Program Assistant/Specialist OTI/USAID
SOLICITATION NUMBER: SOL-OTI-12-000002
ISSUANCE DATE: November 23, 2011
CLOSING DATE: December 12, 2011 at 5:00 p.m. EST
SUBJECT: Solicitation for U.S. Personal Service Contractor for an OTI Program Assistant/Specialist in Washington, D.C.
Ladies/Gentlemen:
The United States Government (USG), represented by the U.S. Agency for International Development (USAID), is seeking applications (Optional Form 612 only) from qualified U.S. citizens to provide personal services as an OTI Program Assistant/Specialist under a personal services contract, as described in the attached solicitation.
Submittals shall be in accordance with the attached information at the place and time specified.
Applicants interested in applying for this position MUST submit the following materials:
1. Complete and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed).
NOTE: Submission of a resume in addition to the required forms is encouraged. A submitted resume, however, is considered supplemental application material. Submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment.
2. Supplemental document specifically addressing:
Each of the Education/Experience requirements shown in the solicitation.
Each of the six (6) Evaluation Factors shown in the solicitation.
NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor.
Incomplete or unsigned applications shall not be considered. These signed forms must be mailed, delivered, faxed, or emailed (email applications must be signed) to:
GlobalCorps
529 14th Street, NW, Suite 700
Washington, DC 20045
E-Mail Address: programasstspec@globalcorps.com
FacsÃmile: (202) 403-3911 or (202) 403-3941
Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to:
Timothy Gonya or Caitlyn Shelley
Telephone Number: (202) 706-6109 or (202) 706-6114
E-Mail Address: programasstspec@globalcorps.com
Website: www.globalcorps.com
FacsÃmile: (202) 403-3911 or (202) 403-3941
Sincerely,
Cristina Sylvia,
Contracting Officer
Solicitation for U.S. Personal Service Contractor (PSC) OTI Program Assistant/Specialist – Washington, D.C.
1. SOLICITATION NO.: SOL-OTI-12-000002
2. ISSUANCE DATE: November 23, 2011
3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: December 12, 2011 at 5:00 pm EST
4. POSITION TITLE: OTI Program Assistant/Specialist
5. MARKET VALUE: This position has been designated as a “tandem/ladder” position that, depending on the qualifications of the candidate, can be filled at either the GS-9 equivalent level (salary range: $51,630 - $67,114) or GS-10 equivalent level (salary range $56,857 - $73,917), locality pay. If a candidate is selected at the GS-9 level, there is a possibility for advancement to GS-10 level. The actual salary of the successful candidate will be negotiated within the pay range of the GS-9 or GS-10 equivalent level depending on qualifications, previous relevant experience and work history, salary and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated.
If an incumbent is selected at the GS-9 equivalent grade level, the candidate will have the opportunity for advancement up one equivalent grade to the GS-10 level, following at least two (2) years at the GS-9 level. To be eligible for promotion, the incumbent must meet the minimum qualifications of the position, and must also receive a performance rating of “Excellent” or higher in the annual performance evaluation. The evaluation must include a statement by the supervisor that the employee meets the minimum qualifications of the position, 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: Applicants who submit an application for the GS-10 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Panel (TEC) will not be considered for the GS-9 position if they have not submitted a separate application for it. Similarly, applicants who apply for only the GS-9 position even though they might meet the minimum qualifications for the GS-10 position will not be considered for the higher graded position if they have not submitted a separate application. Applicants who are unsure of which grade level minimum qualifications they meet should submit a separate application for each grade level.
6. PERIOD OF PERFORMANCE: Two (2) years, with three (3) one-year option periods.
7. PLACE OF PERFORMANCE: Washington, D.C. with possible travel as stated in the position description.
8. STATEMENT OF WORK
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, indigenous partners advance peace and democracy in priority conflict-prone countries by providing fast, flexible, short-term assistance targeted at key transition needs.
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 local partners such as civil society groups (non-governmental organizations or informal community groups), local governments, private businesses, media groups, and others, through identification of quick-impact community self-help projects to meet urgent economic needs; development of initiatives to promote national reconciliation; re-integration of ex-combatants into civilian society; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public understanding and participation in their country’s political process.
To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under personal services contracts (PSCs). 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.
For more information about OTI and its country programs please see: http://www.usaid.gov/our_work/cross-cutting_programs/transition_initiatives/
INTRODUCTION
The Bureau for Democracy, Conflict and Humanitarian Assistance (DCHA)/OTI Program Office provides OTI with strategic guidance on country-level and office-level budgeting, strategy, and program performance issues, and increases key stakeholder awareness of and support for OTI as a key instrument in carrying out U.S. foreign policy objectives. The Program Office maintains technical oversight of the Support Which Implements Fast Transitions (SWIFT) IQC and the Programming Development Quickly (PDQ) IQC, and manages coordination of programming within the Foreign Assistance (F) framework. The Program Office plays a key role in the initial country assessment process, periodic country program and management reviews, and final evaluations. The Program Office also provides support to ongoing country programs through managing country budgeting decisions and allocation of resources, and setting standards and providing guidance on strategic planning, decision-making, and implementation. In addition, the Program Office provides reports on country activities for DCHA, OMB, Department of State, and Congress.
