General Statement of Purpose of the Contract
Under the Federal Acquisition Regulation’s (FAR) Part 13 Simplified Acquisition Procedures, and the U.S. Agency for International Development’s Acquisition Regulations (AIDAR) Chapter 7, and guidance from the Executive Officer (EXO), the two Procurement Agents share responsibility for procuring offshore and local Mission supplies for USAID/Kenya and East Africa (USAID/KEA) and the Somalia Mission with a combined workforce of approximately 400 employees. The Procurement Agents: 1) ensure that competitive procurement procedures are being practiced and provides adequate responses to requisitions; 2) survey both local and offshore markets and develop strong and legal working relationships with vendors to obtain the fairest and most reasonable prices for goods and services on behalf of the U.S. Government. 3) prepare Purchase Orders and Blanket Purchase Agreements using the Mission's latest procurement mechanism to achieve goals and objectives promptly [i.e., Global Acquisition and Assistance System (GLAAS) and USAID Worldwide Purchase Card]; 4) maintains appropriate documentation records in each file for smooth follow up of orders, delivery, payment, close-out and audit purposes; and 5) assists with the duties of other Procurement staff during their annual leave, sick leave or training periods.
Typical procurements are for: computer equipment and software, air charters, advertisements in local and international newspapers, conference facilities, copiers (including maintenance services and consumables), motor vehicles, fuel, telecommunications equipment, printing of certificates and lamination, courier services, hardware supplies, locksmith, glassware, satellite dish installation, imprest/petty cash fund procurement of local office and household supplies as well as rush/last minute local purchases. Total of procured goods and services exceeds US$4.5M annually for Mission operations.
USAID DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW, PROCESSING, OR TRAINING) AND DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANT’S BANK ACCOUNTS.
1. SOLICITATION NO.: 22-194
2. ISSUANCE DATE: November 15, 2022
3. CLOSING DATE AND TIME FOR RECEIPT OF OFFERS: November 29, 2022 (4:30 PM East Africa Time).
4. POINT OF CONTACT: USAID Kenya and East Africa Human Resources, e-mail at [email protected]
5. POSITION TITLE: USAID Procurement Agent – Strictly Internal Applicants ONLY.
6. MARKET VALUE: Equivalent to FSN-9 Step 1 (2,687,399 KSH per annum) to Step 13 (4,568,579 KSH per annum). In accordance with AIDAR Appendix J and the Local Compensation Plan of USAID/Kenya and East Africa. Final compensation will be negotiated within the listed market value.
7. PERIOD OF PERFORMANCE: The services provided under this contract are expected to be of a continuing nature that will be executed by USAID through a series of sequential contracts, subject to the availability of funds, the continued need for services and successful performance. It is anticipated that the selection of the successful candidate will be completed within an estimated six-month period from the closing date of this solicitation. The base period will be for one year with the commencement date based upon successful medical clearance and security certification. Contingent on Agency needs, the Contracting Officer may exercise four additional option periods from the contract commencement date.
8. PLACE OF PERFORMANCE: Nairobi, Kenya; with possible travel as stated in the Statement of Duties.
9. ELIGIBLE OFFERORS: Open to qualified Kenyan Citizens, including current locally hired employees of the US Government in Kenya. Employees presently on probation are ineligible to apply.
10. SECURITY LEVEL REQUIRED: Security certification issued by the US Embassy RSO.
Statement of Duties to be Performed
- The Agent’s acquisition responsibilities are targeted to plan, program development and support funded requests as well as OE-funded technical services and commodities under the simplified acquisition threshold of US$250,000. Plans and prioritizes assignments as necessary and demonstrates flexibility for provision of emergency procurements. Exercises quality control, reviews submissions for accuracy and completeness of work generated. Conducts studies and analysis that contribute to the development of local procurement sources, best practices and prevailing market conditions.
- Provides excellent customer service to vendors and USAID personnel by responding in a timely manner to matters relating to purchase orders, general vendor enquiries/concerns and provides guidance on USAID policies and procedures. Attends to questions from USAID staff relating to procurement procedures and policies as well as advising them on estimated costs of various items and services to facilitate their planning and budgeting. Provides guidelines to Contractors, Requesters and non-procurement personnel on procurement regulations, informal commitments, funding violations and necessary paperwork required to complete a procurement action (i.e., GLAAS, Purchase card, etc.)
- Receives and reviews requisition requests and data packages submitted via the Global Acquisition and Assistance System (GLAAS) for approvals/disapprovals by the Contracting Officer (CO), clearances by Office Chiefs and Technical officers. Ensures completeness and accuracy of descriptions/specifications of goods/services to be procured, makes sure the language is compliant with USG procurement regulations, budget and evaluation criteria comply with the scope of work (SOW), and that the final request has funds available and is signed. Logs-in requests in the daily receipt worksheet, acknowledges receipt of requests, and provides projection on procurement actions.
