R -- Global Health Support Initiative - II

Global Health Support Initiative IIInstitutional Support Services Preliminary Activity Description The US Agency for International Development is seeking SMALL BUSINESS sources that may be able to furnish technical, operational and professional contracted staff that can provide institutional support services to our Global Health programs. A responder to this Sources Sought announcement must be able to recruit, hire, transition, place and manage a variety of U.S.-based and overseas positions that provide support of USAID?s Global Health Programs in our Washington offices and Missions worldwide. Eligible Organizations For purposes of this sources sought announcement, a small business will serve as the prime on this contract. It is expected that the small business prime will need to subcontract to multiple other small, medium or large businesses to form a workable framework to provide the needed institutional support services. Submission Instructions USAID is interested in seeing the framework a small business would develop to handle the recruiting, hiring, transitioning, placing and managing of approximately 200 professional positions. Approximately 60 percent of the positions are expected to be in the Washington, D.C. area, and another 40 percent will be in countries overseas. The framework would include general approaches to providing solutions to the ?Work To Be Performed? section of this Sources Sought announcement. The responders must provide recent and relevant past performance in providing personnel placement services domestically and internationally. USAID encourages responders to provide a valid US government past performance report showing experiences within the past five years. It is also suggested that responders cite up to five references that have knowledge of the experience and can tell USAID about the organization?s performance in relation to the work described. Response for this Sources Sought solicitation must be: ?X Written in English ?X Word processing documents should be written and formatted in Microsoft Word using Arial font, 12 point, with one-inch margins all around.. ?X Spreadsheet documents should be composed in Microsoft Excel in Arial font, 10 point, with one-inch margins all around. Once completed, responses must be emailed to Susan Scott-Vargas at [email protected]. This opportunity is a SOURCES SOUGHT announcement only. All information must be submitted by November 27, 2007 at 4 p.m. to the previously mentioned individual via email. No informational packages in hard copy are requested at this time. Work to be Performed The purpose of this contract is to provide the Bureau for Global Health (GH) in Washington, Regional Bureaus in Washington, Regional Missions and Country Missions overseas with an as-needed mechanism to obtain technical, operational, management, support and professional services. The activities under this contract provide staff in worldwide support of USAID?s Global Health Programs under the overarching strategic goal of ?Investing in People.? The work performed under this contract supports the primary focus of the Global Health program area and its corresponding elements and program outcomes: ? Element 1: HIV/AIDS ? Reduce the transmission and impact of HIV/AIDS through support for prevention, care and treatment programs. ? Element 2: Tuberculosis ? Reduce the number of deaths caused by tuberculosis (TB) by increasing detection of cases of TB and by successfully treating detected cases, as well as addressing issues of multi-drug resistant TB, TB and HIV, and investing in new tools for TB. ? Element 3: Malaria ? Support the implementation of the President?s Malaria Initiative (PMI), related malaria control programs, and malaria research activities to reduce malaria-related mortality. Develop effective malaria vaccines, new malaria treatment drug, and targeted operations research. ? Element 4: Avian Influenza ? Limit the spread of avian influenza (AI) in animals and help to prevent a human influenza pandemic, and in the event of a pandemic, provide appropriate humanitarian response. ? Element 5: Other Public Health Threats ? Address public health threats posed by infectious diseases not targeted elsewhere in the Framework, as well as significant non-communicable health threats of major public health importance. ? Element 6: Maternal and Child Health ? Increase the availability and use of proven life-saving interventions that address the major killers of mothers and children and improve their health and nutrition status, including effective maternity care and management of obstetric complications; prevention services including newborn care, routine immunization, polio eradication, safe water and hygiene, and micronutrients; improved maternal, infant and young child feeding; and treatment of life-threatening childhood illnesses. ? Element 7: Family Planning and Reproductive Health ? Expand access to high-quality voluntary family planning (FP) services and information, and reproductive health (RH) care. This element contributes to reducing unintended pregnancy and promoting healthy reproductive behaviors of men and women, reducing abortion, and reducing maternal and child mortality and morbidity. Background In the Bureau for Global Health, the Office of Professional Development and Management Support (GH/PDMS) was created to carry out professional staff development, personnel, administrative and management functions for Global Health. USAID has been