The Program Office serves as a central processing point for budgetary and programmatic information, and also provides guidance and standardization of OTI and Agency-wide policies and regulations. The Program Office has regular interaction with country program teams, and reports directly to the Senior Leadership Team (SLT). The Program Office supports country program operations through improved strategic thinking, planning, and decision-making; instituting strategic budgeting; facilitating the design and procurement of new implementation mechanisms; and strengthening reporting, communications and outreach.
The Program Assistant/Specialist will assist in performing key Program Office actions, including: budget planning, tracking, accruals, and reconciliation; new country program planning; reporting and strategic outreach; and program performance review and monitoring. The Program Assistant/Specialist will also provide country program assistant support for OTI program-funded staff when required.
OBJECTIVE
The purpose of this contract is to fund and employ a Program Assistant/Specialist to support USAID's Office of Transition Initiatives (OTI) Program Office.
9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY
DUTIES AND RESPONSIBILITIES
The work of the Program Assistant/Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a highly visible and rapid response office, the Program Assistant/Specialist requires a willingness and ability to perform a wide range of administrative functions to help ensure programmatic success. The Program Assistant/Specialist is highly flexible and the working conditions are subject to ongoing change(s), while maintaining a professional and respectful conduct towards colleagues and authority in a diverse workforce. S/he places a premium on the building positive relationships with his/her respective team, with the rest of OTI and with key stakeholders both in and outside of USAID. The Program Assistant/Specialist is a team player, able to prioritize and follow up on their own actions without prompting, while also assisting a busy supervisor and fellow colleagues to track and respond to incoming requests and routine tasks, filling in gaps as needed to ensure the responsiveness of the team. The Program Assistant/Specialist has a strong sense of responsibility, service-oriented, highly organized, pays close attention to detail, is able to complete administrative tasks with minimal guidance, and is able to receive and respond to constructive criticism in a professional manner. The Program Assistant/Specialist is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of OTI.
Under the direct supervision of the Washington-based DCHA/OTI Program Office Team Leader or his/her designee, the Program Assistant/Specialist will perform the following duties:
At the GS-9 “Program Assistant” level:
• Provide daily administrative and operational support for the OTI Program Office;
• Assist in the preparation of Acquisition and Assistance Requests and other support documentation for the management and administration of procurement, including the SWIFT Indefinite Quantity Contract (IQC), the Program Development Quickly IQC, Support That Augments Rapid Transition IQC, Program Office Personal Services Contractors (PSCs), purchase orders, and General Services Administration (GSA) contracts. Assist in reporting on Program Office accruals and country team quarterly budget reconciliations. Assist in short-term and long-term procurement planning;
• Prepare accurate reports and planning documents for budgeting decisions and allocation of resources at the Office and country program level;
• Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support;
• Coordinate closely with OTI’s two divisions (Operations and Management Division and Field Programs Division) and the Program Office on all issues (attend the respective team meetings, report out to the supervisor, ensure the supervisor’s priorities are shared with other divisions/teams, etc.). Backstop on other teams when required;
• Coordinate Program Office records management, and information technology needs with the OTI Operations and Management team;
• Assist in responding to requests for information and taskers regarding OTI programs from within and outside the Agency;
• Assist in posting, managing and facilitating usage of OTI web-based communication tools, including the OTI website, and e-Rooms;
• Assist in the drafting of OTI contributions to USAID internal and external reports, the Annual Report, Congressional Budget Justification, and other Office, Bureau, and Agency documents;
• Assist the Program Office and Country Teams with monitoring and evaluation, including assisting in Final Evaluations, Program Performance Reviews, and F reporting;
• Possible travel to country programs to support field operations.
At the GS-10 “Program Specialist” level:
The GS-10 level includes all of the above duties for a GS-9 level, but with a greater degree of independence exhibited by the incumbent in performing the required duties and responsibilities outlined in this scope of work. Additional duties and responsibilities will include:
• Serve as COTR for Task Orders with a contractor for Program Office services, ensuring OTI’s requirements are met.
• Provide advice to OTI staff on budgeting issues.
SUPERVISORY RELATIONSHIP:
The Program Assistant/Specialist will take direction from and will report to OTI’s Program Office Team Leader or his/her designee.
SUPERVISORY CONTROLS:
The Supervisor will set overall objectives. The employee and the supervisor together will develop deadlines, projects, and work to be accomplished. The incumbent is expected to take initiative, act independently, and manage his/her tasks with minimal supervision.
10. PHYSICAL DEMANDS
The work is generally sedentary and does not pose undue physical demands. During deployment to the field (if required) or during site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds).
11. WORK ENVIRONMENT
Work is primarily performed in an office setting. During deployments overseas (if required), and during site visits, the work may additionally involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.
12. START DATE: Immediately, once necessary clearances are obtained.
13. POINT OF CONTACT: See Cover Letter.
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Applicants who do not meet all of education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under "Applying")
The Program Assistant/Specialist must be an individual with sound judgment and excellent communication, interpersonal and analytical skills. The successful candidate must have a strong interest in program management and support, and be able to accomplish a wide range of assignments on short notice. The individual will be someone who is highly flexible and willing to work under conditions of ongoing change.
