S01 - Administrative Services - Mississippi - Revised 09142020.pdf

United States Department of Agriculture (USDA) Natural Resources Conservation Service (NRCS)

Administrative Support Services Mississippi

FOR SOLICITATION INFORMATION: Julie Simpson julie.simpson@usda.gov Phone: 816-926-1200

OFFERS DUE DATE/LOCAL TIME: September 18, 2020

12:00 PM CST

mailto:julie.simpson@usda.gov

A Solicitation/Contract Form

A.1 SF 1449 – to be provided upon award

A. 2 Department/Agency

A.2.1 United States Department of Agriculture (USDA)

Natural Resources Conservation Service (NRCS)

A.3 Contracting Office

A.3.1 Farm Production and Conservation - Business Center

Acquisition and Procurement Division Section 1 - Operations Branch

A.4 Contracting Officer

A.4.1 Brantt Lindsey, email: brantt.lindsey@usda.gov Phone: 816-926-1541

A.4.2 Any USDA FPAC BC Contracting Officer can act on this contract should the need arise.

A.4.3 A Contracting Officer is the only individual who can legally commit or obligate the Government for the expenditure of public funds. Only the contracting officer has authority to: (1) increase or decrease the award amount; (2) direct or negotiate any changes; (3) modify or extend the period of performance; (4) change the schedule of completion; (5) authorize payment under this order;

(6) otherwise modify any terms or conditions of this Contract.

A.5 Contract Specialist

A.5.1 Julie Simpson, email: julie.simpson@usda.gov Phone: 816-926-1200

A.6 Program Office/Contracting Officer’s Representative

A.6.1 Natural Resources Conservation Service Mississippi State Office

A.6.2 Contracting Officer’s Representative (COR)

A.6.2.1 Matthew S. Gong, email: matthew.gong@usda.gov Phone: 601-863-3933

A.6.2.2 The COR is an individual designated in writing by the Contracting Officer (CO) to act as an authorized representative of the CO to perform specific contract administrative functions within the scope and limitations as defined by the CO in the COR’s appointment letter. This letter specifies the extent of the COR’s authority to act on behalf of the CO. If the contractor does not receive a copy of the COR appointment letter, the contractor is required to request a copy of it from the CO prior to commencing work.

mailto:julie.simpson@usda.gov mailto:matthew.gong@usda.gov

Individuals not designated in writing as a COR by the CO are not considered a COR and do not have the authority delegated to the COR. If the contractor considers any action or inaction by a COR, any other government employee (such as an inspector), or representative or agent of the government as a change to the contract terms and conditions they must notify the contracting officer immediately and not proceed with any such change until approved by the contracting officer.

End of Section

B SF 1449 Services/Supplies and Prices/Costs

B.1 Contract Type

B.1.1 Purchase Order

B.1.2 Fixed Not to Exceed Price

B.2 Pricing

B.2.1 The fixed not-to-exceed amount for this purchase order is $____________. (To be provided upon award)

B.2.2 The total not-to-exceed amount for each period (to be provided upon award):

B.2.2.1 Base Period (11/05/2020 – 11/04/2021): $_________

B.2.2.2 Option Period One (11/05/2021-11/04/2022): $_________

B.2.2.3 Option Period Two (11/05/2022-11/04/2023): $_________

B.2.2.4 Option Period Three (11/05/2023-11/04/2024): $_________

B.2.2.5 Option Period Five (11/05/2024-11/04/2025): $_________

C Performance Work Statement

C.1 Background

C.1.1 The United States Department of Agriculture (USDA), Natural Resources Conservation Service (NRCS) is committed to “helping people help the land”. Their mission is to provide America’s farmers and ranchers with financial and technical assistance to voluntarily put conservation on the ground, not only helping the environment but agricultural operations, too. For more information regarding the agency and its programs visit http://www.nrcs.usda.gov/.

C.1.2 USDA NRCS in Mississippi requires Administrative Support Services for the USDA-NRCS Area and Field Offices throughout the state. The contractor shall exhibit the ability to provide geographic flexibility in the provision of services allowing for growth or reduction of the workforce at the various locations listed within this performance work statement. USDA NRCS in Mississippi has 74 counties throughout the state. Contract employees will be required to work in multiple counties as determined by NRCS.

