USAID/Ukraine Solicitation Amendment 0001 for a Resident Hire U.S. Personal Services Contractor (USPSC), Information Technology Systems Manager, GS-13

I. GENERAL INFORMATION

1. SOLICITATION NO.: 72012121R00004 Amendment 0001

2. ISSUANCE DATE: August 03, 2021

3. CLOSING DATE/TIME FOR RECEIPT OF OFFERS: August 16, 2021 (11:59 p.m. Kyiv Time)

4. POSITION TITLE: Information Technology Systems Manager

5. MARKET VALUE: $79,468 – $103,309 per annum, equivalent to GS-13 

Final compensation will be negotiated within the listed market value.

6. PERIOD OF PERFORMANCE: one (1) year, with four (4) one-year options. Options may be exercised based upon satisfactory contractor performance, mutual agreement between the Contractor and USG, continued Mission requirements and the continued availability of funds.

7. PLACE OF PERFORMANCE: Kyiv, Ukraine

8. SECURITY LEVEL REQUIRED: Secret

9. STATEMENT OF DUTIES:

BASIC FUNCTIONS OF THE POSITION

The Information Technology (IT) Systems Manager reports directly to the Executive Office (EXO) Director of the USAID Regional Mission for Ukraine and Belarus. The Mission is responsible for the development, implementation and oversight of USAID-funded programs operating in Ukraine and Belarus. It is USAID’s largest and most complex Mission in the Europe and Eurasia region comprised of approximately 135 staff.  The Mission places a high importance on information technology to ensure continual access to electronic resources and cutting edge solutions to advance USG priorities and development efforts.

The IT Systems Manager (SM) is the USAID/Ukraine Regional Mission’s senior leading expert in information systems, responsible for supervising the Information Technology section, within the Executive Office of USAID/Ukraine. The SM is delegated responsibility to provide leadership, direction, guidance, and management oversight to the Information Technology (IT) team and has full management responsibility for providing a technological vision for the Ukraine Regional Mission and Belarus Country Office.

The SM is directly responsible and accountable for the management and administration of all the Mission IT systems, analysis, programming, installation, testing, evaluation, security, and monitoring capacity and performance on all platforms, operating systems and application programs. S/he oversees all day-to-day operations and maintenance of the computer and telecommunication systems and equipment, including the management of IT staff who provide support services, software development, and web design to effectively install, operate, troubleshoot and safeguard Local Area Network (LAN) components, which include, Microsoft Windows network operating systems, various in-house and web-based applications, software and hardware components, telephone systems, and mobile devices. The SM is also the primary implementer of computer systems policies regarding information systems security and computer systems usage, recommends procurement of IT equipment and software, and oversees business development projects.  The SM provides back-up support and coaching to the USAID/Moldova Computer Management Specialist.  The SM may be expected to perform work-related travel and must be available “on-call” after-hours in case of urgent or emergency situations with the IT infrastructure/network.

The SM is required to proactively plan and budget for implementation of approved technology enhancements that maximize the effectiveness and impact of the Mission’s work. S/he will interact on a daily basis with the Mission staff to resolve problems and provide technology advice, and will serve as the principal liaison with the Washington/Management Bureau/Chief Information Office (M/CIO) to resolve more difficult problems and ensure proposed changes are aligned with Agency policy.

MAJOR DUTIES AND RESPONSIBILITIES:

1. IT System Management for USAID/Ukraine and Belarus                               

USAID/Ukraine and Belarus depend on a complex IT network supported by Mission IT staff, M/CIO staff, and other service providers for automation and to ensure the security, integrity, confidentiality, and availability of systems and data. The SM is responsible for the accountability, operation, and maintenance of all Mission IT equipment/supplies totaling well over $500,000; maintains backend processes; plans future technology projects; and in coordination with M/CIO, maintains an infrastructure that supports the attainment of Mission strategic objectives. Specific functions and tasks performed under system administration are: server support; desktop support; mobile device support; virtual desktop interface support; IT business process development; and troubleshooting. The SM serves as Contracting Officer’s Representative (COR) for IT related service Contracts when needed.

The SM provides expert technical guidance and mentoring to the IT team to ensure successful end-user troubleshooting support and systems administration (including Cisco, Windows Operating System, and Google Suite/Cloud); and resolution of network connectivity problems. Administrative functions include adding, deleting, and modifying user profiles, managing passwords and controlling access rights to directories and files; monitoring network capacity and performance; managing system configuration; installing and upgrading hardware/software; performing/ensuring information system backups and file restoration; inventorying all software and hardware equipment; preparing reports to M/CIO and Mission Management as needed. The SM ensures the provision of hardware maintenance support for IT equipment and peripherals by overseeing or performing diagnostics to determine faulty components and replaces unrepairable defective components.

