U.S. Department of State

Bureau of International Narcotics and Law Enforcement Affairs (INL)

You have received this "Personal Services Contractor” (PSC) solicitation through the Department of State (DOS) Internet site. If you have any questions regarding this PSC, you may contact the DOS Official named in this solicitation.  The Department is not responsible for any data and/or text not received when retrieving this document electronically.  Amendments to solicitation documents generally contain information critical to the submission of an application.

Position Title:  INL Management Coordinator

Location:  San Jose, Costa, Rica

Salary Level: FS-02 - $99,700 - $146,413 (Equivalent GS-14)

Period of performance: The period of performance for this contract is twelve (12) months from the date of award with four (4) optional one-year extensions.

Issuance Date: Thursday, April 11, 2024

Closing date:  Thursday, April 25, 2024

Closing Time: 3:00 PM ET

Solicitation Number: PSC-24-038-INL

Job description:  See below

Dear Prospective Offerors:

The Department of State is seeking offers from qualified U.S. citizens to provide personal services for the subject position under a personal services contract, as described in this solicitation. Submittals must 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. Form SF 171 (Completed and signed)
2. Complete resume. In order to fully evaluate your offer your resume must include:
   1. Paid a non-paid experience, job title, location(s), dates held (month/year), and hours worked per week for each position. Dates (month/year) and locations for any overseas experience must also be detailed. Any experience that does not include dates (month/year), locations, and hours per week will not be counted towards meeting the solicitation requirements.
   2. Specific duties performed that fully detail the level and complexity of the work.
   3. Names and contact information (phone and email) of your current and/or previous supervisor(s).
   4. Education and any other qualifications including job-related training courses, job-related skills, or job-related honors, awards or accomplishments.
   5. U.S. Citizenship

Note: Resume must contain explicit information to make a valid determination that the candidate meets the experience requirements as stated in this solicitation. This information needs to be clearly identified in the resume. Failure to provide explicit information to determine qualifications for the position will result in loss of full consideration.

1. Evaluation Factor document specifically addressing:  Each of the Evaluation Factors shown in the solicitation below. Responses must be limited to 500 words per Evaluation Factor. Any additional words above the limit will neither be read nor scored.

Note: The Evaluation Factors are worth 70 out of 100 points. Offerors are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have receive that are relevant to each Factor.  

1. Professional References:  Three (3) names and contact information (phone and email) of current and/or previous supervisors to serve as professional references. 

Additional documents submitted will not be accepted. Incomplete or late offers will not be considered. Complete applications must be emailed to:

            Janette Dull

            U.S. Department of State

            INL/EX/GAPP

            [email protected]

Sincerely,

Katelynn Barham

Contracting Officer

U.S. Department of State

SUBJECT

A solicitation for a Personal Services Contractor (PSC), Department of State (DOS), Bureau for International Narcotics and Law Enforcement Affairs (INL).

The United States Government (USG), represented by the DOS, seeks applications from US citizens interested in providing PSC services as described in this solicitation.

PRE-AWARD ETHICAL RESPONSIBILITIES OF PSC (JUN 2011)

This solicitation may result in the award of one or more personal services contracts as defined in FAR 2.101.  Prior to contract award, all offerors or quotes must advise the cognizant Contracting Officer if they have a personal conflict of interest, such as a financial conflict, that would prevent them from either meeting the requirements of the clause entitled, “Post-Award Ethical Responsibilities of Personal Services Contractors,” or otherwise objectively performing their contractual duties upon contract award. 

HOW TO APPLY

Offerors proposal shall be in accordance with the requirements stated in this solicitation at the place and time specified.  A proposal will be determined non-responsive and ineligible for consideration unless all required documents and information are included in the submission.  Offerors shall ensure their resume demonstrates their possession of the minimum qualifications outlined in this Solicitation, as well as their ability to fulfill all required duties.  The Government is not responsible for any costs incurred by the offeror during the solicitation process.    

NOTE REGARDING GOVERNMENT OBLIGATIONS FOR THIS SOLICITATION

This solicitation in no way obligates the Department of State to award a PSC contract, nor does it commit the Department of State to pay any cost incurred in the preparation and submission of the application.