At a minimum, the applicant must have:
At the GS-9 “Program Assistant” level:
• Bachelor’s degree;
• A minimum of two (2) years of increased responsibility performing a range of duties similar to those outlined above;
• A minimum of one (1) year experience with one or more of the following: program design, program budgeting, and program reporting, or program support.
At the GS-10 “Program Specialist” level:
• Bachelor’s degree;
• A minimum of three (3) years of increased responsibility performing a range of duties similar to those outlined above;
• A minimum of two (2) years experience with one or more of the following: program design, program budgeting, and program reporting, or program support.
SELECTION FACTORS
(Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position.)
• Applicant is a U.S. Citizen;
• Complete and hand-signed federal form OF-612 submitted (see detailed instructions under "Applying");
• Supplemental document specifically addressing how the candidate meets each of the Education/Experience requirements, AND each of the Evaluation Factors submitted;
• Ability to obtain a SECRET level security clearance (NOTE: Dual citizens may be asked to renounce second-country citizenship);
• Satisfactory verification of academic credentials.
EVALUATION FACTORS
(Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.)
Factor #1 Ability to apply sound, independent judgment in developing solutions to program management problems. Applicants are encouraged to cite relevant examples of problem-solving in their application;
Factor #2 Ability to work independently under pressure, often with extremely short deadlines. Applicants are encouraged to cite relevant examples in their application;
Factor #3 Ability to conduct complex analyses involving program data and information. Applicants are encouraged to provide brief examples of past work and to describe unique approaches to analyses;
Factor #4 Demonstrated ability to speak and write clearly and concisely. Applications (written and interviews) will be evaluated based on content as well as on the applicant’s writing, presentation, and communication skills;
Factor #5 Skill in establishing and maintaining effective relationships with a variety of groups and individuals. Applicants are encouraged to cite relevant examples in their application; and
Factor #6 General knowledge of USG policies and regulations, including a familiarity with general terms and acronyms and resourcefulness in researching policy and regulation questions.
BASIS OF RATING: Applicants who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process.
Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to specifically address the Selection and/or Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards.
The Applicant Rating System is as Follows:
Evaluation Factors have been assigned the following points:
Factor #1 – 20
Factor #2 – 15
Factor #3 – 15
Factor #4 – 10
Factor #5 – 5
Factor #6 – 5
Total Possible - 70 Points
Interview Performance – 30 points
Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)
Total Possible Points: 100
The Evaluation Factors are worth 70 out of 100 points. Be sure to fully respond to each of the Evaluation Factors and include all relevant experience, training, and/or education in your responses. Sample Evaluation Factors are provided on the GlobalCorps website at www.globalcorps.com.
The most qualified candidates may be interviewed and required to provide a writing sample. OTI will not pay for any expenses associated with the interviews. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for applicants being considered for selection.
APPLYING:
Applications must be received by the closing date and time at the address specified in the cover letter.
Qualified individuals are required to submit:
1. A complete U.S. Government Optional Form 612 with hand-written signature (including OF-612 continuation sheets as needed) (downloadable forms are available on the USAID website, http://www.usaid.gov/forms, or at www.globalcorps.com).
NOTE: Submission of a resume in addition to the required forms is encouraged. A submitted resume, however, is considered supplemental application material. Submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment.
All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 or on supplemental OF-612 continuation sheets to allow for adequate evaluation of your direct and related experience. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.
Dates (months/years) and locations for all field experience must also be detailed.
2. A supplemental document specifically addressing:
Each of the Education/Experience requirements shown in the solicitation.
Each of the six (6) Evaluation Factors shown in the solicitation.
NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor.
To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter.
DOCUMENT SUBMITTALS
Via mail: GlobalCorps, 529 14th Street, NW, Suite 700, Washington, D.C. 20045
Via facsÃmile: (202) 403-3911 or (202) 403-3941
Via email: programasstspec@globalcorps.com
Please note in your document submittal where you heard about this position.
NOTE: If a temporary or full secret security clearance is not obtained within four months after offer acceptance, the offer may be rescinded.
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 application.
NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS
All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR.
For general information about DUNS Numbers, please refer to Federal Acquisition Regulation (FAR) Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003)
https://www.acquisition.gov/far/current/html/52_200_206.html
LIST OF REQUIRED FORMS FOR PSCs
Forms outlined below can found at:
http://www.usaid.gov/forms/ or at http://www.forms.gov/bgfPortal/main.do
1. Optional Form 612.
2. Medical History and Examination Form (DS-6561). **
3. Questionnaire for Sensitive Positions (for National Security)
(SF-86), or **
4. Questionnaire for Non-Sensitive Positions (SF-85). **
5. Finger Print Card (FD-258). **
6. Employment Eligibility Verification (I-9 Form). **
**Forms 2 through 6 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.
CONTRACT INFORMATION BULLETINS (CIBs) and ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs
CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to
http://www.usaid.gov/business/business_opportunities/cib/subject.html#psc
to determine which CIBs and AAPDs apply to this contract.
AAPD 06-10 – PSC MEDICAL PAYMENT RESPONSIBILITY
AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation.
BENEFITS/ALLOWANCES:
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
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 & Sick Leave
ALLOWANCES (if Applicable).*
(A) Temporary Lodging Allowance (Section 120).
(B) Living Quarters Allowance (Section 130).
(C) Post Allowance (Section 220).
(D) Supplemental Post Allowance (Section 230).