The SM facilitates the above tasks where possible by designing and implementing programs/scripts to automate systems administrative functions. The M works closely with the designated Application Coordinator and others to assist in the implementation and operation of the various USAID-developed IT applications (including WebTA, Phoenix, E2, GLAAS, ASIST, GHSMA, AIDConnect).

The SM builds and maintains professional relationships with M/CIO and Embassy IT counterparts.  The SM serves as the primary point of contact and liaison with M/CIO for developments in the Agency’s automation strategy and their potential impact on the Mission’s automation program. The SM coordinates Mission IT requirements and initiatives with M/CIO and Mission staff.  The SM keeps up to date with new and innovative technology and makes recommendations to Mission leadership in keeping with Agency approved solutions. 

2. Information System Security                                                                               

The SM manages and ensures system and network security in accordance with policy and in coordination with the Agency Information System Security Officer (ISSO), Mission ISSO and CIO Security Operations Team. The SM resolves system vulnerabilities, implements password change procedures, tracks and manages user accounts, and researches virus issues. The SM provides technical guidance and mentoring to the mission users to ensure users adhere to Information Systems Security Awareness and Code of Conduct policies.

          3. Change Management                                                                                                                                 

The SM is responsible for Change Management, namely, plan for, implement, and document major changes to the IT infrastructure/network. The SM will follow Change Management processes for technical work that impacts availability and performance of the network (i.e., addition of new servers, upgrades to the operating systems), inform end-users and Mission management of network availability, and ensure adequate resources to perform the work are available. A Change Management plan should outline the expected results, and include a detailed “back-up plan/back-out plan” in the event the work fails. The SM participates in and advises Mission working groups that aim to improve business processes.

The SM provides technical guidance to the IT team, such as network configurations to accommodate changes in Mission staff size, physical office moves, or other changes in the business/operating environment. SM coordinates changes with the CIO staff, ensures the use of standard AID-wide hardware/software/network configurations, and designs networks and wiring schematics. The SM may be required to interface with vendors when the mission procures new hardware/software and handle shipping, warranty, and maintenance issues.

SM maintains network and connectivity documentation, reports on the status of the computer network as needed, and prepares reports documenting problem resolution. The SM prepares an IT procurement plan and budget for Ukraine and Belarus in conjunction with the Regional Supervisory Executive Officer and the Controller. The SM formulates and establishes policies for IT equipment use and maintenance in accordance with Agency guidelines.

4. Supervision                                                                                                            

The SM supervises and manages the IT team to ensure overall quality and timeliness of information technology and systems support. The SM provides leadership and guidance on system configuration practices and policies, manages multiple competing demands, sets priorities, ensures deadlines are met, and establishes work procedures and processes that support the Agency and Mission standards, procedures and strategic directives. The SM actively participates in the monitoring of employee work performance to ensure employees have the appropriate training on current CIO IT policies and industry-best practices and access to resources necessary to perform their jobs. The SM mentors and develops staff through coaching, counseling, and directing; the SM writes and administers performance reviews and recommends relevant training to correct or enhance performance. The SM promptly addresses disciplinary and/or performance problems in accordance with organizational policy. The SM develops a monitoring system for IT work, oversees the time and equitable distribution of responsibilities of IT professionals, and ensures sufficient coverage. The SM provides primary back-up support and coaching to the USAID/Moldova Computer Management Specialist, which may require periodic travel to Chisinau to support significant IT projects or cover during absences.

SUPERVISORY RELATIONSHIP:

The incumbent will work under the direct supervision of the Executive Office Director of the USAID Regional Mission for Ukraine and Belarus, or her/his designee.

10.  AREA OF CONSIDERATION:  US Citizens, Resident Hire.

In accordance with AIDAR, Appendix D, 1 (Class Deviation M/OAA-DEV-AIDAR-21-02c):

(b) Definitions:

(5) Resident Hire U.S. Personal Services Contractor (PSC) means a U.S. citizen or resident alien who, at the time of contract award, —

(i) resides in the cooperating country for reasons other than U.S. government or non-U.S. government employment, under any contract or employment arrangement that provides repatriation to the U.S.; or

(ii) is a spouse or dependent of a U.S. citizen or resident alien with U.S. government or non-U.S. government employment, under any contract or employment arrangement that provides repatriation to the U.S.