C.1.3 Mississippi NRCS desires to complement existing professional staff by reducing the clerical tasks for staff. By employing a contractor Mississippi NRCS staff will be able to assist more clients with technical aspects and not tie up professional staff assembling files, reviewing forms, application data, creating and maintaining spreadsheets, etc.

C.1.4 Mississippi NRCS wishes to establish a purchase order for this service and the purchase order will be for one (1) base year and four (4) one (1) year option periods.

C.2 Scope

C.2.1 USDA NRCS Mississippi requires administrative support services to support the all Farm Bill

Programs (EQIP, CSP, CRP, ACEP and any other Farm Bill program or initiative) that is supported by NRCS. A total of forty (40) positions will be required. These positions will be located in various offices across the state as noted under Section J of this document.

C.2.2 NRCS provides financial assistance to landowners through farm bill funding. NRCS’s natural resources conservation programs help people reduce soil erosion, enhance water supplies, improve water quality, increase wildlife habitat, and reduce damages caused by floods and other natural disasters. In order to implement these programs, landowners create a contract with NRCS to schedule implementation of these approved practices and then submit requests for reimbursement in accordance with the contract. Currently, the NRCS offices are responsible for administering various conservation programs and entering into contracts with landowners for planned implementation. Consequently, the NRCS requires contractor support to assist with the administrative aspects of these contracts and additional general office support.

C.2.3 The workload requires the support of individuals capable of working independently within the organization, while understanding NRCS conservation programs, administrative procedures, and office routines.

C.2.4 USDA NRCS Mississippi requires service daily, except for Federal Holidays or when the office is closed due to executive order or inclement weather.

C.2.4.1 The estimated number of hours per year is 2000.

C.2.4.1.1 The hours specified upon award will be the number of hours NRCS needs assistance and the contractor will not be paid for breaks, lunch, vacation, sick leave, holiday’s, or while NRCS is closed.

C.2.4.1.2 A normal field office work schedule is Monday through Friday, except Federal

Holidays and when the office is officially closed.

C.2.4.1.3 NRCS offices are open 7:30 AM to 5:00 PM daily.

C.2.4.1.4 Contractor employees will only be paid a maximum 8 hours per day.

C.2.4.1.5 Daily schedules will be coordinated between the contractor and the local NRCS

Supervisory District Conservationist or designee. Once the work schedule has been set, there will be no deviations without prior written approval by the Contracting Officer.

C.2.4.2 Federal Holidays are as follows:

C.2.4.2.1 New Year’s Day (January 1st)

C.2.4.2.2 Martin Luther King Day (Third Monday in January)

C.2.4.2.3 President’s Day (Third Monday in February)

C.2.4.2.4 Memorial Day (Last Monday in May)

C.2.4.2.5 Independence Day (July 4th)

C.2.4.2.6 Labor Day (First Monday in September)

C.2.4.2.7 Columbus Day (Second Monday in October)

C.2.4.2.8 Veterans Day (November 11th)

C.2.4.2.9 Thanksgiving Day (Fourth Thursday in November)

C.2.4.2.10 Christmas Day (December 25th)

C.2.4.2.11 In addition to the days designated as holidays, the Government observes the following days:

C.2.4.2.11.1 Any other day designated by Federal Statue;

C.2.4.2.11.2 Any other day designated by Executive Order;

C.2.4.2.11.3 Any other day designated by President’s Proclamation.

C.2.4.2.12 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. In the event the Contractor’s personnel work during the holiday, they may be reimbursed by the Contractor, however, no form of holiday or other premium compensation will be reimbursed as a direct or indirect cost, other than their normal compensation for the time worked. This provision does not preclude reimbursement for authorized premium pay.

C.2.5 Overtime is not anticipated under this contract and will not paid unless advance approval is requested by the contractor and received from the Contracting Officer.

C.2.5.1 No one other than the Contracting Officer has the authority to authorize overtime (work more than 8 hours per day and 40 hours per week).

C.2.6 Weather and security closures by their nature usually arise without advance notice. As such, the Government will notify the Contractor as soon as possible once any closures have been announced. At times the Contractor’s employees may be requested to work more than 40 hours per week to support surge requirements. The Contractor must ensure this contingency can be met.