(E) Separate Maintenance Allowance (Section 260).
(F) Education Allowance (Section 270).
(G) Education Travel (Section 280).
(H) Post Differential (Chapter 500).
(I) Payments during Evacuation/Authorized Departure (Section 600), and
(J) Danger Pay (Section 650).
* Standardized Regulations (Government Civilians Foreign Areas).
FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA, and Medicare
ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR.
ATTACHMENT 1
ACQUISITION & ASSISTANCE POLICY DIRECTIVE (AAPD) NO. 06-10
PSC MEDICAL EXPENSE PAYMENT RESPONSIBILITY
General Provision 22, MEDICAL EXPENSE PAYMENT RESPONSIBILITY
(OCTOBER 2006)
(a) Definitions. Terms used in this General Provision are defined in 16
FAM 116 available at http://www.state.gov/m/a/dir/regs/fam/c23002.htm.
Note: Personal services contractors are not eligible to participate in the Federal Employees Health Programs.
(b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below. The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. “MEDICAL EVACUATION (MEDEVAC) SERVICES.”
(c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer’s liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision).
(d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met:
(1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad;
(2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and
(3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition.
(e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision 10, Travel and Transportation Expenses (July 1993), section (i) entitled “Emergency and Irregular Travel and Transportation.” In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical Services Authorization Form DS-3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.
(f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor’s invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism.
(g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual’s behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider.
(h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the USPSC/dependent.
(i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the Contracting Officer that those insurance claims have been submitted to the insurance carrier(s) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).
ISSUANCE DATE: November 23, 2011
CLOSING DATE: December 12, 2011 at 5:00 p.m. EST
SUBJECT: Solicitation for U.S. Personal Service Contractor for an OTI Program Assistant/Specialist in Washington, D.C.
Ladies/Gentlemen:
The United States Government (USG), represented by the U.S. Agency for International Development (USAID), is seeking applications (Optional Form 612 only) from qualified U.S. citizens to provide personal services as an OTI Program Assistant/Specialist under a personal services contract, as described in the attached solicitation.
Submittals shall be in accordance with the attached information at the place and time specified.
Applicants interested in applying for this position MUST submit the following materials:
1. Complete and hand-signed federal form OF-612 (including OF-612 continuation sheets as needed).
NOTE: Submission of a resume in addition to the required forms is encouraged. A submitted resume, however, is considered supplemental application material. Submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment.
2. Supplemental document specifically addressing:
Each of the Education/Experience requirements shown in the solicitation.
Each of the six (6) Evaluation Factors shown in the solicitation.
NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor.
Incomplete or unsigned applications shall not be considered. These signed forms must be mailed, delivered, faxed, or emailed (email applications must be signed) to:
GlobalCorps
529 14th Street, NW, Suite 700
Washington, DC 20045
E-Mail Address: programasstspec@globalcorps.com
FacsÃmile: (202) 403-3911 or (202) 403-3941
Applicants can expect to receive a confirmation email when application materials have been received. Applicants should retain for their records copies of all enclosures which accompany their applications. Any questions on this solicitation may be directed to:
Timothy Gonya or Caitlyn Shelley
Telephone Number: (202) 706-6109 or (202) 706-6114
E-Mail Address: programasstspec@globalcorps.com
Website: www.globalcorps.com
FacsÃmile: (202) 403-3911 or (202) 403-3941
Sincerely,
Cristina Sylvia,
Contracting Officer
Solicitation for U.S. Personal Service Contractor (PSC) OTI Program Assistant/Specialist – Washington, D.C.
1. SOLICITATION NO.: SOL-OTI-12-000002
2. ISSUANCE DATE: November 23, 2011
3. CLOSING DATE/TIME FOR RECEIPT OF APPLICATIONS: December 12, 2011 at 5:00 pm EST
4. POSITION TITLE: OTI Program Assistant/Specialist
5. MARKET VALUE: This position has been designated as a “tandem/ladder” position that, depending on the qualifications of the candidate, can be filled at either the GS-9 equivalent level (salary range: $51,630 - $67,114) or GS-10 equivalent level (salary range $56,857 - $73,917), locality pay. If a candidate is selected at the GS-9 level, there is a possibility for advancement to GS-10 level. The actual salary of the successful candidate will be negotiated within the pay range of the GS-9 or GS-10 equivalent level depending on qualifications, previous relevant experience and work history, salary and educational background. Salaries over and above the top of the pay range will not be entertained or negotiated.
If an incumbent is selected at the GS-9 equivalent grade level, the candidate will have the opportunity for advancement up one equivalent grade to the GS-10 level, following at least two (2) years at the GS-9 level. To be eligible for promotion, the incumbent must meet the minimum qualifications of the position, and must also receive a performance rating of “Excellent” or higher in the annual performance evaluation. The evaluation must include a statement by the supervisor that the employee meets the minimum qualifications of the position, 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: Applicants who submit an application for the GS-10 grade level, but do not meet the minimum qualifications as outlined in this solicitation and as reviewed by the Technical Evaluation Panel (TEC) will not be considered for the GS-9 position if they have not submitted a separate application for it. Similarly, applicants who apply for only the GS-9 position even though they might meet the minimum qualifications for the GS-10 position will not be considered for the higher graded position if they have not submitted a separate application. Applicants who are unsure of which grade level minimum qualifications they meet should submit a separate application for each grade level.