Proposals must include the following and not exceed twenty (20) pages (additional pages will not be accepted or reviewed):

1. Form SF 171 (Completed and signed)
2. Resume  
3. Evaluation Factor Responses
4. Three (3) names and contact information (phone and email) of current and/or previous supervisors to serve as professional references.  

Note: Your resume should contain explicit information to make a valid determination that you fully meet the experience requirements as stated in this solicitation. This information should be clearly identified in your resume. Failure to provide explicit information to determine your qualifications for the position will result in loss of full consideration. Additional documents submitted beyond the requirements will not be accepted or reviewed.

*** ONE PDF ATTACHMENT IS HIGHLY RECOMMENDED

VETERAN’S PREFERENCE

Veteran’s preference is not applicable to this position therefore do not submit DD-214.

ALL QUALIFIED APPLICANTS WILL BE CONSIDERED REGARDLESS OF AGE, RACE, COLOR, SEX, CREED, NATIONAL ORIGIN, LAWFUL POLITICAL AFFILIATION, NONDISQUALIFYING DISABILITY, MARITAL STATUS, SEXUAL ORIENTATION, AFFILIATION WITH AN EMPLOYEE ORGANIZATION, OR OTHER NON-MERIT FACTOR.

Equal employment opportunity policy - The United States government does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor.

Submit proposal via e-mail to the attention of:

INL/Janette Dull

E-mail: [email protected]

Direct questions regarding this solicitation to:

INL/Janette Dull

E-mail: [email protected]

INL will not accept proposals beyond the closing time/date; unless it can be determined DOS mishandled the proposal. 

Personal Services Contractor (PSC)

Statement of Work (SOW)

U.S. Embassy, San Jose, Costa Rica

INL Management Coordinator

FS-02 (GS-14 Equivalent)

GENERAL STATEMENT OF THE PURPOSE OF THIS CONTRACT

Mission of the U.S. Department of State: The U.S. Department of State is the lead institution for the conduct of American diplomacy and the Secretary of State is the President’s principal foreign policy advisor. The Department of State’s mission is to advance U.S. national security interests, fight terrorism, protect U.S. interests abroad, and implement foreign policy initiatives that build a freer, prosperous, and secure world.

Mission of the Bureau of International Narcotics and Law Enforcement Affairs (INL): The Bureau of International Narcotics and Law Enforcement Affairs (INL) is part of the Under Secretariat for Civilian Security, Democracy, and Human Rights (J) within the Department of State (DOS).  INL’s mission is to minimize the impact of international crime and illegal drugs on the United States and its citizens by providing effective foreign assistance and fostering global cooperation. 

The Office of Western Hemisphere Programs (INL/WHP) is part of INL. The Bureau is responsible for the development, supervision, coordination, and implementation of international narcotics control assistance activities and international criminal justice assistance programs for the Department of State. INL/WHP provides policy guidance and develops and monitors programs to address the full range of border, security, and justice sector issues.  The areas addressed include institutional capacity building, professionalization of justice sector personnel through training initiatives, expanding legal aid services, fostering coordination within the criminal justice system, increasing public awareness and access to justice, construction and remodeling of facilities, and improving the Costa Rican justice and security systems throughout the country.

The purpose of this Personal Services Contract is to provide an INL Management Coordinator to serve as the management lead for INL Costa Rica, which provides approximately $32.5 million in annual security and justice sector reform assistance in Costa Rica.  The position is responsible for implementing and overseeing INL management functions, including budget/finance, acquisition/procurement, logistics, human resources, facilities, internal controls, construction, end use monitoring (EUM), and information technology.  The INL Management Coordinator will also streamline management processes and develop, implement, and modify standard operating procedures to ensure effective management and internal controls over U.S. government resources and compliance with INL and State Department management policies and regulations. In this capacity, the INL Management Coordinator provides support on wide‐ranging administrative matters related to the management of INL Costa Rica programs.  The INL Management Coordinator reports directly to and will receive taskings from the INL Costa Rica Deputy Director.