C.3 Location of Service

C.3.1 USDA NRCS Mississippi requires service in the offices located under Section J – Attachment C

– USDA NRCS Mississippi Office Locations. Points of Contract for each office will be provided upon award for these locations.

C.3.2 Services may be added to additional offices located within Mississippi as needed.

C.4 Contractor Personnel, Disciplines and Specialties

C.4.1 The following work classifications are contained within this document:

C.4.1.1 01312 – Secretary II – see duties required under Section C.5

C.4.1.2 The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall match personnel skills to the work or task with a minimum of under/over employment of resources.

C.4.1.3 Minimum qualifications for the position:

C.4.1.3.1 Must possess and maintain a state issued driver’s license;

C.4.1.3.2 Proficient in word processing;

C.4.1.3.3 Knowledgeable and experienced in utilizing a variety of computer hardware and software applications, such as Microsoft Windows, Word, Excel and Access;

C.4.1.3.4 Must be able to utilize Microsoft Outlook and internet browsers such as Internet

Explorer, Google Chrome and Microsoft Edge;

C.4.1.3.5 Knowledgeable and experienced in operating small office machines such as calculators, fax machines, scanners and copy machines;

C.4.1.3.6 Knowledgeable and experienced in general office procedures, such as preparing reports, spreadsheets and filing;

C.4.1.3.7 Must be skillful in working with the public;

C.4.1.3.8 Must be capable of work independently;

C.4.1.3.9 Must possess basic telephone skills;

C.4.1.3.10 Must be able to pass a Government Security Clearance;

C.4.1.3.11 All contractor employees must read, write, speak and understand English fluently; and

C.4.1.3.12 Dress code must be business casual.

C.5 Duties

C.5.1 The primary duties will be providing administrative and technical support services for USDA

NRCS program contracting functions and perform administrative and technical support services for flow items associated with the contract process from application to obligation, payment and closeout.

C.5.2 Training for NRCS specific program activates will be provided to the Contractor’s employees.

C.5.3 In order to prevent this from becoming a personal services contract, the contractor’s employees must NOT provide any services other than what is included in this document. Any such requests should be forwarded to the Contracting Officer immediately.

C.5.4 Work must be completed in accordance with NRCS Mississippi policies, procedures and the local Field Office Technical Guide (FOTG) requirements. These procedures will be provided upon award.

C.5.5 Training may be required as needed and provided by the Government.

C.5.6 Duties may include:

C.5.6.1 Traveling to the field to assist local planners on an as needed basis to provide support to

NRCS field employees. This support could include assisting with investigations and field surveys, etc.

C.5.6.2 Provide documentation of fieldwork, analysis, findings, and determinations to the local planner for the purposes of technical reporting/planning.

C.5.6.3 Document fieldwork, analysis, findings, and determinations for the purposes of technical reporting/planning.

C.5.6.4 Assembling packets of information and uploading electronic files to decision makers for obligations and payments.

C.5.6.5 Following up on needed forms, maps, documentation for packets.

C.5.6.6 Other clerical type functions throughout the complete program contract life cycle.

C.5.6.7 Duties during the application process:

C.5.6.7.1 Enter application into Protracts after signed application is received.

Each program has a signup period of one (1) to three (3) months – typically once or twice year per program (total of four (4) to five (5) program signups possibly overlapping per field office throughout the year) but could be more often.

C.5.6.7.2 Mask or remove Personal Identifying Information (PII) on forms such as:

CCC-901, CCC-902, NRCS- CPA-1236, CCC-36, NRCS-CPA-1200,

CCC-931, SF-1199a, FSA-211.

C.5.6.7.3 System for Award Management registration verification for all contracts with entity paperwork Process Protracts Preapproval Form.

C.5.6.7.4 Assist Landowners/Operators with the filling out an application for Farm

Bill Programs (i.e. EQIP), on an as needed basis, such as when all other employees are not in the office. Obtain all pertinent information such as a name, address and phone number so that a NRCS staff member can follow up upon their return.

C.5.6.7.5 Process letters to applicants.

C.5.6.7.6 Follow Checklist to ensure complete program application packets are submitted.

