Attachment J-1 - PWS 08-18-2021.pdf

Performance Work Statement (PWS) FINAL Dated: 06/11/2021 Business Support Services for the Rural Econnectivity (Reconnect) Program

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PERFORMANCE WORK STATEMENT (PWS)

Business Support Services for the Rural Econnectivity (Reconnect) Program

USDA Rural Development

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1.0 PROGRAM AND MISSION BACKGROUND

1.1 Rural Development (RD) is committed to helping improve the economy and quality of life in rural America. Through RD programs, we help rural Americans in many ways. RD’s funding mechanisms through financed loans, loan guarantees, and grants help to create jobs and support economic development and essential services such as housing, health care, first responder services and equipment, water, electric and communications infrastructure.

1.2 Rural Development (RD) administers various Rural Utilities Service (RUS) Telecommunications Program loan and grant programs. These programs provide financial assistance in the form of loans and grants for the construction, improvement and acquisition of facilities and infrastructure necessary to deliver broadband services to rural areas.

1.3 On March 23, 2018, H.R. 1625 was signed into law, the Consolidated Appropriations Act, 2018 (“The Act”). Sec. 779 of the Act authorized the RUS to expand upon its existing authority to provide loans and grants for the deployment and construction of broadband systems. To accomplish this, RUS established a national broadband service development and expansion initiative. This program facilitates rural economic development by improving access to broadband service in rural areas without service or that lack sufficient access to broadband service. Reconnect has subsequently been reauthorized in the Fiscal Year (FY) 19, FY20 and FY21 appropriation bills.

1.4 The program started as a pilot in 2018, with two iterations of application periods supported by an Indefinite Delivery Indefinite Quantity (IDIQ) contract. This contract is a successor to the Reconnect Broadband Pilot Program (RBPP) contracts. Through Reconnect RUS seeks to continue implementation of a national broadband service and expansion program. This program will facilitate rural economic development by improving access to broadband service in rural areas without service or that lack sufficient access to broadband service. This contract is deemed a critical contract. The project implementation is defined as mission critical and part of a Major Acquisition Program within USDA Rural Development. Upon award of this fully funded contract and being deemed mission critical, contractor services shall continue during lapse of appropriations unless notified by the Contracting Officer.

2.0 Reconnect Business Support Services Scope of Effort

2.1 The scope of the Rural Econnectivty (hereafter referred to as Reconnect) Program is to utilize funding appropriated by Congress to award loans and grants for the accelerated implementation of broadband deployment in areas that currently do not have sufficient access to broadband. These funds will allow opportunities for innovation and business growth that will in turn create jobs and provide significant benefits to the populations previously with limited access to broadband.

2.2 The contractor shall support the Reconnect program via:

2.2.1 Development and refinement of policies, procedures and documentation which support the overall award process.

2.2.2 Refinement of application review policies and procedures.

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2.2.3 Review and scoring of program applications in conjunction with three RUS Financial Analysts, three RUS Engineers and one RUS supervisor.

2.2.4 Support to the RUS Office of Portfolio Management and Risk Assessment Division (PMRA) to assist with the award closing process including but not limited to legal reviews.

2.2.5 Support workshops and webinars prepare award detailed summary reporting and assist in planning of award announcements.

2.2.6 Support for reviewing and analyzing information submitted as part of the application for the purposes of receiving environmental clearances. This shall include preparing reports in accordance with the requirements of 7 CFR 1970 and other applicable environmental regulations as well as supporting the RUS Engineering and Environmental staff.

2.2.7 Support to the RUS program staff for award status tracking and application closing activities.

2.2.8 Schedule and attend regular meetings with the Contracting Officers Representative (COR), Contracting Officer (CO) and RUS program staff to discuss overall status and direction of the Reconnect Program.

2.2.9 Ensure Compliance with all applicable requirements set forth in 7 CFR Part 1740 Rural Econnectivty Program.

2.3 PROGRAM OBJECTIVES

2.3.1 The contractor shall provide the technical and functional activities as required for integration of all tasks specified within this PWS. Including, but not limited to, productivity and management methods such as quality assurance, progress/status reporting and application reviews.

2.3.2 Provide the centralized administrative, clerical, documentation, and related functions to support the Reconnect Broadband Program (RBP).

2.3.3 Development and execution of agreed upon processes and procedures necessary for processing of all loan and grant applications during the agreed upon time frames.

2.3.4 For the purposes of planning, there will be funding windows for the submission of loan and grant applications and the contractor shall plan on receiving batches of applications at the end of the funding window that will then need to be reviewed.

2.3.5 Contractor shall be prepared to analyze a small number of applications on a rolling basis as the applications are being submitted.

2.3.6 Applicants for Reconnect loans and grants may submit applications via the Reconnect online portal at any time during an open application window.

2.3.7 The online portal utilizes the Salesforce platform. Application windows shall be announced through periodic Funding Opportunity Announcements (FOA). The FOA shall follow the requirements of

Page -4-the recently published Reconnect Regulation, 7 CFR 1740. Contractor shall be prepared to process between 200 – 500 applications per application window.