6. PERIOD OF PERFORMANCE: Two (2) years, with three (3) one-year option periods.
7. PLACE OF PERFORMANCE: Washington, D.C. with possible travel as stated in the position description.
8. STATEMENT OF WORK
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, indigenous partners advance peace and democracy in priority conflict-prone countries by providing fast, flexible, short-term assistance targeted at key transition needs.
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 local partners such as civil society groups (non-governmental organizations or informal community groups), local governments, private businesses, media groups, and others, through identification of quick-impact community self-help projects to meet urgent economic needs; development of initiatives to promote national reconciliation; re-integration of ex-combatants into civilian society; and aid to independent media outlets and community-based organizations to help promote informed debate and broaden public understanding and participation in their country’s political process.
To respond quickly and effectively and meet its program objectives and mandate OTI retains a group of high level professionals and experts under personal services contracts (PSCs). 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.
For more information about OTI and its country programs please see: http://www.usaid.gov/our_work/cross-cutting_programs/transition_initiatives/
INTRODUCTION
The Bureau for Democracy, Conflict and Humanitarian Assistance (DCHA)/OTI Program Office provides OTI with strategic guidance on country-level and office-level budgeting, strategy, and program performance issues, and increases key stakeholder awareness of and support for OTI as a key instrument in carrying out U.S. foreign policy objectives. The Program Office maintains technical oversight of the Support Which Implements Fast Transitions (SWIFT) IQC and the Programming Development Quickly (PDQ) IQC, and manages coordination of programming within the Foreign Assistance (F) framework. The Program Office plays a key role in the initial country assessment process, periodic country program and management reviews, and final evaluations. The Program Office also provides support to ongoing country programs through managing country budgeting decisions and allocation of resources, and setting standards and providing guidance on strategic planning, decision-making, and implementation. In addition, the Program Office provides reports on country activities for DCHA, OMB, Department of State, and Congress.
The Program Office serves as a central processing point for budgetary and programmatic information, and also provides guidance and standardization of OTI and Agency-wide policies and regulations. The Program Office has regular interaction with country program teams, and reports directly to the Senior Leadership Team (SLT). The Program Office supports country program operations through improved strategic thinking, planning, and decision-making; instituting strategic budgeting; facilitating the design and procurement of new implementation mechanisms; and strengthening reporting, communications and outreach.
The Program Assistant/Specialist will assist in performing key Program Office actions, including: budget planning, tracking, accruals, and reconciliation; new country program planning; reporting and strategic outreach; and program performance review and monitoring. The Program Assistant/Specialist will also provide country program assistant support for OTI program-funded staff when required.
OBJECTIVE
The purpose of this contract is to fund and employ a Program Assistant/Specialist to support USAID's Office of Transition Initiatives (OTI) Program Office.
9. CORE FUNCTIONAL AREAS OF RESPONSIBILITY
DUTIES AND RESPONSIBILITIES
The work of the Program Assistant/Specialist requires teamwork, the exercise of discretion, judgment, and personal responsibility. As a member of a highly visible and rapid response office, the Program Assistant/Specialist requires a willingness and ability to perform a wide range of administrative functions to help ensure programmatic success. The Program Assistant/Specialist is highly flexible and the working conditions are subject to ongoing change(s), while maintaining a professional and respectful conduct towards colleagues and authority in a diverse workforce. S/he places a premium on the building positive relationships with his/her respective team, with the rest of OTI and with key stakeholders both in and outside of USAID. The Program Assistant/Specialist is a team player, able to prioritize and follow up on their own actions without prompting, while also assisting a busy supervisor and fellow colleagues to track and respond to incoming requests and routine tasks, filling in gaps as needed to ensure the responsiveness of the team. The Program Assistant/Specialist has a strong sense of responsibility, service-oriented, highly organized, pays close attention to detail, is able to complete administrative tasks with minimal guidance, and is able to receive and respond to constructive criticism in a professional manner. The Program Assistant/Specialist is a strategic thinker, articulates innovative ideas, presents solutions, and is a positive role model for colleagues both in and outside of OTI.
Under the direct supervision of the Washington-based DCHA/OTI Program Office Team Leader or his/her designee, the Program Assistant/Specialist will perform the following duties:
At the GS-9 “Program Assistant” level:
• Provide daily administrative and operational support for the OTI Program Office;
• Assist in the preparation of Acquisition and Assistance Requests and other support documentation for the management and administration of procurement, including the SWIFT Indefinite Quantity Contract (IQC), the Program Development Quickly IQC, Support That Augments Rapid Transition IQC, Program Office Personal Services Contractors (PSCs), purchase orders, and General Services Administration (GSA) contracts. Assist in reporting on Program Office accruals and country team quarterly budget reconciliations. Assist in short-term and long-term procurement planning;
• Prepare accurate reports and planning documents for budgeting decisions and allocation of resources at the Office and country program level;
• Participate as needed in implementation of new country program operations to include management, logistical, budget, administrative and contractual support;
• Coordinate closely with OTI’s two divisions (Operations and Management Division and Field Programs Division) and the Program Office on all issues (attend the respective team meetings, report out to the supervisor, ensure the supervisor’s priorities are shared with other divisions/teams, etc.). Backstop on other teams when required;
• Coordinate Program Office records management, and information technology needs with the OTI Operations and Management team;
• Assist in responding to requests for information and taskers regarding OTI programs from within and outside the Agency;
• Assist in posting, managing and facilitating usage of OTI web-based communication tools, including the OTI website, and e-Rooms;
• Assist in the drafting of OTI contributions to USAID internal and external reports, the Annual Report, Congressional Budget Justification, and other Office, Bureau, and Agency documents;
• Assist the Program Office and Country Teams with monitoring and evaluation, including assisting in Final Evaluations, Program Performance Reviews, and F reporting;
• Possible travel to country programs to support field operations.
