability of funds and the specific duration of the
contract shall apply.
- PLACE OF PERFORMANCE: Monrovia, Liberia with possible travel within the country and overseas.
NOTE: ALL ORDINARY RESIDENT APPLICANTS MUST HAVE THE REQURIED WORK AND/OR RESIDENT PERMITS ALLOWING WORK IN LIBERIA BEFORE
BEING ELIGIBLE TO APPLY.
- SECURITY LEVEL REQUIRED: Facility and computer access
- STATEMENT OF DUTIES:
BASIC FUNCTION OF POSITION
The Acquisition and Assistance Specialist is located in the Office of Acquisition and Assistance, USAID/Liberia. The function of the Office is to provide Acquisition and Assistance (procurement) support to Mission Technical Offices and to Development Objective (DO) and Assistance Objective (AO) Teams in the Mission and in any Regional Offices that may be supported by the Mission. The primary purpose of this position is to review and recommend approval or revision of requisitions in the Global Acquisition and Assistance System (GLAAS); review and recommend approval or revision of Scopes of Work (SOW); perform complex cost
and price analysis; analyze proposals and/or quotes received; review contracts and contract modifications; analyze contractor-proposed budgets; recommend revisions to various contract provisions; write Memoranda of Negotiation; and, prepare other required documentation. The Specialist maintains up-to-date contract files and supports award closeouts. As required, the Specialist provides guidance to on related administrative award modifications. The Specialist is responsible for carrying out day-to-day activities in an independent manner.
This position represents the full performance level of a career ladder, beginning at FSN-09. Attainment of this grade level represents that the Specialist has successfully completed substantial training, met agreed-upon objectives and milestones, and has performed at the Fully Successful
(or equivalent) level. At this level, it is anticipated that the Specialist will play a significant role in mentoring lower-level trainees, and others, by identifying knowledge gaps and training needs.
MAJOR DUTIES AND RESPONSIBILITIES
I. Pre-Award The Specialist provides professional-level procurement planning advice and guidance to USAID/LIBERIA Technical Offices, (DO and/or AO Teams including advice on procurement policy and procedures in the design and implementation of Mission activities. The Specialist coordinates the development of procurement objectives for
assigned portfolios in terms of potential implementing partner (IP) organizations, competitive issues, and socioeconomic issues, and identifies and constructs appropriate contract and/or grant instruments.
The Specialist reviews GLAAS Requisitions (REQs) requesting acquisition/assistance for major and complex programs/project/activities and/or services. The Specialist analyzes requirements, and determines instrument selection or procurement approach, if SOWs or
other program descriptions are complete, and if the request meets FAR, ADS, AIDAR, and/or other mission, Agency, or USG policies ; ensures that necessary Mission clearances have been obtained, and that waivers and other supporting documentation are complete; recommends revisions regarding SOWs, budgets, classification of terms, reporting requirements, and any special conditions, and ensures that required performance indicators are developed and included in the initial Request for Proposal of
Request for Application; and, develops solicitation documentation in accordance with all appropriate regulations, selects and includes correct clauses, and transmits solicitations for proposal using internet-based technology. The Specialist responds to offeror questions
during the proposal submission phase; and determines the need for and prepares, clarifying amendments as required for solicitation documents. As necessary, the Specialist holds pre-bid or consultative meetings with partners to fully explain the Agency and counterpart’s needs, and to discuss solicitation documents. The specialist applies a high degree of judgement and analysis when deciding among and between competing and often conflicting regulations and objectives, where the activities involved
include multi-million-dollar issues, often with significant political and/or legal implications.