3.0 DESCRIPTION OF PROGRAM TASK SUPPORT REQUIREMENTS

3.1 The Reconnect Program review process is intended for the vendor review team to accomplish the review objectives efficiently, effectively, and consistently, which include but are not limited to the following:

3.1.1 Generating review materials that are consistent in presentation, comprehensive in level and detail of analysis

3.1.2 Validating the accuracy and consistency of submitted application materials

3.1.3 Validating all pro forma assumptions

3.1.4 Conducting financial analysis utilizing specific risk factors and economic conditions to assess applicants’ financial strength and ability to withstand changing financial conditions and mitigating derived risks

3.1.5 Conducting an engineering analysis to determine requirements are satisfied and identifying technical risk factors and associated mitigants within each application

3.1.6 Determining the appropriate level of environmental review required in accordance with 7 CFR 1970 and other applicable environmental regulations and policies in order to make an environmental determination

3.1.8 Ensuring the process and methodology is consistent and reproducible across reviewers and applications.

3.1.9 Support all aspects of the application review process for the application submissions.

Government will provide Sharepoint site that serves as the review system

3.1.10 Develop systems for coordinating, tracking, and monitoring progress of the applicant submissions. The contractor shall provide expertise in pulling reports from a Salesforce based application system.

3.1.11 The contractor shall appoint a project manager as Key Personnel and provide a resume. The appointed project manager is subject to USDA RD approval.

3.1.12 Schedule and conduct a Kick-off meeting within 5 business days of contract award. Contractor shall document meeting minutes and forward to the CO, COR and Federal project manager.

3.2 TASK SUPPORT DESCRIPTIONS

3.2.1 LEVEL 1 (L1) – Functional Area 1 - L1 Reviewers are responsible for verifying that an application is accurately completed and there are no immediate discrepancies in the application that make the application ineligible. L1 reviewers shall verify that all the correct and necessary document uploads are

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3.2.2 Before the applicant can submit an application, the ReConnect application portal conducts a validation of the application to assess its completeness and consistency.

3.2.3 The L1 review verifies that all correct documents have been uploaded, and that the application passes the initial review.

3.2.4 An application that successfully passes the L1 Review is routed to the L2 Review.

3.2.5 The reviewer may recommend reaching out to the applicant to collect additional information, using an established process which promotes consistency.

3.2.6 Any application that does not pass the L1 review shall be routed to the Government Program Manager for review and final decision-making.

3.3 LEVEL 2 (L2) – Functional Area 1The L2 Review is divided into four components: Financial Review, Technical Review, Service Area Validation (SAV – Government Function – support not included in the requirements of this PWS) and the Environmental Review processes. L2 reviewers conduct a detailed analysis of 3 of the components of the application (Technical, Financial and Environmental) to verify that the proposed funded project is cohesive, reasonable, and meets the requirements set forth in the current Funding Opportunity Announcement (FOA).

3.3.1 L2A – Technical and Financial Review: The technical review component is responsible for verifying that the applicant is proposing a project that is feasible from a cost, timeline, and technological perspective. The technological perspective shall ensure that the proposed technology has the capability to deliver the service specified in the FOA to every premises in the PFSA. The reviewer assesses whether the proposed project is feasible from a technical perspective. The reviewer shall use their expertise to review relevant information pertaining to the network design, access, distribution network, core network, or existing network integration. After reviewing the technical feasibility, the reviewer shall assess the construction feasibility based on the master timeline proposed by the applicant and the buildout schedule detailed by the applicant. The reviewer shall verify that the information submitted by the applicant is consistent and reasonable based on the key milestones and the proposed start time of the project. At this point of the review, the reviewer assesses if the proposed network budget is feasible considering the cost of the entire proposed plan, network design, and coverages within the stated timeline. The reviewer shall take into account all network elements, including project plan requirements, solution and design considerations, technology and equipment, location, construction and deployment. The findings from the review shall be succinctly summarized in a report for the review of the Government Program Manager and Credit Decision Committee.

3.3.1.2 Technical Reviewer. Technical Reviewers assess the technical feasibility and cost reasonability of a project using information on capital investment, network design, and costs, submitted by the applicant. If necessary, they provide suggestions for award covenants that mitigate any issues affecting the technical feasibility of a project. The Technical Reviewer has an educational background in engineering and experience in implementing Telecom projects and solutions including but limited to fiber, copper, coax and wireless facilities.

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3.3.1.3 Technical Subject Matter Expert. The Technical Subject Matter Expert provides guidance and performs consistency reviews on outputs of the Technical Reviews to ensure consistency across evaluations and identify any issues to be remedied by Technical Reviewers. The Technical Subject Matter Expert has an educational background in engineering and at least ten (10) years of experience in implementing Telecom projects and solutions.

3.3.1.4 Financial Reviewer. Financial Reviewer process is broken out into five parts. During the process, reviewers determine the financial and business risks presented by the applicant and validate assumptions set forth by the applicant. All applications (grant, loan, and grant-loan combinations) shall be reviewed according to the process described below, but the outputs may differ by application type.