At the GS-10 “Program Specialist” level:
The GS-10 level includes all of the above duties for a GS-9 level, but with a greater degree of independence exhibited by the incumbent in performing the required duties and responsibilities outlined in this scope of work. Additional duties and responsibilities will include:
• Serve as COTR for Task Orders with a contractor for Program Office services, ensuring OTI’s requirements are met.
• Provide advice to OTI staff on budgeting issues.
SUPERVISORY RELATIONSHIP:
The Program Assistant/Specialist will take direction from and will report to OTI’s Program Office Team Leader or his/her designee.
SUPERVISORY CONTROLS:
The Supervisor will set overall objectives. The employee and the supervisor together will develop deadlines, projects, and work to be accomplished. The incumbent is expected to take initiative, act independently, and manage his/her tasks with minimal supervision.
10. PHYSICAL DEMANDS
The work is generally sedentary and does not pose undue physical demands. During deployment to the field (if required) or during site visits, there may be some additional physical exertion including long periods of standing, walking over rough terrain, or carrying of moderately heavy items (less than 50 pounds).
11. WORK ENVIRONMENT
Work is primarily performed in an office setting. During deployments overseas (if required), and during site visits, the work may additionally involve special safety and/or security precautions, wearing of protective equipment, and exposure to severe weather conditions.
12. START DATE: Immediately, once necessary clearances are obtained.
13. POINT OF CONTACT: See Cover Letter.
EDUCATION/EXPERIENCE REQUIRED FOR THIS POSITION
(Determines basic eligibility for the position. Applicants who do not meet all of education and experience factors are considered NOT qualified for the position. See detailed instructions for demonstrating Education/Experience under "Applying")
The Program Assistant/Specialist must be an individual with sound judgment and excellent communication, interpersonal and analytical skills. The successful candidate must have a strong interest in program management and support, and be able to accomplish a wide range of assignments on short notice. The individual will be someone who is highly flexible and willing to work under conditions of ongoing change.
At a minimum, the applicant must have:
At the GS-9 “Program Assistant” level:
• Bachelor’s degree;
• A minimum of two (2) years of increased responsibility performing a range of duties similar to those outlined above;
• A minimum of one (1) year experience with one or more of the following: program design, program budgeting, and program reporting, or program support.
At the GS-10 “Program Specialist” level:
• Bachelor’s degree;
• A minimum of three (3) years of increased responsibility performing a range of duties similar to those outlined above;
• A minimum of two (2) years experience with one or more of the following: program design, program budgeting, and program reporting, or program support.
SELECTION FACTORS
(Determines basic eligibility for the position. Applicants who do not meet all of the selection factors are considered NOT qualified for the position.)
• Applicant is a U.S. Citizen;
• Complete and hand-signed federal form OF-612 submitted (see detailed instructions under "Applying");
• Supplemental document specifically addressing how the candidate meets each of the Education/Experience requirements, AND each of the Evaluation Factors submitted;
• Ability to obtain a SECRET level security clearance (NOTE: Dual citizens may be asked to renounce second-country citizenship);
• Satisfactory verification of academic credentials.
EVALUATION FACTORS
(Used to determine the competitive ranking of qualified applicants in comparison to other applicants. The factors are listed in priority order from highest to least.)
Factor #1 Ability to apply sound, independent judgment in developing solutions to program management problems. Applicants are encouraged to cite relevant examples of problem-solving in their application;
Factor #2 Ability to work independently under pressure, often with extremely short deadlines. Applicants are encouraged to cite relevant examples in their application;
Factor #3 Ability to conduct complex analyses involving program data and information. Applicants are encouraged to provide brief examples of past work and to describe unique approaches to analyses;
Factor #4 Demonstrated ability to speak and write clearly and concisely. Applications (written and interviews) will be evaluated based on content as well as on the applicant’s writing, presentation, and communication skills;
Factor #5 Skill in establishing and maintaining effective relationships with a variety of groups and individuals. Applicants are encouraged to cite relevant examples in their application; and
Factor #6 General knowledge of USG policies and regulations, including a familiarity with general terms and acronyms and resourcefulness in researching policy and regulation questions.
BASIS OF RATING: Applicants who clearly meet the Education/Experience Requirements and Selection Factors will be further evaluated based on scoring of the Evaluation Factor responses. Those applicants determined to be competitively ranked may also be evaluated on interview performance and satisfactory professional reference checks. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process.
Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor. Be sure to include your name and the announcement number at the top of each additional page. Failure to specifically address the Selection and/or Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards.