II. Proposal Evaluation and Negotiation
The Specialist evaluates applications and offers for responsiveness to particular solicitations, and documents the relative strengths and deficiencies of each proposal; guides DO/AO Teams in the practice of ‘best value’ selection, and in performance-based technical approaches; and, obtains reports and references, ensuring that past performance
of the offeror is relevant and of a high quality. The Specialist ensures that offerors have adequate management, accounting, personnel, and procurement systems, and appropriate corporate leadership, resources, and quality control systems to satisfactorily carryout contracts. The Specialist requests audit reports or pre-award surveys from the Office of
the Inspector General, and/or the Defense Contract Audit Agency, and obtains clearance from the Department of Labor and/or the Small Business Administration on a variety of EEO and workplace issues. The Specialist analyses cost proposals and technical scores from technical evaluation committees; and based on the analysis, establishes the
competitive range, and presents documentation for signature to the Contracting Officer/Regional Contracting officer. The Specialist performs analysis of cost issues, considering economic conditions and factors of material, labor, and transportation costs; examines cost as and pricing data submitted by offerors, to substantiate direct and indirect costs and profit; determines reasonableness of costs submitted; ensures data provided is consistent with USAID requirements on eligible geographic sources, and that salary structures are consistent with Agency policy; and, identifies circumstances that may require a waiver. The Specialist coordinates issues of technical weakness and excessive cost with Do/AO Teams prior to commencement of negotiation; and, clarifies
and, as necessary, instructs the members of the Team, host-country counterparts, and other Mission staff on the USAID procurement process. The Specialist designs the negotiation strategy; identifies areas subject to negotiation, and consults with technical specialists concerning data submitted by offerors, conducts extensive negotiations on cost
and technical issues prior to contract award, presenting USAID issues of concern, and persuading offerors to upgrade technical deficiencies and reduce costs where appropriate; requests submission of Revised Final Proposals, and prepares appropriate contract or grant instruments for award; coordinates the last stages of selection with DO/AO Teams
and/or the technical evaluation committee(s); negotiates and awards grants and cooperative agreement with US-based and indigenous PVOs and NGOs, colleges and universities, and other non-profit organization, analyzes transactions to ensure compliance with Agency cost-sharing and registration policies, as well as local laws governing status, and coordinates contracting activities with other government agencies, frequently negotiating and drafting interagency agreements. The Specialist presents
award decisions of ultimate contractor/recipient to the Contracting Officer, with all the appropriate supporting documentation, including the development of appropriate performance indicators, in conjunction with DO/AO teams, and, organizes and conducts orientation meetings with selected contractors, to ensure that mobilization efforts will be
conducted effectively, and that all terms and conditions of procurement instruments are clear and well-understood by all parties. The Specialist provides support debriefings to unsuccessful offerors.
III. Contract Administration
The Specialist monitors contractor performance in relation to the completion schedule required by the contract or assistance instrument, ensures timely submission of technical progress reports, making periodic visits to contractor work sites, and representing the Office at performance-based meetings held by other Mission Offices, assists any client
Missions to development appropriate indicators for work plans, and contract documents, ensures contractors are fully complaint with performance standards contained in the Contract, and seeks corrective action in cases of non-compliance; expedites Change Orders or revisions when circumstances require; and, issues ‘show cause’ or ‘cure
notices’ and/or recommends termination of contracts for default or for convenience, and negotiates termination settlements.
The Specialist analyses, and takes action to resolve, audit finding, such as cost items questioned and unresolved; supports recommendations with detailed analysis of each cost, category, or element as necessary; prepares necessary documents to resolve all aspects of audits, questioned or ineligible costs, and accounting issues; and, presents documentation to the Contracting Officer/Regional Contracting Officer for signature. The
Specialist reviews completed (after full performance) contract files to determine that all contractual actions are satisfied, and that there are no pending administrative actions to be resolved; ensures that all documents are signed, that there are no litigation actions pending, and that the contract is complete in every respect and ready to be closeout, and,
ensures that contracts nearing annual anniversaries or final completion have a completed performance report from the COR/AOR, and submits reports to the Contractor for comment.
The Specialist provides guidance and mentoring to junior-level staff, trainees, procurement technicians, and the clients on basic principles of USG and USAID acquisitions, general procurement management, procurement policy direction, new/changed procurement policies, etc. as required.
As required, the Specialist may be called upon to provide information an advice to the Contracting Officer/Regional Contracting Officer and/or his/her designee on critical procurement issues, or on the effect of new or revised USG, USAID, or host-country requirements. The Specialist attends key mission meetings on the Office as assigned.