The Financial Reviewer has an educational background in finance or a business-related field, and at least two (2) years of experience in financial analysis with a minimum of two (2) years reviewing financials of telecommunication companies.

3.3.1.5 Financial Subject Matter Expert. The Financial Subject Matter Expert shall perform consistency reviews on the Financial Reviews to ensure consistency across evaluations and identify any issues to be remedied by the Financial Reviewer. The Financial Subject Matter Expert has an educational background in finance or a business-related field. They have at least two (2) years of experience in financial analysis of telecommunication companies.

a. Due Diligence. Reviewers shall review applications using an extensive L2 financial checklist, attached to the Appendix of this document, to assess whether the information is accurate before initiating a financial review. This checklist changes depending on the requirements of the current

FOA.

b. Assumption verification. The first step of underwriting is to verify whether the assumptions contained in the pro forma financials are reasonable, or whether the application needs to be updated with more realistic assumptions. The applications shall include pro-forma financial information for five (5) years based on a series of business and financial assumptions. The reviewer shall evaluate and validate the assumptions behind revenue and expense projections, capital contributions, debt service schedules, and other aspects of the proposal.

c. Financial Structure Classification and Risk Rating Tool. Once the applicant’s assumptions have been validated and updated, as appropriate, the underwriter shall review the application materials, guided by a Risk Rating Tool (RRT), to evaluate the applicant’s risks related to specific criteria, including scale, business profile, profitability, leverage and financial risk, and management capacity. The findings under each of the categories represent an important input to the ReConnect’s internal RRT. The risk rating categories align with industry practices for evaluating the financial strength of broadband institutions with refinements to address the unique characteristics of ReConnect applicants. The completion of the RRT shall result in a final score or credit risk rating that, measures the overall financial strength of the borrower.

d. Perform Sensitivity Analysis. Evaluate the strengths and risks of a proposed project and the overall financial strength of the applicant.

e. Document Financial Feasibility. If necessary, the financial subject matter expert shall provide suggestions for award covenants that mitigate any issues with the financial feasibility of a project.

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3.4 L2 B – ENVIRONMENTAL REVIEW Support pre-award and post award of the Environmental Compliance Process and interact with the RUS Engineering and Environmental Staff in the review of applications for environmental and historical compliance.

3.4.1 Part 1 Environmental Reviewer. Perform an initial review to validate that the interactions with data layers from the construction map are appropriately documented in the Environmental Questionnaires EQs.

3.4.2 Part 2 Environmental Reviewer. Review the environmental questionnaires focusing on the narratives and justifications provided. As part of this review, Environmental Reviewers assess whether the applicant has provided sufficient documentation to demonstrate compliance with RD environmental regulations (7 CFR 1970) and any other application regulations or policies and recommend an environmental finding. If necessary, they recommend covenants that mitigate issues with the environmental regulatory compliance of a project. In addition, they will work with the awardees to satisfy all environmental requirements.

3.4.3 L2A and L2B Review Schedule: The Government has the right to modify the review order in the L2 A/B process.

3.5 Level 3 (L3) - Administration and Award Monitoring/Final Processing Requirements:

3.5.1 After all of the L2 reviews have been conducted, the Case Manager (CM)uses the SharePoint system to compile the outputs into a summary report with the review team’s recommendation.

3.5.2 If the review team recommends that additional information be requested from the applicant for any 100% loan application, the CM shall draft a letter requesting specific information from the applicant, to be provided to the Program Manager with the summary report.

3.5.3 The Program Manager reviews the report, consulting with RUS staff as appropriate, and provides the final recommendation decision: accept, reject, or request additional information.

3.5.4 If the Program Manager decides to recommend the application be rejected, the CM drafts a letter of rejection, which is reviewed before being sent to the applicant.

3.5.5 For applications with a “request additional information” decision, the Program Manager is requesting the review team to clarify any questions.

3.5.6 Due to the complexity around the Environmental Review component, the reviewer may reach out to the applicant, with the Program Manager’s approval, before this point, as missing information or clarification is needed. If the Program Manager decides to recommend the application be accepted, the application continues to the award process to be reviewed by the Credit Committee.

3.5.7 At the end of the L2 Review process, the Program Manager provides a recommendation for the application. In some instances, the Program Manager may choose to consult with RUS Staff after the Application Review Team has completed their review before deciding to approve or reject an application.

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3.5.8 After consulting RUS Staff, the Program Manager may route the application back to the Application Review Team to make any necessary changes based on the input received from the RUS Staff.

3.5.9 If the recommendation is to approve the application, then it begins the award approval process.

In the first step of the process, the Credit Committee reviews the L2 Summary Report for any application that is proposing loan the use of loan funds and deliberates on the decision to accept or reject the application. The committee may request to hold a meeting to discuss the application or to receive clarifying information. If the Credit Committee requests clarification or a meeting, the deliberation process is put on hold until a resolution occurs. Vendor will facilitate the Credit Committee meeting.