11. PHYSICAL DEMANDS: The work requested does not involve undue physical demands.

12. POINT OF CONTACT: All questions and offers must be submitted by email to [email protected].

II. MINIMUM QUALIFICATIONS REQUIRED FOR THIS POSITION

Education: Minimum of Bachelor degree (or U.S. equivalent) in Computer or Electronic Engineering, NetworkInformation Systems Management, Computer Science, or a field relevant to the duties and responsibilities, is required. At least one vendor certification, such as Microsoft Systems Certified Engineer (MCSE), Microsoft Certified Professional (MCP), Cisco Certified Network Associate (CCNA), Hewlett-Packard Accredited Installation Specialist (HP AIS), is required.

Prior Work Experience:  A minimum of five years of progressively responsible relevant work experience in computer operations, development and programming, utilization of systems, and IT management of a technical or administrative nature, is required.

Only offerors clearly meeting the above minimum qualifications will be considered for further evaluation.

Security and Medical clearances: The ability to obtain the required security and medical clearances in a reasonable timeframe is considered a minimum qualification. See Section V.

III. EVALUATION AND SELECTION FACTORS

Selection Process and Basis of Evaluation: Offerors who clearly meet the aforementioned minimum education and work experience qualification requirements may be further evaluated through review of the offeror’s submitted required documents (see section IV below) and ranked based on the below evaluation and selection factors. A competitive range may be established of the highest-ranked offerors, who may be further evaluated through technical tests, interviews, and reference checks to determine the most qualified/highest-ranked offerors.  Reference checks may be conducted with the highest-ranked offerors. Reference checks may be conducted with individuals not provided by the offeror. Any offeror not receiving satisfactory reference checks will no longer be considered for the position. Negotiations may be conducted with the most qualified/ highest-ranked offerors at the conclusion of evaluations.

Education (20 points): Minimum of Bachelor degree (or U.S. equivalent) or higher in Computer or Electronic Engineering, NetworkInformation Systems Management, Computer Science, or a field relevant to the duties and responsibilities, is required. At least one vendor certification, such as Microsoft Systems Certified Engineer (MCSE), Microsoft Certified Professional (MCP), Cisco Certified Network Associate (CCNA), Hewlett-Packard Accredited Installation Specialist (HP AIS), is required.

Prior Work Experience (30 points): A minimum of five years of progressively responsible relevant work experience in computer operations, development and programming, utilization of systems, and IT management of a technical or administrative nature, is required.

Knowledge (20 points):

• Comprehensive and expert knowledge of latest information technology industry concepts and practices; computer hardware, computer systems operations and their application; and policies and procedures relative to equipment requirements planning, acquisition, funding, and justification.
• Extensive knowledge of the principles, techniques, and methodologies involving computer system analysis, programming, operations, and telecommunications. This includes strong knowledge of LAN administration, wide area network (WAN) connectivity; with servers running Windows and CISCO systems; setting up and configuring hybrid networks; installing and configuring LAN server hardware and software; establishing security measures and protection; familiarity with a variety of network hardware, including switches, routers, riverbeds; and comprehensive knowledge of client/server environments.
• Knowledge of the principles of personnel, project, financial, and equipment resource management.

Skills and Abilities (30 points):

The following skills and abilities are essential for this position:

• Extensive technical IT skills utilizing systems and equipment, including client/server methodology and analysis; ability to trouble-shoot, diagnose, and resolve hardware and software problems; and programming ability in a variety of programming languages;
• Excellent listening, writing and verbal communication skills;
• Ability to analyze and synthesize complex data;
• Leadership, interpersonal/teamwork, and customer service skills, including the ability to work collaboratively in a multicultural/multilingual, team-based environment under tight deadlines;
• Ability to develop and maintain relationships with IT professionals in M/CIO and Department of State;
• Demonstrated ability to supervise staff and work flows, and to participate as a solid team member while providing leadership in his/her areas of competence;
• Excellent ability to work independently with minimal supervision along with the ability to manage multiple projects and prioritize on tight deadlines; and
• Strong organizational and time management skills.