C.5.6.7.6.1 Obtain AD-1026 from FSA;

C.5.6.7.6.2 Obtain copy of Signature Authority CCC-901/902;

C.5.6.7.6.3 SCIMS reports – obtain EZ 2156 subsidiary report from District

Conservationist (DC) or office staff;

C.5.6.7.6.4 Verify land ownership and control has been determined by office staff;

C.5.6.7.6.5 Obtain copy of deed or lease;

C.5.6.7.6.6 Enter application into Protracts;

C.5.6.7.6.7 SAM registration verification for entities;

C.5.6.7.6.8 DUNS letter from Protracts;

C.5.6.7.6.9 Compile & organize six-part folder, according to the chart provided, one folder for the field office and one for the participant – ensure participant copy is mailed/delivered;

C.5.6.7.6.10 Complete Protracts Deferral – track and follow up to ensure signed copy is received and filed – copy back to landowner;

C.5.6.7.6.11 Complete Protracts Eligibility;

C.5.6.7.6.12 Generate Producer Farm Data Report (PFDR) from FSA Farm

Records after application received;

C.5.6.7.6.13 Obtain/verify completeness of eligibility documents: AD-1026, CCC-901, CCC-902 or entity documents for signature authority, land ownership and control forms – advise DC or office staff for resolution of any problems encountered in obtaining eligibility;

C.5.6.7.6.14 Work with applicant to get SF-1199 and enter into Protracts

(Affiliate Individual Role);

C.5.6.7.6.15 Generate letters from Protracts if eligibility documents have not been completed prior to the end of the ranking period;

C.5.6.7.6.16 Generate letters to ineligible applicants after DC determines status;

C.5.6.7.6.17 Use various software applications, scanning, copying and printing fieldwork documentation and written reports. Utilize ArcGIS, MS Excel and MS Word in preparing reports and documentation of effects.

C.5.6.8 Duties during the contract obligation process:

C.5.6.8.1 Each program has an obligation period of one (1) to two (2) months – typically once a year per program (total of four (4) to five(5) program signups possibly overlapping per field office throughout the year) but could be more often.

C.5.6.8.2 Compile and upload 2 nd Level Review documents to state office shared obligation folder according to the checklist requirements or Document Management System (DMS).

C.5.6.8.3 If checklist process not moving along to completion, report problem to

Supervisory District Conservationist or designee.

C.5.6.8.4 Print completed and signed 1155 and 1202 electronic approvals for the contract files.

C.5.6.8.5 Assemble complete producer copy of contract folder.

C.5.6.9 Duties during the contract payment process:

C.5.6.9.1 Each program processes payments on a daily, ongoing basis. Workload is cyclical from very light to very heavy at times, from one (1) to ten (10) per day.

C.5.6.9.2 Process payments for 2 nd level review as assigned by DC - receive contract to process or coordinate with office staff to know what payments are ready.

C.5.6.9.3 Gather all needed documents according to the checklist, consulting with office staff as needed to complete.

C.5.6.9.4 Check SAM registration for active status.

C.5.6.9.5 Update SF-1199 form as needed.

C.5.6.9.6 Mask or Remove PII from forms such as: CCC-901, CCC-902, NRCS-CPA-

1236, CCC-36, NRCS-CPA- 1200, CCC-931, SF- 1199a, FSA-211.

C.5.6.9.7 Upload documents to state office shared drive for the 2 nd level review or

Document Management System (DMS) – follow up to ensure completion and final approval by DC, coordinate information flow and answers to problems to ensure payment moves along to completion. Files all necessary paperwork in contract folder and copies are received by producer.

C.5.6.9.8 If checklist process not moving along to completion, report problem to

Supervisory District Conservationist or designee.

C.5.6.9.9 After federal employee payment approval, print NRCS-1245 electronic approval page for contract folder and file any other supporting documentation and notes needed to ensure compliance with payment checklist.

C.5.6.10 Duties during the contract modification process:

C.5.6.10.1 Each program allows modifications to contract items. Workload is cyclical and occasional, from two (2) on a low volume month – possibly twenty-five (25) during a high-volume time.

C.5.6.10.2 Assist the modification process by coordinating producer signature and gathering all necessary paperwork for approval process.

C.5.6.10.3 Post 2nd level review documents to area office folder when DC indicates process is at that point.

C.5.6.10.4 Utilize Document Management System (DMS).

C.5.6.10.5 Follow up to ensure approval or coordinate questions and answers to area office to ensure mod continues to move along to approval – update DC as needed, if approval cannot be secured or process is at a standstill.