3.5.11 For applications that receive a recommendation of “Do Not Award,” the Review Team shall prepare the notification to the applicant informing them that they will not receive an award and the ReConnect Program Staff shall be responsible for sending the notice.

3.5.12 Applications with an “Award” recommendation above $25 million are sent to the Senior Loan Committee (SLC) who provides a recommendation to the RUS Administrator who will make the final decision in approving an application for an award. The (SLC) may request clarifying information before making the approval decision.

3.5.13 Before proceeding with the decision, RUS will verify the status of funds for the program and adjust accordingly.

3.5.14 If enough funds are available, for applications that receive final approval for an award, the Review Team will draft the award documents.

3.5.15 If the applicant accepts the award, the Program Manager, signs the award letter, and sends draft agreements to the awardee. If the applicant accepts the award, the funds are then obligated to the project.

3.5.16 100% Loan applicants may reject the award offer and begin the process of negotiating the award terms with the Program Manager. Review team will assist the Program Manager.

3.5.17 If awarded applicants reject the award, RUS may offer the applicant an opportunity to begin the process of negotiating the award terms on a case-by-case scenario.

3.5.18 Support the financial analysts within the RUS Office of Portfolio Management and Risk Assessment Division (PMRA) with closing all aspects of the approved awards including but not limited to a required level of legal review.

4.0 Key Personnel and Position Requirements by Functional Area:

4.1 L1 Review and Key Personnel Requirements – Functional Area 1 - Paragraph 3.1 (see above):

4.1.1 Contractor shall have two (2) years or more experience consulting on rural broadband objectives.

4.1.2 Contractor shall have general knowledge of the Reconnect Program

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(https://www.usda.gov/reconnect) and in-depth knowledge of all other USDA and Federal Communications Commission programs such as Rural Digital Opportunity Fund (RDOF) (https://www.fcc.gov/auction/904), Connect America Fund (CAF) (https://www.fcc.gov/general/connect-america-fund-caf), Community Connect (https://www.rd.usda.gov/programs-services/community-connect-grants) and other US Government programs for the development and implementation of broadband access.

4.1.3 Contractor shall provide personnel with experience querying and interpreting reports from a SalesForce based system.

4.1.4 Contractor shall provide a minimum of two (2) years’ engineering experience in the review, development, and operation of broadband services and systems. This requirement may be met by subcontracting service experience.

4.1.5 Contractor shall provide a minimum of two (2) years’ experience in the review and development of financial models that support broadband and telecommunications services. This requirement may be met though subcontracting service experience.

4.1.6 Contractor shall provide a minimum of two (2) years’ consulting experience in the operations of electric cooperative and municipal organizations.

4.1.7 Contractor shall have experience or access to experience conducting environmental compliance reviews.

4.1.8 Contractor shall have at least two (2) years of experience or access to experience for legal assistance with an attorney versed in the development and review of legal documents associated government contracts and the broadband/telecommunication industry.

4.2 L2B Review Requirements under (Environmental Review) Key Personnel Requirements – Functional Area 1 - Paragraph 3.4 (see above):

4.2.1 Archeological and historic preservation expertise is required for the successful completion of application reviews. The contractor shall provide resumes for all personnel proposed under this section and the Reconnect program reserves the right to review and approve the proposed experts. These experts shall be needed during application review and approval periods and throughout the award closing process.

4.2.2 Historic Preservation

4.2.2.1 The contractor shall provide an expert with a graduate degree in history or a bachelor’s degree in history or a closely related field plus one of the following:

4.2.2.2 At least two (2) years of full-time experience in research, writing, teaching, interpretation, or other demonstrable professional activity with an academic institution, historic organization or agency, museum, or other professional institution; or

4.2.2.3 Substantial contribution through research and publication to the body of scholarly knowledge in the field of history.

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4.2.3 Archeology

4.2.3.1 The contractor shall provide an expert with a graduate degree in archeology, anthropology, or closely related field plus:

4.2.3.2 At least one (1) year of full-time professional experience or equivalent specialized training in archeological research, administration, or management.

4.2.3.3 At least four months of supervised field and analytic experience in general North American archeology, and

4.2.3.4 Demonstrated ability to carry research to completion.

4.3 Historic Architecture

4.3.1 The contractor shall provide an expert with professional qualifications in historic architecture via a professional degree in architecture or a valid State license to practice architecture, plus one of the following:

4.3.2 At least one (1) year of graduate study in architectural preservation American architectural history, preservation planning, or closely related field; or

4.3.3 At least one (1) year of full-time professional experience on historic projects. This experience or study shall include investigations of historic structures, preparation of historic structures research reports, and preparation of plans and specifications for preservation projects.

4.4. L3 Administration and Award Monitoring Requirements and Key Personnel Functional Area 2– See Paragraph 3.5 (above):

4.4.1 Development and execution of agreed upon process and procedures necessary to assist with post award activities and monitoring.

4.4.2 The contractor shall provide support for the entire application process as described in the PWS.

4.4.3 The contractor shall support RD with effective and efficient communications / outreach to program stakeholders. This may include onsite workshops and / or webinars.

