AWARD
R -- Senior Management Advisor - Award
- Notice Date
- 8/19/2016
- Notice Type
- Award Notice
- NAICS
- 921190
— Other General Government Support
- Contracting Office
- Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW, Room 7.10-006, Washington, District of Columbia, 20523, United States
- ZIP Code
- 20523
- Archive Date
- 9/19/2016
- Point of Contact
- OTIjobs, Phone: 202-836-7455
- E-Mail Address
-
otijobs@usaid.gov
(otijobs@usaid.gov)
- Small Business Set-Aside
- N/A
- Award Number
- SOL-OTI-16-000044
- Award Date
- 9/4/2016
- Awardee
- Jerry Jordan
- Award Amount
- $148247.00
- Description
- Justification & Approval for Award of Person Services Contract to Ms. Jerry Jordan ACTION MEMO TO THE CONTRACTING/AGREEMENT OFFICER, BUREAU OF MANAGEMENT, OFFICE OF ACQUISITION AND ASSISTANCE FROM: DCHA/OTI - Stacia George, Acting Director /s/ SUBJECT: Request for Approval of Justification for Other than Full and Open Competition for Award of Personal Services Contract to Ms. Jerry Jordan as Senior Management Advisor. Recommendation That you approve a justification for other than full and open competition, based on AIDAR 706.302-70(b)(5), to award to Ms. Jerry Jordan a US Personal Services Contract with USAID's Office of Transition Initiatives (OTI) at the GS-15 level at an estimated cost of $150,000 estimated per year, for a period of not to exceed one year and that you certify, pursuant to FAR 6.302-2 that the anticipated cost to the government will be fair and reasonable. Background This request is made pursuant to the authority provided in AIDAR 706.302-70(a)(2), which states: "Full and open competition need not be obtained when it would impair or otherwise have an adverse effect on programs conducted for the purposes of foreign aid, relief, and rehabilitation." Specifically, OTI relies on the exception enumerated in AIDAR 706.302-70(b)(5), which authorizes a waiver of the full and open competition requirement for "[a]n award for the continued provision of highly specialized services when award to another resource would result in substantial additional costs to the Government or would result in unacceptable delays." Certification As Activity Officer, I hereby certify that the information in this request is accurate and complete. Matt Anderson: Cleared Date: 08/15/2016 Resource Implications The OTI Operations (Ops) Bullpen has the appropriate funding available for all associated costs related to the Senior Management Advisor position for the requested timeframe. Attachments: Tab 1: Justification and Approval for other than full and open competition (J&A) Tab 2: Approved Market Value Memo, GS-15 Senior Management Advisor CLEARANCES FOR Request for Approval of Justification for Other Than Full and Open Competition for Award of a Personal Services Contract to Ms. Jerry Jordan as Senior Management Advisor for USAID/DCHA/OTI. Clearances: DCHA/OTI: MBean_Cleared Date: _08/15/2016 DCHA/OTI: MAnderson_Cleared_________Date: _08/15/2016 DCHA/OTI: KLivelyCleared - CBatchelor for KLivelyDate: _08/15/2016 GC/DCHA-BFS: SNurhussein _Cleared with editsDate: _08/12/2016 DCHA/OTI: DChittum: DC: 2-7963: 7/29/2016 P:\DCHA.OTI.PUB\Manage\Personnel\PSC Docs\Personnel - Restricted\Memos\JOFOC Memos-Justification for other than open competition\Jordan- JA - GS15 Sr Mgmt Advisor - 06-29-2016 Tab 1 JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION (J&A) TO: Cristina Sylvia, Contracting Officer From: Karma Lively, Chief, Operations Management Division SUBJECT: JUSTIFICATION AND APPROVAL FOR OTHER THAN FULL AND OPEN COMPETITION (J&A) 1. This document sets forth the facts and rationale justifying the use of other than full and open competition, in accordance with FAR Part 6.303-2 and AIDAR Part 706.302-70(b)(5). This document was prepared by the USAID Office of Transition Initiatives (OTI). 2. The nature and/or description of the action being approved: This is a request to approve a limited competition award to Ms. Jerry Jordan for up to $150,000 estimated per year. Under this action, Ms. Jerry Jordan will provide personal services as OTI Senior Management Advisor, Worldwide. 3. Description of the supplies or services required, including an estimated value: Contracting of one USPSC not to exceed one year. Estimated cost of the contract will not exceed $150,000 estimated per year. Under the direct supervision of the Washington-based DCHA/OTI Deputy Chief, Operations Management Division, the Senior Management Advisor will: •Conduct field visits to assess and evaluate administrative management systems, issues and operations for OTI country program start-ups, mid-reviews and closeouts. Provide in-country reviews to improve program support and coordination within the OTI country team; •Serve as a management analyst for OTI country programs in the field and Washington, advising and assisting on U.S. Government management policies and systems at all levels of the organization; •Collaborate with OTI teams to ensure that proper administrative start-up procedures are in place to provide quick and smooth operations for OTI field offices; •Provide personnel support services for program-funded Personal Services Contractors (PSCs) including the review of position descriptions. Advise on agency policies and procedures pertaining to the employment of U.S. and foreign national PSCs; •As requested, review field staff mixes with the OTI country team for the ongoing OTI program staff to assess field staff requirements, review staff training plans, and ensure that they are adequate and fully implemented in support of transition programs; •Conduct records management reviews of OTI/Washington's country program and COR/AOR files to ensure that records are established, maintained and disposed of in accordance with established agency policy and office guidelines; •Coordinate with the OTI country and IT teams, USAID, and the U.S. Embassy to ensure that field programs are able to procure and install adequate computer hardware and software; •Advise on the establishment of International Cooperative Administrative Support Services (ICASS) agreements. Review ICASS budgets and invoices in collaboration with the OTI country team to ensure that costs are consistent with the services being provided, and that