using a series of non-direct hire (NDH) staffing mechanisms with the current mechanisms ending December 31, 2007 and September of 2008. USAID intends to award a new five-year cost plus fixed-fee contract to continue providing the necessary technical experts that are currently in place under the terminating mechanisms as well as anticipated additional placements over the next five years, both in Washington and in overseas locations. Using NDH staffing mechanisms has enabled USAID to fill some of the critical skills gaps resulting from downsizing, hiring freezes, advent of new priorities and attrition of staff at various levels. In addition, it has enabled USAID to supplement its direct-hire technical, professional and operational staff through contractor support in order to achieve USAID?s global health program priorities. Proposed Requirements 1. Recruitment, Hiring, Placement The Contractor shall provide direct services for the recruitment, hiring and support of experts to provide technical and managerial assistance to USAID?s programs at USAID Bureaus and Offices in Washington and in Overseas Regional Offices and Missions. These services may include particular emphasis on high-priority areas as outlined under the above-mentioned seven Health program elements. Over a five-year period, approximately 200 institutional contractor placements are expected, with approximately 60% in Washington, DC, and 40% in developing countries overseas. See the attached table for an illustrative list of countries where USAID may place personnel. The institutional contractor staff will be hired as employees of the Contractor?s organization, and provide technical advice and management capabilities to USAID. Institutional contractor staff shall serve as technical advisors and provide advice on technical matters, but shall not perform ?inherently governmental functions? or make final decisions or sign documents that commit the U.S. Government (defined in OMB Circular A-76). The Contractor shall identify appropriate institutional contractor employees with the required expertise, availability, language proficiencies, and experience for each position identified. These employees will provide technical and managerial assistance to USAID?s programs in Washington and field missions overseas. In addition, some positions may include the following elements: (1) to meet highly specialized technical needs; and, (2) for difficult-to-fill positions, either because of scarce labor markets or posts for which it is difficult to recruit. While we expect this to be the exception rather than the rule, some placements may be requested on very short notice, e.g., two to four weeks, and rapid response will be essential to ensure the effectiveness of this contract. The institutional contractor staff will be predominantly mid-career or senior professionals in the public health sectors as called for in the SOW provided by the requesting Bureau, Regional Bureau, Regional Offices or Missions. Institutional contractor staff will have educational and/or relevant work experience in fields related to public health, specifically with reference to the above-mentioned Elements. Individual placements documents will outline levels of experience needed, e.g., working in specific or related discipline(s), including experience as it applies to international work, preferably in or with reference to developing countries. Recruitment requests shall contain the following: position title, estimated market value, period of performance, place of performance, statement of work describing duties and responsibilities, desired start date, education/experience required for the position (including minimum criteria and preferred), selection (eligibility) factors and evaluation (knowledge, skills, and aptitude) factors. Once given the request for recruitment, the Contractor shall post the position within its own organization and widely circulate the specific placement documents so as to access the widest range of qualified responders. This may include, but is not limited to newspapers, electronic posting, list serves, general periodicals, sector-specific publications, trade shows, and other means as appropriate. Once a qualified candidate has been selected for a position, the Contractor shall make all necessary arrangements for the placement of the institutional contractor employee. These hiring and placement tasks shall include but not necessarily be limited to: ? Obtaining USAID salary approval from the CTO prior to making an official offer of employment; ? Obtaining and maintaining the necessary security and personnel security clearances through the Defense Security Service; ? For overseas placements, ensuring that the candidate and his/her dependents obtain appropriate medical tests and examinations in accordance with current USAID/US Department of State guidance prior to arranging for departure overseas; ? For overseas placements, ensure that the candidate and his/her dependents obtain appropriate direction and logistical support from the Contractor for transfer to the assigned country. Handle all host country requirements for the candidate prior to deployment. USAID Missions may be consulted for information, but all logistics are the responsibility of the Contractor and institutional contractor?s employee; and, ? Provide all new institutional contractor employees with an orientation to the Contractor?s organization, philosophy and personnel procedures, of a duration approved by the CTO and typically no more than three (3) days. This orientation should also include a segment on USAID organization and philosophy and where appropriate information about overseas Mission. 