C.5.6.10.6 Print 1156 electronic approval page for the contract file and file any supporting documentation and notes after the proper signatures and approvals were performed by DC.

C.5.6.11 Duties during the contract case file support process:

C.5.6.11.1 Ongoing, as needed, but typically a few times a month.

C.5.6.11.2 Attribute call out notes and details on land units.

C.5.6.11.3 Print and copy plans for landowner file.

C.5.6.11.4 Track and enter brief Technical Assistance notes, as assigned.

C.5.6.12 Miscellaneous tasks for protracts:

C.5.6.12.1 Ongoing - follow up and brief DC as needed:

C.5.6.12.1.1 CPA 153 expiring –inquire in Protracts for ongoing tracking purposes

– continues to follow up to completion.

C.5.6.12.1.2 Process Waiver Requests and monitor to make sure the request moves through the system to completion.

C.5.6.12.1.3 Process cancellation/termination letters.

C.5.6.12.1.4 PRS clean up and reports for missing PRS – run preformatted reports, work with field office staff to obtain data, resolve problems.

C.5.6.12.1.5 Quality assurance & verify PRS data – advise DC when items are behind, or any other observations/problems noted.

C.5.6.12.1.6 Four (4) times a year but more often is possible during audit sample season – from one (1) to four (4) transactions typical at any one time -upload payment documents for eReview – as needed for audit, quality assurance or oversight functions.

C.5.6.12.2 Monthly - run report from system - follow up and brief DC as needed.

C.5.6.12.2.1 Active contracts that expire in current calendar year.

C.5.6.12.2.2 Contracts not reviewed (January/March/June), deadline to complete reviews is mid-Feb with increased emphasis closer to summer – could be weekly and daily calls for follow up later in the year.

C.5.6.12.2.3 Contract reviews for the folder including ROOT review checklists

C.5.6.12.2.4 Certified practices waiting for payment calculation – monitor so payment processing can continue timely.

C.5.6.12.2.5 Payments waiting for participant signed date – monitor in Protracts so payment processing can continue timely.

C.5.6.12.2.6 Contract modifications in Progress (not yet submitted for approval) – monitor in Protracts, report to federal employee on items not progressing.

C.5.6.12.2.7 Contracts without practices implemented (6-12 months and >12 months) – monitor in Protracts, report to federal employee on items not within limits.

C.5.6.12.3 Yearly – run/print predefined report from system – follow up and brief DC as needed/appropriate.

C.5.6.12.3.1 Send out preformatted annual practice reminder letter.

C.5.6.12.3.2 Process preformatted deferral letters.

C.5.6.12.3.3 File management - remove expired contracts from active contract filing cabinets – follow records retention guidelines provided.

C.5.6.13 CRP Activities

C.5.6.13.1 Continuous CRP occurs year-round with two (2) to ten (10) actions per week on average by as high as 100 during heavy times such as haying and grazing season, typically two (2) weeks or so and heavier during March, April, October and November. General Signup is once a year, typically a short span of heavier activity of ten (10) to twenty (20) actions or more, per week during that time.

C.5.6.13.2 Create and Process CRP case files and create landowner packets for distribution as directed.

C.5.6.13.3 Create mailings and letters for applicants and participants as directed.

C.5.6.13.4 Coordinating the applications and modifications for CRP between NRCS and

FSA.

C.5.6.13.5 Keep a ledger of progress in CRP applications and continuous signup as directed.

C.5.6.13.6 Make copies of job sheets and review CRP files for completeness.

C.5.6.13.7 Assist with paper processing for haying and grazing requests.

C.5.6.14 Compliance Quality Assurance Checks (QAC’s) will provide administrative support services for Highly Erodible Lands (HEL) and Wetlands by supporting:

C.5.6.14.1 Determinations for Farm Bill purposes.

C.5.6.14.2 Annual Food Security Act compliance reviews and reconsiderations in accordance with the Food Security Act of 1985, as amended, in accordance with the Wetland Compliance provisions of the Food Security Act of 1985, as amended by FACTA (1990), FAIRA (1996), Farm Security and Rural Investment Act of 2002.

C.5.6.14.3 Reconsiderations of new producer files – ongoing as needed. Ranges from five

(5) during low periods to twenty-five (25) per week for peak periods for a typical location.