- “Cooperating country national” (“CCN”) means an individual who is a cooperating country citizen, or a non-cooperating country citizen lawfully admitted for permanent residence in the cooperating country.
- PHYSICAL DEMANDS
The work requested does not involve undue physical demands.
- POINT OF CONTACT:
All application packages are to be submitted:
Acquisition & Assistance Specialist, (OAA)
by email to: LiberiaHR@usaid.gov
QUALIFICATIONS REQUIRED FOR EFFECTIVE PERFORMANCE
Possession of a Baccalaureate Degree or the equivalent of a four-year US College/university (or equivalency accreditation if a non-US institution) degree in Accounting, Law, Business, Finance, Contracts, Purchasing, Economics, Industrial Management, Marketing, Quantitative Methods, or
organizational management is required.
Prior Work Experience:
• Entry Level (FSN 9) Relevant Education qualification plus a minimum of four years of progressively responsible, professional experience in any of the following relevant areas: procurement, development assistance, law, paralegal, research, business, or accounting. Preferably at least two years of this experience should have been with an international organization, government, or non-government organization.
• Mid-level (FSN-10) Relevant Education qualification plus a minimum of five years of progressively responsible, professional experience in any of the following areas: procurement, development assistance management, law, paralegal, business, or accounting. Preferably at least three years of this experience should have been with an international organization, government, or non-government organization.
• Full performance level (FSN-11) Relevant Education plus minimum of five or more of progressively responsible work in acquisition and assistance is required. As this position is part of a recognized and established career ladder, a minimum of two years of this experience must have been gained working with the USAID Contracting/A&A Office, with at least one year at the next lower, FSN-10 grade level.
Post Entry Training:
To be hired at FSN-9 trainee/entry level, the incumbent must have met the required educational qualifications, work experience and demonstrated the capacity to develop the skills to perform at the full performance level.
To be promoted to FSN-10 level, the incumbent must have (a) successfully completed all FACC training level I and USAID basic training courses covering (i) Assistance and (ii) Simplified Acquisition and (b) have 3 years of related USAID A&A work experience completing at least 50% of the on-the-job Procurement Training Program (PTP) actions contained in the employee’s IDP and agreed to work with his/her supervisor through performing on the job actions. Some of the promotion requirements maybe waived at the discretion of the OAA Office Director. The incumbent must meet all education and work experience requirements to be promoted to FSN-10.
To be promoted to FSN-11 full performance level, the Specialist must have demonstrated mastery of the full range of skills by: (a) successfully completed mandatory Federal Acquisition Certification – Contracting (FAC-C) Level II course in accordance with a formal individual
development plan (IDP). Or equivalent class hours of other advanced A&A trainings approved by the supervisor in writing. (b) successfully completing 90% of the Procurement Training Program (PTP) actions contained in the IDP and agreed to with your supervisor through performing on the job actions; (c) having completed five years of USAID A&A related
experience; (d) attaining at a fully successful performance evaluation.
Language Proficiency: Level V (Fluent) English and local language proficiency both oral and written, is required.
Knowledge of US Federal and USAID Acquisitions Regulations, and knowledge and understanding of how to execute and administer a complex acquisition and assistance portfolio is required, particularly as it relates to acquisition through methods of negotiation, small purchase procedures, and that result in standard and established contract types. A good knowledge of hostcountry and regional markets pertaining to programs/projects/activity requirements for services and commodities, and a good knowledge and understanding of US market and pricing methods is
Skills and Abilities: The ability to plan and administer large acquisition activities and provide adequate acquisition assistance and support for agency programs/project/activities in a timely manner. The ability to apply governing contracting regulations, procedures, and policies to individual complex acquisition and assistance program is required. An ability to deal effectively with high-level representatives of the US and Regional business community, and with colleagues in USAID Missions and/or host governments is required. Skill in the use of most elements of the
Microsoft Business suite is required.
Good analytical, negotiating, and time management skills, along with strong proofreading skills and attention to detail, are required. The ability to work calmly and effectively under pressure is essential, as well as the ability to maintain strict CONFIDENTIALITY, and meet all STANDARDS OF CONDUCT/ETHICS STANDRDS in accordance with US law throughout all
phases of acquisition and assistance procurement processes.