appropriate levels of services are being obtained under ICASS; •Identify and negotiate agreements with service providers (e.g. U.S. Embassy, USAID Mission, etc.) for field team administrative support, and assess the quality and cost of services. Advise on alternatives to be considered when services do not meet established quality standards: ensure that residential housing, furnishings and equipment are adequate and consistent with post policy, and maintained and operated in accordance with established guidelines; •Coordinate with the USAID Office of Security and the Embassy Regional Security Officer to ensure that proper security measures are in place for OTI workplaces and residences, and work closely with the OTI country team to review implementing partner security procedures; •Ensure that all OTI property is appropriately inventoried, marked and in good condition, with adequate inventory controls in place; •Collaborate with OTI teams to provide mid-program reviews to ensure that operations are in compliance with USAID/Embassy rules, regulations and best practices. These field reviews will promote mutual understanding of agency policies applicable to solving any problems or concerns relating to administrative support services; •Collaborate with the OTI teams to implement proper closeout procedures for country programs, including proper disposition of property, termination of agreements such as ICASS, and termination of host country staff in accordance with the Embassy Compensation Plan and host country laws; •Establish relationships with OTI Washington and field staff, OTI implementing partner staff, and USAID and Embassy management officials to provide guidance and leadership on administrative management issues; •As requested, meet with implementing partners to discuss administrative management issues such as records maintenance, inventory and disposition of property; •Step into a range of roles to fill critical management gaps, including operations support and office leadership roles to ensure that OTI programs continue to run smoothly; •Mentor OTI Team Leaders, Country Representatives and Program Managers. Provide orientation, training and guidance for staff, explaining the importance of operational awareness in order to avoid possible administrative vulnerabilities; •Mentor Junior Ops Bullpen staff and provide training and guidance on Executive Officer subject matter - general services, records management, ICASS, and personnel management; •As needed, serve on short-term assignments with other USAID offices or bureaus in direct support of OTI programs. These placements shall not exceed three months; •Perform all other duties as assigned by the supervisor. 4. Statutory authority permitting other than full and open competition: Title 40 U.S. Code 113 and AIDAR 706.302-70(a)(2) permit other than full and open competition when it would "impair or otherwise have an adverse effect on programs conducted for the purposes of foreign aid, relief, and rehabilitation." AIDAR 706.302-70(b) sets out the circumstances under which this authority may be used. Here, OTI relies on the exception outlined in AIDAR 706.302-70(b)(5): "An award for the continued provision of highly specialized services when award to another resource would result in substantial additional costs to the Government or would result in unacceptable delays. " 5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition that requires use of the authority cited: Ms. Jordan has several decades of experience performing Human Resources (HR), Executive Officer (EXO), International Cooperative Administrative Support Services (ICASS), and Records Management (RM) related work with USAID. She has brought her wealth of agency experience to OTI in her role as Senior Management Advisor. She is the lead Advisor of the Ops Bullpen and the individual with the institutional memory and expertise on all administrative issues regarding OTI program start-ups and close-outs as well as records management. The Ops Bullpen recruited two additional Advisors within the past six months, and while they also have years of similar experience, Ms. Jordan is critical as the lead Advisor who can impart her historical knowledge of OTI and provide swift operational support. Ms. Jordan's extensive experience and specialized skill set is critical to OTI's ability to fulfill its mandate as a fast, flexible and responsive mechanism. Ms. Jordan is the sole Advisor who has led both start-ups and close-outs of OTI programs for an extended period of time. She is uniquely qualified to provide rapid advice and counsel to ensure operational success of new country program start-ups, close-outs and adherence to records management regulations. Her knowledge of all the intricate and numerous regulations governing new program operations ensures that critical OTI programs can begin quickly. The breadth of knowledge she possesses takes years for new EXOs and Admin Officers to grasp. Ms. Jordan is currently playing a key role in several OTI program start-ups and close-outs. In particular, she is serving a vital role in OTI's new program in Cameroon. It is critical to the credibility, effective management, and ultimate success of OTI's programming in Cameroon that OTI is able to have the necessary operational support during the start-up phase of the program. Ms. Jordan possesses all the requisite qualifications, skills, and in-depth knowledge of the operational start-up. A delay in retaining Ms. Jordan's services will result in unacceptable delays during this critical phase of the program and will also have a negative impact on building up the newly-staffed Ops Bullpen team. It takes on average three to six months to recruit and hire a new candidate through open competition, i.e. for the Scope of Work (SOW) to be advertised, a candidate to be selected, an offer to be negotiated, and for a candidate to obtain the necessary clearances. It then takes an additional three to six month to train new staff on OTI systems and processes. Considering these demonstrated difficulties of hiring qualified candidates through a full and open competition process in an expeditious manner, it is imperative to retain Ms. Jordan's services to ensure the seamless management of the