C.5.6.14.3.1 Update and create new producer case files due to Farm and tract reconsiderations

C.5.6.14.3.2 Copy HEL/Wetland determinations for new files.

C.5.6.14.3.3 Update program case files to reflect landowner changes.

C.5.6.14.3.4 Update CRP plans and maps in Toolkit to reflect ownership changes.

C.5.6.14.3.5 Update WRP Case files to reflect ownership changes.

C.5.6.14.4 Highly Erodible Land and Wetland Compliance Sample Daily Tasks – daily volume will vary. Peak Period: April – September (spring – early summer is heaviest). Range of five (5) during low periods to twenty-five (25) per week for peak periods for a typical location.

C.5.6.14.4.1 Date Stamp AD-1026 request from FSA.

C.5.6.14.4.2 Review request for completeness including site map.

C.5.6.14.4.3 Record request on Area/Field Office tracking sheet.

C.5.6.14.4.4 Compile customer contact information for field visit (cell and home phone numbers, email and home address).

C.5.6.14.4.5 Submit request to Designated Conservationist for review, as indicated by separation of duties process.

C.5.6.14.4.6 Once review is complete, generate letter(s), copy of CPA- 026 and mail to producer, provide FSA a copy and maintain a copy for NRCS files.

C.5.6.14.4.7 Provide copy of determination to producer, NRCS and FSA.

C.5.6.14.4.8 File the completed requests in producer file once review is complete.

C.5.6.14.4.9 Keep Area/Field office Spreadsheet updated for completed requests.

C.5.6.14.4.10 Assist with maintaining digitized wetland determination electronic data base (certified and non- certified).

C.5.7 Contractor employees must identify themselves as "contractor(s)" during the designated hours of performance. This includes identifying themselves in email correspondence under the signature block as “Insert Name of Contractor, contracted to the NRCS”.

C.5.8 Contractor employees also need to be issued identification badges that show the name of their employer and their name. Photo identification is preferred, but not required.

C.5.9 When answering the phone, it is permissible to do so by stating the person has reached the

NRCS, but they must never give the impression that they are an NRCS employee.

C.5.10 Travel

C.5.10.1 Limited travel may be required to support mission accomplishments (Note taking;

meetings, training, etc.).

C.5.10.2 Travel will be confined to the State of Mississippi and only utilizing Government provided vehicles. Privately Owned Vehicles (POV) will not be authorized, unless first approved by the CO and COR prior to use of the POV.

C.5.10.3 Any associated costs will be in accordance with GSA per diem standards.

C.5.10.4 Minimal Overnight travel is expected to be required for the execution of the responsibilities for these positions. If travel does become required, transportation will be provided by the NRCS as necessary to conduct official NRCS business. Overnight travel must be approved in advance and travel expenses should be billed separately.

Government Travel Regulation rules and rates will apply.

C.6 Contractor Qualifications

C.6.1 The Contractor shall provide personnel with sufficient experience, education, training and skill set to meet the requirements of this contract. Contractor personnel capabilities are described, but not limited to the qualifications listed under C.4.

C.6.2 The Contractor shall have a minimum of one (1) year experience in providing this service or similar and provide references that relates to the experience in providing this service.

C.6.3 Contractor shall make every attempt to limit the number of employees that are a part of this contract. USDA understands that changes may occur, however due to security requirements, it is imperative that turnover is kept to a minimum. Contractor employees should not be off-duty Federal Government employees.

C.7 Government Furnished Equipment

C.7.1 The following property will be furnished by the USDA-NRCS:

C.7.1.1 Office Space and work desk;

C.7.1.2 Computer and network connections;

C.7.1.3 Office supplies;

C.7.1.4 Access to copier, printer, and fax machines;

C.7.1.5 State Office Fleet Vehicle, when available and requested by manager;

C.7.1.6 Accompanying fuel card for fleet vehicle and pin;

C.7.1.7 Government Vehicles: Government vehicles are authorized under this contract for mission requirements only. Vehicles cannot be used for provided Contractor personnel transportation from or to domicile. Contractor personnel must follow the same policies and procedures same NRCS employees when operating a Government vehicle and complete the AGLEARN Driver’s Education course prior to vehicle use. Government vehicles are provided and prioritized by the manager. The CO or COR may provide approval to utilize a POV, however it is not encouraged. If the travel is required, the manager shall provide the transportation.