Supervision Received: The Acquisition and Assistance Specialist works under the general guidance of the Contracting Officer and his/her designee, who makes assignments in terms of the broad range of procurement actions the Specialist will perform. The Specialist works with considerable independence, initiating necessary coordination with requesting Mission CORs/AORs, Technical Offices, and DO and AO Teams, providing policy and strategic guidance on how to best fulfill requirements, and with the OFM and RLO, the staffs of other agencies, and with awardees. The Specialist keeps the Contracting Officer or his/her designee updated through periodic status reports, and through verbal briefings. Completed
work is reviewed from the overall standpoint of providing a viable procurement approach for the results achieved, in meeting delivery schedules, and in the selection of appropriate
Supervision Exercised: The incumbent may be assigned as a group/team leader but will not serve as a full supervisor. The incumbent is expected to serve as mentor to lower-level trainees, and others, by identifying knowledge gaps and training needs, and providing work
guidance to lower-level acquisition staff, and trainees.
Available Guidelines: Guidelines include the Federal Acquisition Regulations (FAR), USAID Acquisition Regulation, (AIDAR), the Automated Directives System (ADS), Contract Information Bulletins (CIBs), US Department of State Standardized Regulations (DSSR), Federal Travel Regulations (FTR), Office of management and Budget (OMB)
Circulars, other Mission Orders, and grant format requirements.
Exercise of Judgement: At the full-performance level, the incumbent is expected to apply a high degree of judgement in all aspects of Acquisition and Assistance actions, in particular when advising CORs/AORs and Mission staff, and when interacting with IPs to resolve complex issues arising during program/project/activity implementation. The incumbent
exercises good judgement in dealing with visitors and callers; in the analysis of cost, financial, and other characteristics of prospective contractors and grantees; and in deciding what questions need to be asked of technical officials and DO and AO Team representatives
and proposed contractors/grantees, in order to ensure achievement of the acquisition objectives on contract, grant, or other assistance instruments. Highly unusual decisions and matters of policy are discussed with the Contracting Officer and his/her designee prior to
making a final decision.
Authority to make Commitments: The incumbent independently holds discussions and negotiations with potential contractors and grantees to reach agreement on complex situations and often helps to develop strategies on managing budgets. The incumbent has the
authority to conclude complex negotiations and to structure the final terms and conditions of major USAID acquisition and assistance instruments. Upon completion, agreements are approved and signed by a warranted Contracting Officer and/or his/her designee, in order to
Nature, Level, and Purpose of Contacts: The incumbent is in daily contact with staff throughout the Mission, technical office staff, DO and AO Team Leaders, CORs/AORs; grantees, potential grantees, visitors, mid-to high-level officials, VIPs from both the public and private sectors, international organizations and donors, NGOs and IPs in order to exchange and/or collect information, and to provide advice relating to program
Time Expected to Reach Full Performance Level: One year.
The following are the selection criteria:
1) Analytical, writing, and computer skills (15 points)
2) Reference checks (15 points)
3) Experience (35 points)
4) Oral and interpersonal skills (15 points)
5) Education and Training (20 points)
Additional Selection Criteria
Management will not allow nepotism, conflicts of interest, monetary considerations, or visa status
to be a determining factor in the selection of a successful candidate.
Selection Process After an initial screening of applications, qualified applicants will be invited to take an analytical, writing, and computer skills test. After the test, candidates will be reviewed, and the most highly
scored candidates invited for interviews.
How to Apply
Interested candidates for this position should submit the following:
- A clearly typed application letter which briefly summarizes why you believe you are
qualified for this position.
- The names and contact details of three references that can attest to your professional qualifications, work experience, and/or volunteer experience. The references must include phone number, titles, and an explanation of their relationship to the applicant.
- Documentation (e.g. copied of certificates, awards, degrees) that address the minimum requirements of the position.
EQUAL EMPLOYMENT OPPORTUNITY: The U.S. Mission provides equal
opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.