The Applicant Rating System is as Follows:
Evaluation Factors have been assigned the following points:
Factor #1 – 20
Factor #2 – 15
Factor #3 – 15
Factor #4 – 10
Factor #5 – 5
Factor #6 – 5
Total Possible - 70 Points
Interview Performance – 30 points
Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)
Total Possible Points: 100
The Evaluation Factors are worth 70 out of 100 points. Be sure to fully respond to each of the Evaluation Factors and include all relevant experience, training, and/or education in your responses. Sample Evaluation Factors are provided on the GlobalCorps website at www.globalcorps.com.
The most qualified candidates may be interviewed and required to provide a writing sample. OTI will not pay for any expenses associated with the interviews. In the event that a candidate has fully demonstrated his/her qualifications and there are no other competitive applicants, OTI reserves the right to forego the interview process. Professional references and academic credentials will be evaluated for applicants being considered for selection.
APPLYING:
Applications must be received by the closing date and time at the address specified in the cover letter.
Qualified individuals are required to submit:
1. A complete U.S. Government Optional Form 612 with hand-written signature (including OF-612 continuation sheets as needed) (downloadable forms are available on the USAID website, http://www.usaid.gov/forms, or at www.globalcorps.com).
NOTE: Submission of a resume in addition to the required forms is encouraged. A submitted resume, however, is considered supplemental application material. Submission of a resume alone or in lieu of the OF-612 form IS NOT a complete application. All information to be evaluated must be contained in the OF-612 form and must not depend on references to your resume. Failure to provide the required information and/or materials will result in your not being considered for employment.
All applicants must submit complete dates (months/years) and hours per week for all positions listed on the OF-612 or on supplemental OF-612 continuation sheets to allow for adequate evaluation of your direct and related experience. Experience that cannot be quantified will not be counted towards meeting the solicitation requirements.
Dates (months/years) and locations for all field experience must also be detailed.
2. A supplemental document specifically addressing:
Each of the Education/Experience requirements shown in the solicitation.
Each of the six (6) Evaluation Factors shown in the solicitation.
NOTE: The Evaluation Factors are worth 70 out of 100 points. Applicants are required to address each of the Evaluation Factors on a separate sheet describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor.
To ensure consideration of applications for the intended position, please reference the solicitation number on your application, and as the subject line in any cover letter.
DOCUMENT SUBMITTALS
Via mail: GlobalCorps, 529 14th Street, NW, Suite 700, Washington, D.C. 20045
Via facsÃmile: (202) 403-3911 or (202) 403-3941
Via email: programasstspec@globalcorps.com
Please note in your document submittal where you heard about this position.
NOTE: If a temporary or full secret security clearance is not obtained within four months after offer acceptance, the offer may be rescinded.
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 application.
NOTE REGARDING DATA UNIVERSAL NUMBERING SYSTEM (DUNS) NUMBERS
All individuals contracted as US PSCs are required to have a DUNS Number. USAID will provide a generic DUNS Number and PSCs are not required to register with CCR.
For general information about DUNS Numbers, please refer to Federal Acquisition Regulation (FAR) Clause 52.204-6, Data Universal Numbering System (DUNS) Number (10/2003)
https://www.acquisition.gov/far/current/html/52_200_206.html
LIST OF REQUIRED FORMS FOR PSCs
Forms outlined below can found at:
http://www.usaid.gov/forms/ or at http://www.forms.gov/bgfPortal/main.do
1. Optional Form 612.
2. Medical History and Examination Form (DS-6561). **
3. Questionnaire for Sensitive Positions (for National Security)
(SF-86), or **
4. Questionnaire for Non-Sensitive Positions (SF-85). **
5. Finger Print Card (FD-258). **
6. Employment Eligibility Verification (I-9 Form). **
**Forms 2 through 6 shall be completed ONLY upon the advice of the Contracting Officer that an applicant is the successful candidate for the job.
CONTRACT INFORMATION BULLETINS (CIBs) and ACQUISITION & ASSISTANCE POLICY DIRECTIVES (AAPDs) PERTAINING TO PSCs
CIBs and AAPDs contain changes to USAID policy and General Provisions in USAID regulations and contracts. Please refer to
http://www.usaid.gov/business/business_opportunities/cib/subject.html#psc
to determine which CIBs and AAPDs apply to this contract.
AAPD 06-10 – PSC MEDICAL PAYMENT RESPONSIBILITY
AAPD No. 06-10 is hereby incorporated as Attachment 1 to the solicitation.
BENEFITS/ALLOWANCES:
As a matter of policy, and as appropriate, a PSC is normally authorized the following benefits and allowances:
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 & Sick Leave
ALLOWANCES (if Applicable).*
(A) Temporary Lodging Allowance (Section 120).
(B) Living Quarters Allowance (Section 130).
(C) Post Allowance (Section 220).
(D) Supplemental Post Allowance (Section 230).
(E) Separate Maintenance Allowance (Section 260).
(F) Education Allowance (Section 270).
(G) Education Travel (Section 280).
(H) Post Differential (Chapter 500).
(I) Payments during Evacuation/Authorized Departure (Section 600), and
(J) Danger Pay (Section 650).
* Standardized Regulations (Government Civilians Foreign Areas).
FEDERAL TAXES: USPSCs are required to pay Federal Income Taxes, FICA, and Medicare
ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NON-DISQUALIFYING HANDICAP, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR.