DUTIES & RESPONSIBILITIES

Under the direct supervision of the Costa Rica INL Deputy Director or his/her designee, the INL Management Coordinator will perform the following duties:

1. Serves as INL Costa Rica’s primary coordinator on management and administrative issues, responsible for overseeing the section’s budget/finance, acquisition/procurement, logistics, human resources, facilities, internal controls, construction, EUM, and information technology functions.
2. Responsible for the overall resource management of INL Costa Rica programs, including budget execution, accounting, and financial reporting for multiple fiscal years of active foreign assistance funding and Program Development and Support (PD&S) funds.  Ensures application of internal financial management controls.   
3. Leads and advises INL Costa Rica team on procurement strategies and issues, including preparation of documentation for procurement of technical services, training, and commodities; assisting in developing statements of work (SOWs), independent government cost estimates, source origin waivers, bid solicitations, and related documents; coordinates projects with Contracting Officers; and provides management support through all phases of project execution including award, implementation, delivery/acceptance of items, donations to partner nation, monitoring, and project closeout. 
4. Manages large-scale contract mechanisms; serves as Contracting Officer Representative (COR) for procurement initiatives, including construction projects; and ensures COR, Grants Officer Representative, and/or Agreement Officer Representative responsibilities are fulfilled.  Ensures program staff have necessary resources, training, and guidance to comply with procurement and related activities. 
5. Supervises approximately eight Locally Employed (LE) Staff and provides contract oversight for approximately six third-party contractors within the INL Costa Rica management team.  Responsible for annual performance reviews, tasking, training, and mentoring, and other supervisory responsibilities for direct reports to promote professional development, professionalism, and efficiency.   
6. Supports INL Costa Rica human resource requirements as directed by the INL Deputy Director.  As assigned, chairs or serves on Technical Evaluation Panels, providing all necessary reports and findings.  Advances diversity, equity, and inclusion principles in supervisory and human resources responsibilities.
7. Oversees the INL Costa Rica Travel and Training program, including processing of travel authorization requests, logistics for INL-supported travelers both domestically and internationally, and coordination with other INL offices for shared training programs.
8. Oversees INL construction projects and oversees the third-party contractor INL construction team.  Together with the INL Costa Rica construction team, provides feedback on the timelines for the design, architectural, and engineering studies; reviews SOWs; oversees project execution; and follows up on the status of individual projects and problem resolution; and coordinates with contractors, Costa Rican government architects/engineers, and INL program managers.
9. Oversees implementation of a robust End Use Monitoring (EUM) program in compliance with INL EUM standard operating policy/procedure and supervises LE Staff EUM coordinator.  Oversees development and implementation of EUM plan for INL donations, including defense articles and canines, that includes inspection schedule, documentation in the Integrated Logistics Management System (ILMS), completion of site visit reports and Annual End Use Monitoring Report.  Directs the administration of records management, documentation of defense article disposals, and retirement of items past their useful life. 
10. Ensures INL-provided assistance is utilized effectively and no fraud, waste, or mismanagement occurs in the program through continuous oversight, accountability, and EUM.  Ensures INL Costa Rica exercises effective management and internal controls over U.S. government resources and remains in compliance with INL and State Department management policies and regulations.
11. Ensures that INL Costa Rica leadership, the Embassy Front Office, and INL Washington receive timely advice, information, and reporting on management issues that affect INL to ensure that policy decisions are fully informed. 
12. Assists with developing and implementing bilateral letters of agreement, standard operating policies and procedures, budget plans, and other management documents, as assigned.
13. Establishes and maintains close working relationships with key Embassy Management counterparts (including General Services, Financial Management, Diplomatic Security, Human Resources, Management, and the Health Unit) to advance INL equities and represents INL at Embassy Management-related meetings.
14. Liaises actively with INL Washington to ensure regular coordination of objectives, key issues, and obstacles related to INL Costa Rica management processes and functions.
15. Prepares, coordinates, and ensures the timely issuance of both one-time and periodic reports on the various management and budget issues and identifies potential challenges and suggests possible solutions. 
16. When required, performs the role of Embassy Duty Officer.
17. Performs other duties as requested and assigned that are directly related to this Statement of Work.