C.7.2 The contractor shall be responsible for safeguarding and securing all government property, facilities, equipment and materials provided for contractor use. The contractor will establish and maintain the operations involving the equipment in accordance with applicable local regulations and directives. The Contractor will report all security violations to the Contracting Officer with one hour of detection.

C.8 Non-Personal Services

C.8.1 The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor’s responsibility to notify the Contracting Officer (CO) immediately. Contractor employees are not supervised by NRCS employees. They are to receive their direction from the Contractor. NRCS employees may provide contractor employees instructions on how to perform tasks, provide orientation, assign tasks and review work results to ensure contractor employees perform correctly.

C.9 Business Relations

C.9.1 The Contractor shall successfully integrate and coordinate all activity needed to execute the requirement. The Contractor shall manage the timeliness, completeness, and quality of problem identification. The Contractor shall provide corrective action plans, quote submittals, timely identification of issues, and effective management of subcontractors. The Contractor shall seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

C.10 Contract Administration and Management

C.10.1 The Contractor shall furnish all management, supervision, labor, materials, equipment (except as provided under section C.7 of this document) and resources needed to provide the services described in this document.

C.10.2 The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to performance of the contract. The Contractor must maintain continuity between the support operations at various locations within the NRCS and the Contractor’s corporate offices.

C.10.3 The Contractor shall establish processes and assign appropriate resources to effectively administer the contract. The Contractor shall respond to Government requests for contractual actions in a timely fashion. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

C.10.4 The Contractor will designate a Project Manager who will be telephonically available to USDA

NRCS during normal hours of operation, 8:00 A.M. to 4:30 P.M., EST Monday through Friday, exclusive of any Federal holidays. The Project Manager will be given full authority to make binding agreements for the Contractor and to act as the central Point of Contact (POC) with the Government. When the Project Manager is not present, the Contractor will designate an individual to act for the Project Manager. The Contractor will submit the names, addresses, and telephone numbers of the Project Manager and their alternate in writing to the Contracting Officer prior to the start of the contract (immediately after award) and prior to implementation of any change.

10.5 The contractor will notify the Government within 10 calendar days of any changes to employees under this contract.

C.11 Personnel Administration

C.11.1 The Contractor shall provide the following management and support as required. The Contractor shall provide for employees during designated Government non-workdays or other periods where Government offices are closed due to weather or security conditions, this shall not include instances of furlough or Government shutdown. The Contractor shall maintain the currency of their employees by providing initial and refresher training as required to meet the PWS requirements. The Contractor shall make necessary travel arrangements for employees. The Contractor shall provide necessary infrastructure to support contract tasks. The Contractor shall provide administrative support to employees in a timely fashion (e.g. time keeping, leave processing, pay, emergency needs).

C.11.2 As the primary responsibilities of this position require employee presence in NRCS facilities, telework is not authorized.

C.11.3 The contractor will have and maintain an appearance standard for all employees. Employees will dress in an appropriate manner for office work.

C.12 Non-Disclosure, Civil Rights, Privacy and Program Delivery

C.12.1 Work performance required by this requirement will involve access to potentially sensitive information about governmental and landowner issues. The Contractor and all Contractor employees must comply with the terms of AGAR 452.224-70, Confidentiality of Information, as well as provisions of the Privacy Act of 1974, 5 U.S.C. 552a. Additionally, the Contractor's employees must sign a NRCS Conservation Cooperator Certification form and comply with privacy of personal information relating to natural resources conservation programs in accordance with Section 1619 of the Food, Conservation, and Energy Act of 2008 which provides that USDA, or any “contractor or cooperator” of USDA, “shall not disclose—(A) information provided by an agricultural producer or owner of agricultural land concerning the agricultural operation, farming or conservation practices, or the land itself, in order to participate in the programs of the Department; or (B) geospatial information otherwise maintained by the Secretary about agricultural land or operations for which information described in subparagraph

(A) is provided.” USDA may disclose protected information to a USDA cooperator when such cooperator is “providing technical or financial assistance with respect to the agricultural operation, agricultural land, or farming or conservation practices” if USDA determines that the protected information will not be subsequently disclosed, except in accordance with the exceptions contained in Section 1619.