ATTACHMENT 1
ACQUISITION & ASSISTANCE POLICY DIRECTIVE (AAPD) NO. 06-10
PSC MEDICAL EXPENSE PAYMENT RESPONSIBILITY
General Provision 22, MEDICAL EXPENSE PAYMENT RESPONSIBILITY
(OCTOBER 2006)
(a) Definitions. Terms used in this General Provision are defined in 16
FAM 116 available at http://www.state.gov/m/a/dir/regs/fam/c23002.htm.
Note: Personal services contractors are not eligible to participate in the Federal Employees Health Programs.
(b) The regulations in the Foreign Affairs Manual, Volume 16, Chapter 520 (16 FAM 520), Responsibility for Payment of Medical Expenses, apply to this contract, except as stated below. The contractor and each eligible family member are strongly encouraged to obtain health insurance that covers this assignment. Nothing in this provision supersedes or contradicts any other term or provision in this contract that pertains to insurance or medical costs, except that section (e) supplements General Provision 25. “MEDICAL EVACUATION (MEDEVAC) SERVICES.”
(c) When the contractor or eligible family member is covered by health insurance, that insurance is the primary payer for medical services provided to that contractor or eligible family member(s) both in the United States and abroad. The primary insurer’s liability is determined by the terms, conditions, limitations, and exclusions of the insurance policy. When the contractor or eligible family member is not covered by health insurance, the contractor is the primary payer for the total amount of medical costs incurred and the U.S. Government has no payment obligation (see paragraph (f) of this provision).
(d) USAID serves as a secondary payer for medical expenses of the contractor and eligible family members who are covered by health insurance, where the following conditions are met:
(1) The illness, injury, or medical condition giving rise to the expense is incurred, caused, or materially aggravated while the eligible individual is stationed or assigned abroad;
(2) The illness, injury, or medical condition giving rise to the expense required or requires hospitalization and the expense is directly related to the treatment of such illness, injury, or medical condition, including obstetrical care; and
(3) The Office of Medical Services (M/MED) or a Foreign Service medical provider (FSMP) determines that the treatment is appropriate for, and directly related to, the illness, injury, or medical condition.
(e) The Mission Director may, on the advice of M/MED or an FSMP at post, authorize medical travel for the contractor or an eligible family member in accordance with the General Provision 10, Travel and Transportation Expenses (July 1993), section (i) entitled “Emergency and Irregular Travel and Transportation.” In the event of a medical emergency, when time does not permit consultation, the Mission Director may issue a Travel Authorization Form or Medical Services Authorization Form DS-3067, provided that the FSMP or Post Medical Advisor (PMA) is notified as soon as possible following such an issuance. The contractor must promptly file a claim with his or her medevac insurance provider and repay to USAID any amount the medevac insurer pays for medical travel, up to the amount USAID paid under this section. The contractor must repay USAID for medical costs paid by the medevac insurer in accordance with sections (f) and (g) below. In order for medical travel to be an allowable cost under General Provision 10, the contractor must provide USAID written evidence that medevac insurance does not cover these medical travel costs.
(f) If the contractor or eligible family member is not covered by primary health insurance, the contractor is the primary payer for the total amount of medical costs incurred. In the event of a medical emergency, the Medical and Health Program may authorize issuance of Form DS-3067, Authorization for Medical Services for Employees and/or Dependents, to secure admission to a hospital located abroad for the uninsured contractor or eligible family member. In that case, the contractor will be required to reimburse USAID in full for funds advanced by USAID pursuant to the issuance of the authorization. The contractor may reimburse USAID directly or USAID may offset the cost from the contractor’s invoice payments under this contract, any other contract the individual has with the U.S. Government, or through any other available debt collection mechanism.
(g) When USAID pays medical expenses (e.g., pursuant to Form DS-3067, Authorization for Medical Services for Employees and/or Dependents), repayment must be made to USAID either by insurance payment or directly by the contractor, except for the amount of such expenses USAID is obligated to pay under this provision. The Contracting Officer will determine the repayment amount in accordance with the terms of this provision and the policies and procedures for employees contained in 16 FAM 521. When USAID pays the medical expenses, including medical travel costs (see section (e) above), of an individual (either the contractor or an eligible family member) who is covered by insurance, that individual promptly must claim his or her benefits under any applicable insurance policy or policies. As soon as the individual receives the insurance payment, the contractor must reimburse USAID for the full amount that USAID paid on the individual’s behalf or the repayment amount determined by the Contracting Officer in accordance with this paragraph, whichever is less. If an individual is not covered by insurance, the contractor must reimburse USAID for the entire amount of all medical expenses and any travel costs the contractor receives from his/her medevac provider.
(h) In the event that the contractor or eligible family member fails to recover insurance payments or transfer the amount of such payments to USAID within 90 days, USAID will take appropriate action to collect the payments due, unless such failure is for reasons beyond the control of the USPSC/dependent.
(i) Before departing post or terminating the contract, the contractor must settle all medical expense and medical travel costs. If the contractor is insured, he or she must provide proof to the Contracting Officer that those insurance claims have been submitted to the insurance carrier(s) and sign a repayment agreement to repay to USAID any amounts paid by the insurance carrier(s).
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