Total Points: 100pts

IV. APPLYING

1. Eligible Offerors are required to complete and submit all the following documents and information in English in order to be considered for the position:

a. Completed and signed form AID 309-2,“Offeror Information for Personal Services Contracts,” available at https://www.usaid.gov/forms/aid-309-2. Only include base salary information in box 4 of sections B and C. Do not include bonuses, differentials, cost of living allowances, or other types of compensation. During negotiations, salary history may be verified through pay slips, earnings and leave statements, or other appropriate documentation.

b. A cover letter of no more than 2 pages that demonstrates how the Offeror’s qualifications meet the evaluation and selection factors in section III of this solicitation;

c. A resume or curriculum vitae (CV) of not more than 3 pages which, at a minimum, describes education, experience and career achievements relevant to the evaluation and selection factors in section III of this solicitation;

d. Names of three professional references, including at least one current/former supervisor, that have knowledge of the offeror’s ability to perform the duties set forth in the solicitation. This information may be included in the cover letter or resume/CV.

e. A scan of the document demonstrating the offeror’s resident hire status (permanent or temporary residence permit, MFA accreditation/ registration, etc.)

Late, incomplete, and/or un-signed offers will not be considered.

2. Offers containing all required documents must be received by the closing date and time specified in Section I, item 3, and submitted electronically to the email Point of Contact in Section I, item 12.

3. To ensure consideration of offers for the intended position, Offerors should prominently reference the Solicitation number in the offer submission.

V. PRE-AWARD DOCUMENTATION / LIST OF REQUIRED FORMS FOR PSC HIRES

Once the Contracting Officer (CO) informs the successful Offeror about being selected for a contract award, the CO will provide the successful Offeror instructions about how to complete and submit the following forms, needed to obtain medical and security clearances.

1. Medical History and Examination Form/ Medical Clearance Update (DS-6561/DS-3057)
2. Questionnaire for Sensitive Positions for National Security (SF-86), or
3. Questionnaire for Non-Sensitive Positions (SF-85)
4. Finger Print Card (SF-87)

Timely completion and submission of the required documents are needed to obtain the necessary Security and Medical Clearances. Failure of the selected offeror to accurately complete and submit required documents in a timely manner may be grounds for the CO to rescind any conditional pre-contract offer letter and begin negotiations with the next most qualified/highest ranked offeror. Selected offerors who are unable to obtain required Security and Medical Clearances in a reasonable timeframe are considered un-qualified for this position.

Within 2 weeks after written notice from the CO that all required clearances have been received, or unless another date is specified by the CO in writing, the selected offeror shall proceed to Kiev, Ukraine to perform the services specified in section I, item 9.

VI. BENEFITS/ALLOWANCES

As a matter of policy, and as appropriate, a Resident Hire USPSC is normally authorized the following benefits:

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 and Sick Leave

VII. TAXES

USPSCs are required to pay Federal income taxes, FICA, Medicare and applicable State Income taxes.

VIII. USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs

USAID regulations and policies governing USPSC awards are available at these sources:

1. USAID Acquisition Regulation (AIDAR), Appendix D, “Direct USAID Contracts with a U.S. Citizen or a U.S. Resident Alien for Personal Services Abroad, ” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.

2. Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms.

ITEM NO (A)	SUPPLIES/SERVICES (DESCRIPTION) (B)	QUANTITY (C)	UNIT (D)	UNIT PRICE (E)	AMOUNT (F)
0001	Compensation and Fringe Benefits/Other Direct Costs (ODCs) Award Type: Cost Product Service Code: R497 Accounting Info:	1 year	LOT
1001	Option Period (OP) 1 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info:	1 year	LOT
2001	OP 2 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info:	1 year	LOT
3001	OP 3 – Compensation and ODCs Award Type: Cost Product Service Code: R497 Accounting Info:	1 year	LOT
4001	OP 4 – Compensation Award Type: Cost Product Service Code: R497 Accounting Info:	1 year	LOT

3. Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available are at http://www.usaid.gov/work-usaid/aapds-cibs.

4. Ethical Conduct.  By the acceptance of a USAID personal services contract as an individual, the contractor will be acknowledging receipt of the “Standards of Ethical Conduct for Employees of the Executive Branch,” available from the U.S. Office of Government Ethics, in accordance with General Provision 2 and 5 CFR 2635. 

See https://www.oge.gov/web/oge.nsf/OGE%20Regulations.

5. PSC Ombudsman. The PSC Ombudsman serves as a resource for any Personal Services Contractor who has entered into a contract with the United States Agency for International Development and is available to provide clarity on their specific contract with the agency. Please visit our page for additional information: https://www.usaid.gov/workusaid/personal-service-contracts-ombudsman. The PSC Ombudsman may be contacted via: [email protected].