4.4.4 The contractor shall prepare the award summary information and assist with planning of award announcements.

4.4.5 The contractor shall assist in development of webpage content for announcing funding windows, communicating requirements of the funding window, announcing awards and other necessary webpage development supporting the Reconnect program.

4.4.6 Reporting

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4.4.6.1 The contractor shall provide personnel with experience querying and interpreting reports from a SalesForce based system.

4.4.6.2 The contactor shall assist in the identification, development and execution of reports that show all necessary data (e.g., funding location(s), technology(s) deployed, coverage achieved) to allow the program to manage, monitor and inform applicants and awardees (As well as other internal and external stakeholders) and to visually highlight the impacts of funding improving broadband infrastructure deployments.

4.4.6.3 The reporting data shall be maintained in USDA Rural Development (RD) systems. Contractor shall prepare summary reports highlighting all approved awards from each funding window.

4.4.7 Management and Administration

4.4.7.1 The contactor shall develop and execute an agreed upon program project management plan that includes all items necessary to execute this order, including, but not limited to: a master schedule of multiple tasks and labor mix required to address all aspects of this PWS, a Quality Assurance Surveillance Plan (QASP) that monitors quality assurance throughout the life of the contract ensuring that scheduled requirements are met or exceeded to support aggressive deployment schedules, meetings as necessary to assure the successful delivery under the contract, and a detailed work plan that addresses all requirements set forth in this PWS.

4.4.7.2 The contractor shall designate a Program Manager (PM), as key personnel, and who shall act as the interface with the Contracting Officers Representative (COR) and Contracting Officer (CO).

4.4.7.3 The contractor shall provide a resume for the proposed PM and RD reserves the right to approve or disapprove the proposed individual.

4.4.8 Key Personnel Requirements Under Functional Area 2:

4.4.8.1 The contractor shall provide a Program Manager for this contract. Preferred qualifications for this position are possession of a project management credential such as Project Management Professional (PMP), Certified Scrum Master (CSM) or International Project Management Association (IPMA) level C.

4.4.8.2 It is also preferred that the Program Manager posses three (3) or more years’ experience managing programs or projects valued more than $15 Million life cycle cost.

4.4.8.3 Duties of Functional Area 2 will include but are not limited to the following:

A. Monitor and refine the existing workflow process and loan and grant document tracking process that utilizes RD’s loan and grant applications systems as part of the tracking process. These systems allow for the data capture of all recipients, points of contact, project descriptions, approval dates, and progress reports.

B. Maintain central system repository for all correspondence and communication with the applicants utilizing RD and contractor approved tracking information collection process

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C. Assist the agency with reporting to track and summarize performance, obligation, and expenditure data.

D. Assist program staff in developing project monitoring guidance and policies.

E. Assist program staff in drafting recommendations in response to audits.

F. Assist program staff with the development of award announcements and interfacing with other RD offices for press releases from USDA

G. Assist with the development of webpage content

H. Identify requirements for reports that show all necessary data and assist RD with specific reporting as required.

I. Identify options for an online “Dashboard” management tool for RD that displays real time program and performance information

J. Ensure the availability of staff with the requisite experience, skills, and knowledge required per the Staffing Plan and Labor Mix submitted in the technical proposal.

K. Develop and maintain a project management plan which includes a master schedule of all required tasks. Regularly brief the COR and CO on the project management plan

L. Assist the agency to track metrics and conduct ongoing internal evaluation of performance in meeting program goals as it relates to proposal submissions

M. Develop, maintain, and follow the Quality Assurance Surveillance Plan (QASP) as submitted and approved by the Government. Regularly brief the COR, CO, and Federal program staff on the QASP.

N. Provide regular status reports in a format acceptable to the COR and CO. The reports shall reflect the accomplishments achieved during the current reporting period and projections for the upcoming reporting period(s). At a minimum these reports shall be prepared monthly and submitted along with the monthly invoice in the Invoice Processing Platform (IPP).

4.4.9 Training Development and Execution

4.4.9.1 Development and execution of training associated with the agreed upon process and procedures necessary for processing, administering, and monitoring of all loan and grant applications and awards.

4.4.9.2 Develop a Process Training Plan that shall be utilized for training the entire applicant proposal review team and certain RUS staff.

4.4.9.3 Develop a Training Plan which supports all procedures necessary for processing, administering, and monitoring of all loan and grant applications and awards

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4.4.9.4 Conduct training per the training plan on procedures for processing, administering, and monitoring of all loan and grant applications and awards.

4.4.10 Contingency Operational Support –

5.0 Transition Requirements – Phase In/Out

5.1 Phase-In Requirements (Onboarding):

5.1.1 All key personnel/key positions shall be internally onboarded with the contractor prior to the contract kick off meeting.

5.1.2 Fifty (50) percent of the total staffing shall be internally onboarded within two weeks of the award.

5.1.3 The total (100 percent) of the staffing shall be internally onboarded within 30 days of the award.

5.1.4 All contractor personnel shall follow RD suitability requirements within 30 days of internal hire

5.1.5 All contractor personnel shall follow RD suitability requirements within 60 days or in accordance with RD onboarding policy/procedures.