- Liaises with the Department of State’s Warehouse Team to ascertain availability of items in stock before initiating the procurement process; determines the appropriate procurement method based on government estimate and urgency of requirement; and locates prospective vendors locally and internationally who are both responsive and responsible. In all actions, upon receipt of procurement request, the Agent opens a procurement file; assign appropriate log number and vendor's name; review enclosed procurement documents to ensure correct procedures, attachments/documents are included (i.e., purchase order file, fiscal data checklist, purchase order worksheet, and procurement steps and procedures for USAID); and updates the file as necessary. Reviews descriptions or specifications and ensures the accurate preparation of Purchase Orders by enclosing the correct FAR clauses, mode of shipment, delivery location, performance standards, invoicing instructions, request for banking information, terms of payments and ensures the correct funds have been reserved and properly approved by Regional Financial and Management Services (RFMS). Carries-out procurement research to identify new and upcoming vendors, both locally and internationally, in relation to mission needs.
- The Agent ensures competition is sought where government regulations demand this practice (over $10,000.00 for office supplies and services and over US$2,000 micro-purchase for construction); reviews catalogs and other sources of information to locate the most favorable prices to establish fair and reasonable price; and documents the files to justify vendor selection. Prepares solicitations for quotations by telephone for local and low value purchases; in writing by sending requests for quotations (RFQs) for local but high value and complex procurements, and finally by sending request for quotations (RFQs) for all offshore purchases.
- Documents files to record activities and actions taking place or performed chronologically from the time of receipt of procurement request to file closure; and uses available resources when reviewing BPAs for competition and reliability of services, quality and past performance. Plans and prioritizes assignments as necessary and demonstrates flexibility for provision of emergency procurements, vendor appraisals and vendor rating. Prepares status reports on all pending actions (i.e., purchase orders, payment vouchers etc.) on a weekly basis; and updates the procurement supervisor accordingly.
NEGOTIATION AND ANALYSIS 20%
- The Agent negotiates on behalf of the US Government to ensure USAID gets fair and reasonable prices on goods and services of high quality and is responsible for preparing and clearing cost and price analysis, justification memos, and action memoranda/waivers prior to the awarding of contracts. Prepares Generals Services Administration (GSA) orders using the agency’s advantage website and price catalog, price schedules and order documents. Guides the BPA ordering officers on FAR and AIDAR regulations pertaining to BPAs; obtains imprest funds as approved by the Executive Officer (EXO) to procure goods or services as required; and ensures that imprest funds obtained are accounted for within the stipulated time of 24 hours.
CONTRACT MANAGEMENT 20%
- The Agent reviews purchase orders to ensure funds are sufficient, inserts contract dates, makes copies and distributes accordingly for tracking purposes. Maintains an accurate record of procurements made, including checklists, cables, buyer information, open market, GSA and FSS publications, Contractors contacts, Government regulations and directives, assuring that adequate information is available. Typical procurements are office and household supplies, equipment repairs, and vehicle and office machine parts. These orders are often required on a short-notice and urgent basis and include arrangement of transportation follow-up. Provides clarification to the contractor and requesting office on contract clauses and ensures that any deviation is immediately communicated to the Contracting Officer to ensure corrective action is taken as soon as possible. Initiates contract modifications by establishing funds availability and seeking approval from all relevant approving officials; ensures that unauthorized commitments do not occur in the course of the contract implementation and immediately notify the Contracting Officer when they occur; coordinates correspondence by letter, memo, cable, fax and internet with forwarding agents, vendors and shippers and the United States Dispatch Agency (USDA), airlines or other parties to ensure that the delivery of goods is completed; ensure follow-up by preparing correspondence to the vendors on short shipments to assure completion of orders and documents relevant to procurement file; ensures all USAID packages are properly addressed and any custom declaring documents are provided to the Department of State Customs and Shipping office to avoid accrual of unnecessary custom fees at the point of entry; communicates with the shipping office to ensure movement of any USAID shipment is tracked and cleared in a timely manner; maintains a log of all purchase orders; and upon receipt of Receiving and Inspection Reports, reviews and distributes copies to Controller, Warehouse, Procurement files and requesting offices.
VAT AND CLOSE-OUTS 20%
- The Agent acts as a liaison between the contractor and the Department of State customs and shipping office to facilitate VAT approvals and submission of duty exemption certificates and is responsible for following up on invoices for VAT exemption certificates. Stays familiar with the Government of Kenya’s taxation regime for diplomatic mission in order to ensure USAID contractors comply with the regulations in submission of invoices for VAT exemption and ensure that the Contracting Officer is immediately notified of any changes in the taxation regime. Provides guidance on any changes that need to be made to maintain compliance with the local taxation regulations.