TRAININGS & DISTANCE LEARNING COURSES

1. Completes the Contracting Officer Representative (PA296) distance-learning (DL) course through the Foreign Service Institute (FSI) within 120 days of arriving at Post. 
2. Completes the Introduction to Working in an Embassy (PN113) distance-learning (DL) course through the Foreign Service Institute (FSI) within the first six (6) months of arriving at Post.
3. Completes the INL Orientation course, INL Management Overseas training (if available), and relevant acquisition and administrative courses as necessary.
4. Completes Financial Management Training offered by FSI (modules will be selected by INL/WHP).
5. Completes appropriate human resources training determined by supervisor and offered by FSI.
6. Completes the mandatory Foreign Affairs Counter-Threat (FACT) Course (OT610) prior to deployment to Post. 
7. If applicable – Consultations with the INL Program Office may be required.

PLACE OF PERFORMANCE & TRAVEL REQUIREMENTS

The place of performance for this position is the U.S. Embassy Costa Rica. 

While the INL Management Coordinator will be based in Costa Rica, frequent travel within Costa Rica for meetings, conferences, activity reviews, field inspections, and program evaluations will be required.  In addition, occasional travel to other countries in the region and the United States may be required.  

RELATIONSHIPS

The INL Management Coordinator will report to the INL Deputy Director and works closely with INL Costa Rica’s program managers, specialists, and assistants responsible for developing and implementing INL programs. 

The Management Coordinator reports to and receives broad policy guidance and general direction from the INL Director and Deputy Director.  The Management Coordinator proceeds independently in planning and implementing many aspects of organizational, project, and logistical operations, coordinating with the INL Costa Rica team and INL/WHP.  The Management Coordinator’s actions, decisions, and recommendations are reviewed based on results achieved and conformance with appropriate laws and regulations.

The Contract Administrator shall be the INL Contracting Officer in Washington.  In no instance shall the INL Deputy Director or any other individual be authorized to alter or modify the terms and conditions of the contract or waive the Government's requirements, price, delivery, or other terms and conditions.  The Contracting Officer must authorize such changes in writing.

The INL Deputy Director will provide yearly performance reviews to the INL/EX/GAPP Contracting Officer in Washington, D.C. to contribute to the incumbent’s official yearly review.

COMPLEXITY
This position must exercise considerable independence and judgment in responding to rapidly changing administration and management support requirements.  The successful candidate must possess expertise in procurement procedures and logistics, which must be coupled with an efficient, effective communication style to coordinate among INL leadership, procurement staff, and programmatic staff.

Addressing the management requirements of INL programs in Costa Rica will require dynamic leadership, expertise, and complex innovation; strong interpersonal skills to resolve disagreements and identify solutions in a constructive manner; and the ability to single-handedly or in concert with a variety of other stakeholders resolve critical problems and achieve difficult goals that may affect other programs. They are broad in scope and complicated by many complex features, technical, administrative, or political in nature. 

SCOPE & EFFECTIVENESS

The PSC performs broad and extensive assignments related to a complex administrative, management, and financial requirements for programming spanning the full range of citizen security, law enforcement, rule of law, and counternarcotics programs in Costa Rica, which is of significant interest to the public and to the U.S. Congress.

PERIOD OF PERFORMANCE

The period of performance for this contract is twelve (12) months from the date of award with four (4) optional one-year extensions.

MINIMUM QUALIFICATIONS

1. U.S. citizenship with the ability to obtain and maintain Department of State Secret level security clearance, medical clearance, and ethics clearance (if applicable). (Security clearance upgrade to Top Secret level may be required).
2. Bachelor’s degree in management, International Affairs/Development, Project Management, Business, Public Administration, Economics, Accounting, or a related field.
3. Minimum of five (5) years supervisory experience in a multi-cultural environment, demonstrating the full range of management skills such as mentoring and counseling subordinates, including at least two (2) years working outside of the United States. 
4. Minimum of seven (7) years of experience related to management and administrative issues, including budget/finance, acquisition/procurement, logistics, facilities, internal controls, construction, EUM, and/or information technology functions.
5. Demonstrated excellent writing and communication skills, in English and Spanish.
6. Demonstrated superior interpersonal and managerial skills.
7. Proficient at basic office computer programs; skilled at Microsoft Excel and related software.
8. Demonstrated ability to adjust application of management and administrative best practices, lessons learned, and international norms to an overseas environment.
9. Superior interpersonal skills working with all levels.

EVALUATION CRITERIA

(Used to determine the competitive ranking of qualified offerors in comparison to other offerors.)  Offerors should cite specific, illustrative examples for each factor.  Responses must be limited to 500 words per factor.  Any additional words above the limit will neither be read nor scored.