5.2 Transition-Out (Phase Out).

The contractor shall collaborate with the COR and Federal Program Manager at a minimum of 150 days, prior to the end of the contract, to develop a transition-out plan IAW FAR 52.237-3.

6.0 Schedule of Primary Deliverables – TABLE 1:

# Description Details Delivery Format Due Date

1 Project management Plan

Assurance of an adequate overall management plan that addresses all aspects of this PWS to include:

• Goals and Objectives

• Schedule

• Roles and responsibilities

• Technical Approach

In a format acceptable to contractor and program staff

Due at time of Proposal Submission

Updates as required

Updated in the monthly status report

2 Kickoff Meeting Discuss and review the following:

•Objectives •Schedule •Roles and responsibilities •Next steps

Via email, in-person or virtual meeting with CO and COR

5 business days after execution of award

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# Description Details Delivery Format Due Date

3 Monthly Status Report

Summarize period progress, upcoming work, milestones issues, schedules, and risks if applicable associated with this task order.

Via email and in-person to CO and COR

Last business day of each month

4 Baseline Master Program Schedule

Provide a master program plan Via email and in-person to COR and RD if requested

15 business days after item 2

5 Updated Project Schedule / Integrated Master Schedule

Provides a monthly update focused on the critical path to project success

Included in item 3 and in-person to COR and RD if requested

Last business day of each month

6 Risk Management Plan / Risk Register

Maintains and provides a monthly summary of operating model, program collaboration

Included in item 3 and in-person to CO and COR

Last business day of each month

7 Recurring Leadership Briefing

Presentation and meeting on a recurring basis that includes highlighted issues, risk if applicable, and schedule milestones

In a format acceptable to contractor and program staff

Monthly, or as requested by COR

8 Weekly Program Meeting

Facilitate a weekly program meeting with a planned agenda, to provide discussions and cross-program updates with the RUS Program Manager

In a format acceptable to contractor and program staff

Weekly

7.0 Quality Assurance Plan (QASP)

7.1 The Government will utilize a QASP to monitor the contractor’s performance on the contract.

The QASP is a living document and can change at any time during the life of the contract. As such, the Government reserves the right to unilaterally edit the QASP at the Government’s discretion. Sample QASP is listed below.

Performance Objective

Performance Standard

AQL Inspection Method/ Frequency

Reporting Requirement

The contractor shall provide high quality reporting supported by accurate data and reporting

No more than 5% of requirements/deliverables submitted after the required completion date. Shall maintain exemplary grammar, utilize standardized format, and less than 5% data discrepancy

Periodic and random surveillance conducted by observation of any deliverable/report

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Daily attendance and demeanor

8:00 am to 4:30 pm Monday – Friday.

Dress and Communicate professionally

Daily Attendance required or backup support provided.

Personnel shall not be absent more than 3 days/month without Dr. verification.

Demeanor shall be professional, business casual and communication clear, understandable and professional

Daily Surveillance, attendance observation and deliverable timeliness

Contractor shall respond timely and correctly with minimal supervision to tasks

Performs tasks correctly and timely with minimal supervision.

Will analyze and utilize independent judgement.

Acceptable Standard – 90% accurate and timely

Excellent Standard – 95% accurate and timely

Random Daily duties

Provide excellent Customer Service

Courteous, professional, and responsive to all inquiries

95% Customer Service Satisfaction with minimal Complaints. Any complaints shall be addressed within 24 business hours of notice

Periodic Daily Customer Feedback

Database Management

Updates database by entry and collection of information as assigned.

Determined by the Task Order and IAW the

QASP

95% accurate

Periodic monthly

8.0 TYPE OF AWARD

8.1 The Government anticipates a Firm Fixed Price Indefinite Delivery Indefinite Quantity (IDIQ) award resulting from the solicitation. Task Orders will be issued to support the base IDIQ Scope of work but will present the specific requirements for the POP that are determined a bona fide need. An RFP will be sent to the vendor with a PWS. The vendor will respond with a quote or related document as required and within the specified timeframe requested. Award will be made upon the determination of the CO that the quote meets all the specifications in the PWS, and funding is available to support the quote. Work will commence upon written approval by the CO.

9.0 PERIOD OF PERFORMANCE

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9.1 The Period of Performance for the work/services covered under this contract shall be:

9.1.1 Base Period of 12 Months commencing upon award

9.1.2 Option Period 1: 12 months beyond base period

9.1.3 Option Period 2: 12 months beyond option period 1

10.0 Recognized Holiday

10.1 The following federal holidays are observed as set forth below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day Presidents’ Day Veterans’ Day Memorial Day Juneteenth Day Independence Day Thanksgiving Day Christmas Day Inauguration Day (For D.C. area contractor only)

10.2 In addition to the days designated as holidays, the Government observes the following days:

10.2.1 Any other day designated by Federal Statute

10.2.2 Any other day designated by Executive Order

10.2.3 Any other day designated by a President's Proclamation

10.2.3.1 It is understood and agreed between the Government and the contractor that observance of such days by Government personnel shall not otherwise be a reason for an additional period of performance, or entitlement to compensation except as set forth within the contract.