The Agent is enrolled in the USAID Worldwide Purchase Card Program as a designated Cardholder for Missions Kenya and East Africa and Somalia. The Agent seeks the best value for goods and services, ensures that funds are available prior to making a purchase, makes purchases with the card in accordance with applicable policies and procurement regulations and documents transactions in a purchase card buying log. The Agent is responsible for reconciling the monthly purchase card statement of account, maintaining physical control of the purchase card and reports lost or stolen purchase card to the servicing bank customer service department and the USAID Agency Program Coordinator per guidance on ADS 331. The Agent is required to provide all documentation regarding charges made to the purchase card to the Mission Approving Official and is available for regular purchase card audits and trainings conducted by Washington.
The incumbent is supervised by the Executive Officer.
PHYSICAL DEMANDS: The work requested does not involve undue physical demands.
EVALUATION AND SELECTION FACTORS
The Government may award a contract without discussions with offerors in accordance with FAR 52.215-1. The CO reserves the right at any point in the evaluation process to establish a competitive range of offerors with whom negotiations will be conducted pursuant to FAR 15.306(c). In accordance with FAR 52.215-1, if the CO determines that the number of offers that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the CO may limit the number of offerors in the competitive range to the greatest number that will permit an efficient competition among the most highly rated offers. The FAR provisions referenced above are available at https://www.acquisition.gov/browse/index/far.
- Job Knowledge (60 points)
Detailed knowledge or the ability to learn Agency and US Procurement regulations, instructions and procedures; supply sources for local and offshore procurement; US Federal Specifications and Standard, GSA and Simplified Acquisition procedures are required. Should have good working knowledge of local suppliers and products available to be able to assess the reliability and capability of local contractors and/or suppliers.
- Skills and abilities (40 points)
Must possess skills to organize, and effectively prioritize assignments in line with procurement function/process. Must be able to deal effectively with contractors, vendors and contractors utilizing tact and diplomacy. Must have a high degree of integrity, impartiality and honesty. Must possess strong interpersonal, planning, organization, writing, good negotiating and communication skills. Must make quick and accurate decisions. Must be a self-starter able to work with minimum supervision. Must be able to organize and assess files for completeness and accuracy by ensuring that they are properly documented to withstand the scrutiny of an audit. Must be able to respond to or draft correspondence in well written English.
Total possible points: 100
Two years of college or university studies in Procurement, Business Administration, Economics or a related field.
Prior Work Experience
Three years of experience in procurement, business administration, economics or a related field.
Level IV (Fluent) English and Swahili.
SUBMITTING AN OFFER
Step 1: Register in MyJobsInKenya at www.myjobsinkenya.com
Step 2: Complete the job application at www.myjobsinkenya.com.
Step 3: Internal Offerors/Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages), a copy of your most recent Performance Evaluation Report, and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.
External Offerors/Not Current USG Employees: Attach an updated curriculum vitae/resume (no more than five pages) and copies of all relevant certificates. Scan and attach all the documents as one attachment and upload them to MyJobsInKenya.
Offerors must provide a list of minimum three (3) professional references who are not family members or relatives, with complete name, title, organization where he/she works, description of relationship, with working/accurate telephone numbers and email addresses. The offeror’s references must be able to provide substantive information about his/her past performance and abilities.
Note to Applicants:
- Offers must be received by the closing date and time specified in Section I, item 3, and submitted through myjobsinkenya.com.
- Submissions will only be accepted through www.myjobsinkenya.com. Late and incomplete applications (those that do not contain the applicant’s most current and up to date detailed CV and relevant education certificates) will not be considered for the position.
- All Applicants must provide at least three professional references, who are not family members or relatives, with working telephone and e-mail contacts. The references must be able to provide substantive information about your past performance and abilities. USAID reserves the right to contact your previous employers for relevant information concerning your performance and may consider such information in its evaluation of the application.
LIST OF REQUIRED FORMS PRIOR TO AWARD
The CO will provide instructions about how to complete and submit any required forms after an offeror is selected for the contract award.
BENEFITS AND ALLOWANCES
Benefits and allowances are offered in accordance with the Local Compensation Plan (LCP).
The Contractor must observe Kenyan laws including those concerning income and related tax obligations.
USAID REGULATIONS, POLICIES AND CONTRACT CLAUSES PERTAINING TO PSCs
USAID regulations and policies governing CCN and TCN PSC awards are available at these sources:
- USAID Acquisition Regulation (AIDAR), Appendix J, “Direct USAID Contracts With a Cooperating Country National and with a Third Country National for Personal Services Abroad,” including contract clause “General Provisions,” available at https://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf.
- Contract Cover Page form AID 309-1 available at https://www.usaid.gov/forms. Pricing by line item is to be determined upon contract award.
- Acquisition & Assistance Policy Directives/Contract Information Bulletins (AAPDs/CIBs) for Personal Services Contracts with Individuals available at http://www.usaid.gov/work-usaid/aapds-cibs.
- 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.
- 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/work-usaid/personal-service-contracts-ombudsman
The PSC Ombudsman may be contacted via: [email protected].