current projects she is supporting, as well as invaluable leadership and mentoring she provides the Ops Bullpen Team. 6. Description of the efforts made to ensure that offers are solicited from as many potential sources as practicable, including whether a notice was or will be publicized as required by Federal Acquisition Regulation (FAR) 5.202 [AIDAR 705.002]. A FedBizOps notice of the proposed non-competitive extension will be publicized in accordance with FAR 5.201 and FAR 5.203, announcing that OTI plans to award the above-mentioned Personal Services Contract to Ms. Jordan. OTI has reviewed and reviewed sought requests from as many potential offerors in its current Bullpen roster and database. OTI identified 3 individuals with the desired qualifications and skills which are part of its Ops Bullpen team. Aside from Ms. Jerry Jordan, 2 additional Senior Management Advisors (SMA) with relevant qualifications were identified however 1staffer is currently on assignment with OTI serving a dual role as Acting Deputy Chief and Acting Team Leader for vacant positions and the other staffer is not available for the next few months. Currently, serving in the Team Leader role for the Ops Bullpen team Ms. Jordan is the only individual with the requisite skill-set, historical knowledge and awareness of OTI's programs, process workflows and agency internal systems to start immediately. Ms. Jordan is available immediately and has over 20 years of experience that can provide OTI with the level of operational support that it needs at this critical time. 7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable: The position for Senior Management Advisor for USAID/DCHA/OTI has been classified by USAID's Office of Acquisition and Assistance in accordance with AIDAR Appendix D, corresponding ADS 309 sections and AAPD 04-13. Ms. Jordan's qualifications qualify her for the GS-15 equivalent level and a salary will be negotiated within the market value of a GS-15 giving consideration to her salary history, work experience and educational accomplishments. Ms. Jordan's estimated budget includes a GS-15, Step 10 salary base for 250 days (for 1 year) as an intermittent employee, compensation associated with travel such as danger pay, allowances, and required contributions and benefits including FICA and Medicare. Ms. Jordan does not require funds devoted to health and life insurance benefits for this contract. This contract will not exceed $150,000. The Contracting Officer's determination has been reflected by her signature on the first page of this memorandum. 8. Description of the market research conducted, and the results or a statement of the reasons market research was not conducted: As noted above in question 6 above, OTI reviewed its resume database and Ops Bullpen roster and solicited two other candidates who were not available as their on currently on assignment. Ms. Jordan is the only individual with the requisite qualifications, skills, and in-depth knowledge available immediately to provide OTI with the level of operational support needed. She is uniquely qualified to provide rapid advice and counsel to ensure operational success of new and current country programs. Her knowledge of all the intricate and numerous regulations governing program operations ensures that critical OTI programs can operate efficiently. 9. Other facts supporting the use of other than full and open competition: The absence of the extensive skillset of a Senior Management Advisor with Ms. Jordan's caliber in this critical time of country start-ups and program operational oversight will result in delays that will have evident programmatic effects. The Ops Bullpen team is currently working on backstopping several vacant positions in the Office while also providing operational support to 14 country programs; facilitating the records management requirements for the office; working on country startups for this fiscal year; assisting teams with closeout processes in the field and Washington; training and/or mentoring staff on all administrative/operational aspects of the program cycle; reviewing Agency regulations and drafting office guidance and best practices; providing programmatic recommendations to senior leadership including at the Director or Deputy Director level; collaborating with Missions and Agency contacts to navigate issues and work on several special topics required by the agency such as NSDD-38, ICASS and memorandums of understanding with Missions. OTI's programs cannot function efficiently without the operational and administrative foundation that the Ops Bullpen delivers successfully. OTI's business model data and best practices demonstrate that the need for resources dedicated to setting up a functional operational landscape in programming is essential. The qualifications, skillset, historical knowledge that Ms. Jordan provides to the Office is vital to the success of our country programs and Office overall. The need to fill this role especially in time of country startups and closeouts is essential. 10. Sources, if any, that expressed an interest, in writing, in the acquisition: As a formal solicitation was not issued, OTI did not receive interest in writing concerning the Senior Management Advisor position. As noted above in question 6 above, OTI reviewed its resume database and Ops Bullpen roster and solicited two other candidates who were not available as their on currently on assignment. The additional staffers that were not available did not have any questions or concerns after they were informed. Ms. Jordan is the only individual with the requisite qualifications, skills, and in-depth knowledge available immediately to provide OTI with the level of operational support needed. 11. The actions the Agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required: The need for another follow-on will not be necessary as the Agency plans to solicit this position as full and open competition however at this time the positon is needed immediately. 12. Technical or requirements personnel certification: _ Cleared - CBatchelor for KLively _ __08/15/2016____ Technical Office Representative Date Contracting Officer's Representative DCHA/OTI
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