10.2.3.2 If a contractor believes that an unplanned absence has an impact on the price or period of performance, it should notify the contracting officer (CO) of the changed condition and submit a claim for equitable adjustment (see FAR 52.233-1).

10.2.3.3 Nothing in this referenced clause abrogates the rights and responsibilities of the parties relating to "stop work" provisions as cited in other sections of this contract.

11.0 Place of Performance

11.1 The primary place of performance for these efforts will be at the offeror’s place of business.

11. 2 Individual Task Orders may require travel or performance at the USDA-Rural Development

Office located at 1400 Independence Street SW, Suite 6950, Washington, DC 20250.

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11.3 The actual performance location will be identified in the individual task order(s). The contractor must seek Contracting Officer (CO) approval for any location not designated as the primary place of performance and for any remote work arrangements.

11.4 The Contractor agrees that this is a non-personal services contract and must not represent itself as an agent or partner of, or in joint venture with the Government; and that it will neither supervise nor accept supervision from Government employees.

12.0 Required Work Hours

The hours of operation on site shall be limited to Monday through Friday, between 6 a.m. and 6 p.m.

local time, excluding Federal Holidays and other specified closings, unless otherwise noted. The actual day-to-day hours needed shall be based on the needs of the program. It is anticipated that support provided under this PWS will require, at a minimum, interaction with government personnel during RD’s core business hours of 9:00a.m. to 2:30 p.m. shall be covered. The schedule may need to be adjusted on occasion to provide specific support coverage, to address major system / application releases, attend events and/or other pressing contingencies. Overtime may be prior approved only by the Contracting Officer in accordance with FAR and RD policy.

13.0 Rehabilitation Act of 1973

13.1 This PWS is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the Workforce Investment Act of 1998 (P.L. 105-220). Specifically, subsection 508(a) requires that Federal employees and members of the public with disabilities have comparable access to and use of information and data provided to employees and members of the public without disabilities.

14.0 Training and Travel

14.1 Travel under this task award may be necessary accomplish certain task(s) contained in this task award. Travel shall be authorized by the COR and CO prior to commencement for billing against the contract. Except for exceptional circumstances, travel will not be reimbursed at more than applicable rates cited in the Federal Travel Regulations, prescribed by the General Services Administration, for travel in the conterminous 48 United States or the Standardized Regulations (Government Civilians, Foreign Areas), Section 925, "Maximum Travel Per Diem Allowances for Foreign Areas," prescribed by the Department of State, for travel in areas not covered above.

14.2 The contractor is expected to provide a fully trained workforce to the government; therefore, personal development training costs and hours are not billable to the government. If the government elects to pay for mission-specific training not available commercially, the specific details shall be provided on how training will be paid/reimbursed.

14.3 There are rare circumstances where the government may reimburse for other specific training.

This shall be approved by the COR and CO prior to any training.

15.0 Government Furnished Property / Information

15.1 RD will provide policies, procedures, historical stakeholder data, financial data, and individual loan and grant files to the extent needed for successful execution of the project. Unless otherwise indicated, all data made available under this project shall remain confidential.

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15.2 The Awardees deliverables and all data collected under this project are the sole property of the government and are not for distribution without prior written consent of the COR and CO.

15.3 RD will provide government-issued computers for all contractor employees requiring access to RD systems for application tracking and monitoring, correspondence tracking, loan and grant processing and servicing, reporting and any other purposes specific to this project. All contractor employees issued a USDA computer will log to the computer a minimum of once every 29 days. The contractor shall provide a by serial number inventory of all Government Furnished Equipment once per calendar quarter.

15.4 The contractor shall be required to obtain a government-issued ID and logon-ID and take security awareness courses to access RD systems. Contractor personnel shall be required to complete onboarding procedures per direction from the Rural Development Security and Emergency Management Division.

15.5 Conditional Access and Data Sensitive Security Information, Non-Disclosure Agreement as outlined in DM-3550-02.

15.6 FAR 42.13 and FAR Clause 52.242-17 - Government Delay of Work (APR 1984)

15.6.1 If the performance of all or any part of the work of this contract is delayed or interrupted (1) by an act of the Contracting Officer in the administration of this contract that is not expressly or impliedly authorized by this contract, or (2) by a failure of the Contracting Officer to act within the time specified in this contract, or within a reasonable time if not specified, an adjustment (excluding profit) shall be made for any increase in the cost of performance of this contract caused by the delay or interruption and the contract shall be modified in writing accordingly. Adjustment shall also be made in the delivery or performance dates and any other contractual term or condition affected by the delay or interruption.

However, no adjustment shall be made under this clause for any delay or interruption to the extent that performance would have been delayed or interrupted by any other cause, including the fault or negligence of the Contractor, or for which an adjustment is provided or excluded under any other term or condition of this contract.