2. Transition of Staff from Previous Award In addition to recruiting and hiring for new positions as they are identified, the Contractor will be responsible for the transition of approximately 80 institutional contractor staff from an expiring non-direct-hiring mechanism that is scheduled to end September of 2008. Responsibilities include but are not limited to: ?X Persons in positions will be given first right of refusal for the transferred positions; ?X The CTO and the Contractor will collaborate to ensure the transition is seamless, efficient, expeditious, trouble-free and fair in terms of pay and benefits; ?X USAID will include appropriate provisions that will allow for carry over of capped unused annual leave and sick leave that has accumulated under the expiring NDH mechanism.; ?X The Contractor will provide the current employees with the same, or better, pay and benefits now being provided; and, ?X The Contractor will offer pay and benefits equivalent to what is provided to US Personal Services Contractors. 3. Backstopping The Contractor shall provide all necessary support to Contractor employees and his/her dependent(s) for U.S. and overseas placements, ensuring that all provisions of applicable U.S. Government laws and regulations are observed as they relate to support, benefits, and allowances for overseas or domestic personnel. Such laws and regulations related to support and allowance are limited to the U.S. Foreign Affairs Manual, U.S. Foreign Affairs Handbooks, and the U.S. Joint Travel Regulations, as amended. The support tasks include but are not limited to: ? Obtaining necessary security clearances prior to placement of individuals; ? Coordinating with relevant contacts (including USAID and the Department of State when necessary) requesting placement in terms of physical space, obtaining access badges, configuration of IT equipment and access to USAID network, where relevant; ? Procuring necessary computer equipment and supplies for new placements, and replace existing equipment as it becomes outdated or non-working, as appropriate; ? Coordinating with USAID IRM staff on the procurement and shipping of all necessary computer equipment and accesses that may be available to USAID networks; ? Notifying CTO and, where relevant, the Mission on projected start date of placement; ? Notifying CTO and the Regional Office/Mission via e-mail of expected arrival date in country (for overseas placements); ? Complying with Department of State Country Clearance requirements three to four weeks prior to overseas assignment; ? Coordinating in-country logistics with the Regional Office/Mission (for overseas placements); ? Obtaining necessary travel and allowance approvals from USAID (for overseas placements), including relocation in the U.S. when assignment has ended; ? Arranging for travel to and from post (for overseas placements); ? Arranging for the packing, shipping and storage of the Contractor employee?s household effects either in the United States for short-term assignments or to and from post (for overseas placements) for longer term assignments; ? Informing and assisting the Contractor employee with additions and revisions to the Contractor?s personnel procedures, benefits and authorized allowances as it applies to his/her position, as well as any updates to provisions provided to U.S. PSCs; ? Providing financial accounting support to Contractor employees for timesheets, travel expense vouchers, advances, etc.; and, ? Providing technical support in the form of technical books, materials, and conference fees. 4. Supervision The Contractor shall exercise an overall supervisory role, including but not limited to: oversight of the institutional contractor staff?s work performance, monitoring of working conditions, assistance with support to the health and well-being of the staff and their families (for field mission assignments/postings), and support to professional development of the staff. This task shall be done by careful monitoring of needs and activities, aided by telephone communications, e-mail, faxes from the employee?s and his/her USAID manager, field reports, and if necessary or as applicable, USAID approved field visits. USAID managers will set annual work objectives in conjunction with the contractor employee, evaluate work performance, and facilitate work performance within USAID programs. These USAID roles shall be filled by the appropriate managers in the USAID Bureau, Office, Regional Office or Mission. The Contractor shall review the annual work objectives and other oversight documents from USAID to monitor institutional contractor employee performance. 