FACTOR 1:   Work Experience                                                                              (25 points)

Demonstrated international work experience managing diverse teams responsible for a variety of complex management and administrative functions, including resource management, procurement, logistics, construction, and/or EUM.

FACTOR 2:   Program Experience                                                                         (25 points)

Experience preparing budgets, acquisition plans, statements of work, procurement orders, purchase requests, and a variety of reports on sensitive management/administration issues.  Demonstrated experience providing authoritative management advice on resolving complex management issues, including researching and evaluating the issues, determining applicable precedents, recommending innovative strategies to leadership, and implementing the most effective approach.  Demonstrated experience or familiarity with international or foreign assistance policies and regulations, preferably with the Department of State or other U.S. government agency.

FACTOR 3    Leadership & Communication Skills                                              (20 points)

Demonstrated ability to communicate effectively, both orally and in writing, in a timely and concise manner; interact effectively with others at all levels to prepare, analyze, explain, and defend determinations and requirements with respect to conformance to applicable laws, policies and other regulatory guidelines; and advise program officials.  Demonstrated supervisory experience.  Demonstrated experience interacting effectively with subordinates, peers, leadership, and officials in an international setting, with strong interpersonal skills to resolve disagreements and identify solutions in a constructive manner.

BASIS OF RATING: Offerors who clearly meet the Education/Experience Requirements will be further evaluated based on scoring of the Evaluation Factor responses.  Offerors are required to address each of the Evaluation Factors in a separate document describing specifically and accurately what experience, training, education and/or awards they have received that are relevant to each factor.  Failure to specifically address the Evaluation Factors may result in your not receiving credit for all of your pertinent experience, education, training and/or awards.

The Offeror Rating System is as Follows:

Evaluation Factors have been assigned the following points:

Factor #1 – 25

Factor #2 – 25

Factor #3 – 20

Total Possible – 70 Points

Interview Performance – 30 points

Satisfactory Professional Reference Checks – Pass/Fail (no points assigned)

Past performance evaluation of applicant’s ability to perform under the contract.  In conducting the evaluation, the U.S. government reserves the right to utilize all evaluation information available at the time of evaluation, whether provided by the applicant or obtained from other sources.

Total Possible Points: 100

The most qualified candidates may be interviewed, required to provide a writing sample, and demonstrate an ability to operate commonly used office applications. INL will not pay for any expenses associated with the interviews. In addition, applications (written materials and interviews) will be evaluated based on content as well as on the applicant's writing, presentation, and communication skills. In the event that an applicant has fully demonstrated his/her qualifications and there are no other competitive applicants, INL reserves the right to forego the interview process. Professional references will be evaluated for applicants being considered for selection.

COMPENSATION (BASE PAY)

This position has been designated at the FS-02 equivalent level ($99,700 - $146,413 per annum). Final compensation will be negotiated within the listed market value based upon qualifications, previous relevant experience and work history, salary and educational background. Salaries, including any recruitment supplemental pay that exceeds the listed pay range, will not be entertained or negotiated.

For award, INL will negotiate for this contract based on the market value as outlined above and overall experience relevant to the solicitation requirements. 

BENEFITS & ALLOWANCES

AS A MATTER OF POLICY, INL NORMALLY AUTHORIZES THE FOLLOWING BENEFITS AND ALLOWANCES

BENEFITS - IF APPLICABLE

• Employee's FICA/Medicare Contribution
• Contribution toward Health and Life Insurance
• Pay Comparability Adjustment
• Annual Increase
• Eligibility for Worker's Compensation
• Annual, Sick and Home Leave
• 401K Plan
• MEDVAC (provided by DOS Med)

ALLOWANCES IN ACCORDANCE WITH DEPARTMENT OF STATE STANDARDIZED REGULATIONS (DSSR) - IF APPLICABLE

• Temporary Quarters Subsistence Allowance (TQSA) or Per Diem upon arrival at Post
• Housing Allowance
• Post Allowance
• Supplemental Post Allowance
• Maintenance Allowance (SMA)
• Education Allowance
• Educational Travel (full-time United States based secondary)
• Post Hardship Differential
• Danger Pay
• Shipment of HHE, UAB, POV and Consumables