15.6.2 A claim under this clause shall not be allowed (1) for any costs incurred more than 20 days before the Contractor shall have notified the Contracting Officer in writing of the act or failure to act involved, and (2) unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the delay or interruption, but not later than the day of final payment under the contract.

16.0 Contracting Officer’s Representative.

16.1 The designated COR will be nominated and appointed, in writing, at time of award.

17.0 Security Requirements

17.1 The systems supported under this task are Low.

17.2 Suitability/Risk Level

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17.2.1 The suitability or risk level for this work has been determined to be: Low. As such, the contractor shall pre-screen their employees to eliminate anyone who does not meet the following criteria:

17.2.2 The prospective employees can be U.S. Citizens OR Foreign Nationals.

17.2.3 For low-risk contracts, as prescribed in 48 CFR 1337.110-70(c), insert the following clause:

48 CFR 1352.237-71 Security Processing Requirements—Low Risk Contracts (APR 2010)

17.2.4 Investigative Requirements for Low-Risk Contracts. All contractor (and subcontractor) personnel proposed to be employed under a Low-Risk contract shall undergo security processing by the Department's Office of Security before being eligible to work on the premises of any Department of Commerce owned, leased, or controlled facility in the United States or overseas, or to obtain access to a Department of Agriculture IT system.

17.2.5 All Department of Agriculture security processing pertinent to this contract will be conducted at no cost to the contractor.

17.3 Investigative requirements for Non-IT Service Contracts are:

17.3.1 Contracts more than 180 days—National Agency Check and Inquiries (NACI).

17.3.2 Contracts less than 180 days—Special Agency Check (SAC).

17.4 Investigative requirements for IT Service Contracts are:

17.4.1 Contracts more than 180 days—National Agency Check and Inquiries (NACI).

17.4.2 Contracts less than 180 days—National Agency Check and Inquiries (NACI).

17.5 In addition to the investigations noted above, non-U.S. citizens shall have a background check that includes an Immigration and Customs Enforcement agency check.

17.6 Additional Requirements for Foreign Nationals (Non-U.S. Citizens). Non-U.S. citizens (lawful permanent residents) to be employed under this contract within the United States shall have:

17.6.1 Official legal status in the United States.

17.6.2 Continuously resided in the United States for the last two (2) years; and

17.6.3 Obtained advance approval from the servicing Security Officer in consultation with the Office of Security headquarters.

17.7 DOC Security Processing Requirements for Low-Risk Non-IT Service Contracts.

17.7.1 Processing requirements for Low-Risk non-IT Service Contracts are as follows:

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17.7.1.1 Processing of a NACI is required for all contract employees employed in Low-Risk non-IT service contracts for more than 180 days. The Contracting Officer's Representative (COR) will invite the prospective contractor into e-QIP to complete the SF-85. The contract employee shall complete fingerprinting.

17.7.1.2 Contract employees employed in Low-Risk non-IT service contracts for less than 180 days require processing of Form OFI-86C Special Agreement Check (SAC), to be processed. The Sponsor will forward a completed Form OFI-86C, FD-258, Fingerprint Chart, and Credit Release Authorization to the servicing Security Officer, who will send the investigative packet to the Office of Personnel Management for processing.

17.7.1.3 Any contract employee with a favorable SAC who remains on the contract over 180 days will be required to have a NACI conducted to continue working on the job site.

17.7.1.4 For Low-Risk non-IT service contracts, the scope of the SAC will include checks of the Security/Suitability Investigations Index (SII), other agency files (INVA), Defense Clearance Investigations Index (DCII), FBI Fingerprint (FBIF), and the FBI Information Management Division (FBIN).

17.7.1.5 In addition, for those individuals who are not U.S. citizens (lawful permanent residents), the Sponsor may request a Customs Enforcement SAC on Form OFI-86C, by checking Block #7, Item I. In Block 13, the Sponsor should enter the employee's Alien Registration Receipt Card number to aid in verification.

17.7.1.6 Copies of the appropriate forms can be obtained from the Sponsor or the Office of Security. Upon receipt of the required forms, the Sponsor will forward the forms to the servicing Security Officer. The Security Officer will process the forms and advise the Sponsor and the Contracting Officer whether the contract employee can commence work prior to completion of the suitability determination based on the type of work and risk to the facility (i.e., adequate controls and restrictions are in place). The Sponsor will notify the contractor of favorable or unfavorable findings of the suitability determinations. The Contracting Officer will notify the contractor of an approved contract start date.

17.7.1.7 Security Processing Requirements for Low-Risk IT Service Contracts. Processing of a NACI is required for all contract employees employed under Low-Risk IT service contracts.

17.8.1 Contract employees employed in all Low-Risk IT service contracts will require a National Agency Check and Inquiries (NACI) to be processed. The Contracting Officer's Representative (COR) will invite the prospective contractor into e-QIP to complete the SF-85. Fingerprints and a Credit Release Authorization shall be completed within three working days from start of work, and provided to the Servicing Security Officer, who will forward the investigative package to OPM.

17.8.2 For Low-Risk IT service contracts, individuals who are not U.S. citizens (lawful permanent residents) shall undergo a NACI that includes an…