5. Local Office Based on the need for frequent contacts between the Contractor and GH, and requirements per Homeland Security Policy Directives, it is necessary that the Contractor establish an office located within a reasonable commuting distance of USAID in the Washington, DC metropolitan area. 6. Reporting Requirements A critical need under this contract is the financial reporting and cost accounting functions. The Contractor must have a strong financial management and reporting system in order to provide the necessary financial reporting to USAID CTO, managers, USAID offices and field missions. This contract will receive multiple sources of funding for its institutional contractor personnel, with some of the funds needing tracking for specific and special circumstances, such as the Results Review process, reporting against Congressional earmarks, for Country Operational Plans, forecasting for future needs, etc. The Contractor shall establish and maintain financial and cost records for all the proposed, in-process and completed personnel placements. Financial and cost records shall include all the direct and indirect charges, fees, and other requested cost elements such as required by GH Bureaus, Offices, Missions, USAID financial accounting, or Congressional earmarks to facilitate reporting of actual and proposed charges relative to the work carried out under this contract. These records shall include work plans, schedules, budgets, and expenditures differentiated to present data relating to directed activities across the Bureau or Mission. The Contractor shall provide, on request, financial status reports that show the current status and balance of funds segregated by requesting Operating Unit and Element. For planning, scheduling and financial accounting purposes, the Contractor shall develop a regular format for reporting on completed, in process and proposed placements under the contract. By these reports, USAID contract managers and customer offices or missions must be able to determine the amount of funds provided to the contract and the amounts drawn down for each placement, expenditures to include pipeline analyses, etc. The Contractor shall provide budgets, pipelines, and projected expenses for each placement to USAID supervisors and other USAID staff for financial planning and as requested by the CTO. 7. Database There is a need for an innovative, flexible management tool designed to capture, organize, and analyze disparate contract data for timely program decision making and reporting, available on the Internet worldwide. With the steadily increasing need of personnel, there is an urgent need for the development of more comprehensive methods of gathering and analyzing program data accessible to USAID and the contractor employees employed under this contract. With placements also in USAID field missions overseas, USAID requires a tool that could capture and display contract data in a flexible, contextual format that contractor employees around the world could access quickly and securely from their own offices. Therefore, the Contractor shall collaborate with USAID in creating and maintaining a common computer-based approach among USAID non-direct hire personnel management contracts and cooperative agreements to provide a computerized platform for tracking and reporting financial management and reporting methods, budget, and administrative duties. Information Requirements Please use the following format to provide your response to this Sources Sought announcement: A. General Information ? Name of Institution ? Mailing Address ? Telephone No. ? Fax number: ? E-mail Address: ? Web page ? if available ? Contact Person and Title ? Type of Small Business Entity (e.g., private sector, proprietorship/partnership/private limited) ? Structure of Business Entity Personnel ? Year of Incorporation In addition, those organizations who have the interest and capability to undertake the above activities as a prime contractor should respond to this notice by providing the following additional information: ? Organizational capacity to implement and manage multiple placements and staff to support the above-mentioned activities. ? Brief description of staff experience in implementing the above-mentioned work. ? Evidence of past performance of the most recent and relevant contracts for efforts similar to the work described herein. ? Experience in recruitment, hiring, placement of individuals, both domestically and internationally, as well as providing the appropriate backstopping ? Knowledge of the legal and administrative areas of expatriate support ? Knowledge of personnel and human resources procedures ? Expertise in the areas of compensation, health and other pertinent benefits, leave and sick leave issues, retirement plans, and transition planning, as well as being capable of providing effective communication to missions in over 60 countries or where required. ? Ability to respond to financial and other reporting requirements ? Ability to meet database development maintenance requirements ? Ability to manage complex projects and to perform effectively working with different client and interest groups toward shared and complementary objectives ? Ability to simultaneously manage multiple orders involving collaborative efforts drawing upon the full range of available skills and experience available ? Demonstrated management structure ability for carrying out this statement of work. In cases where an organization will partner with other organizations, please define which organizations will be performing what work and give estimated percentage of that work. Organizations interested in being subcontractors/partners of prime contractors should not respond to this notice and should contact the organization with whom they want to establish partnerships. DISCLAIMER This Sources Sought announcement is issued solely for information and planning purposes and does not constitute a request for proposals. All information received marked Proprietary will be handled accordingly. Responses will not be returned. Responders are solely responsible for all expenses associated with responding to this request. See list of USAID locations at www.usaid.gov.