C.12.2 The Contractor will ensure that personnel prohibit discrimination in all aspects of programs and activities related to this Contract based on race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, or marital or family status. The Contractor shall employ only persons able to speak, read, write, and understand English fluently for those positions interacting with Government personnel and customers in the performance of this contract, and where English is necessary to provide a service under this contract.

C.12.3 The Contractor’s personnel shall comply with privacy of personal information relating to natural resources conservation programs in accordance with Section 1244 of Title II of the Farm Security and Rural Investment Act of 2002 (P.L. 1078-171) and Section 1619 of Title I of the Food, Conservation, and Energy Act of 2008. The Contractor’s employees shall not disclose contents of USDA, FPAC, or NRCS case files and/or records to anyone other than authorized United States Department of Agriculture employees without the express written consent of the NRCS Freedom of Information Act and Privacy Act Officer.

C.13 Security Requirements

C.13.1 All Contractor employees must pass a Background Investigation prior to beginning working.

Details regarding the background investigation are discussed under Section H of this document and will be further provided upon award.

C.13.2 NRCS shall concur with or decline the selection of Contractor employees.

C.13.3 The contractor will be responsible for any costs associated with fingerprinting services to facilitate background investigations.

C.13.3 The Contractor or any employees or representatives of the Contractor entering the Government facilities will conform to security regulations which may be in effect during the contract period and will be subject to such security checks as may be deemed necessary to ensure that no violations occur.

C.13.4 The Contractor will develop a program that ensures a Drugfree Workplace per the clause at FAR

52.223-6.

C.13.5 Weapon / Firearm Control: Contractor personnel will not transport, possess, or use privately owned dangerous weapons on government-operated installations or facilities. "Dangerous weapons" include all forms of firearms, missile-throwing devices (e.g., bow and arrow), switchblade or automatic blade knives, knives with blades in excess of six inches, ammunition and pyrotechnics, fireworks, bludgeons (e.g., num-chuks), brass knuckles, shooting pens, and similar devices. Unauthorized dangerous weapons will be confiscated and impounded by government law enforcement and security personnel. A state weapon permit does not supersede this contract provision.

D Reserved

E Inspection and Acceptance

E.1 Acceptance of service will be done once a month.

E.1.1 Acceptance will be determined by the Contracting Officer Representative (COR).

E.1.2 Acceptance will be based on if the requirements under Section C and Performance Objectives in Section F are met.

E.1.3 The Contracting Officer Representative or Contracting Officer reserves the right to review all work products required under the contract for acceptability as needed. The Government shall notify the Contractor whenever revisions to reports/deliverables are required in order for deliverables to be deemed acceptable.

E.2 Quality Control and Assurance

E.2.1 The Contractor will establish and administer a quality control program to assure the requirements of the contract are provided as specified. As a minimum, the contractor shall develop quality control procedures that address the areas identified in the Performance Objectives found under Section F of this document. The Contractor will implement the program on contract start date.

The Contractor will provide to the contracting officer a copy of the quality control plan and any changes at least 7 working days prior to implementation. The Contractor's plan will include, as a minimum, the following:

E.2.1.1 An inspection system covering the services stated in the contract specifying areas to be inspected on a scheduled or unscheduled basis and the title of the individuals who will perform the inspections.

E.2.1.2 A method of identifying deficiencies in the quality of service performed before the level of performance becomes unacceptable.

E.2.1.3 Records of the contractor's quality inspections shall be maintained for the life of the contract and made available as requested.

E.2.2 Inspections

E.2.2.1 The Contractor will submit to periodic inspections of his/her services by the COR to ensure regulatory guidance is followed.

F Performance

F.1 Period of Performance

F.1.1 The period of performance for this award shall be for one (1) one-year base period with four (4) one-year option periods.

F.1.2 Dates:

F.1.2.1 Base Period (11/05/2020 – 11/04/2021)

F.1.2.2 Option Period One (11/05/2021-11/04/2022)

F.1.2.3 Option Period Two (11/05/2022-11/04/2023)

F.1.2.4 Option Period Three (11/05/2023-11/04/2024)

F.1.2.5 Option Period Five (11/05/2024-11/04/2025)

F.2 Performance Objectives

F.2.1 This section describes the desired outcomes and specific performance objectives that must be performed.

ITEM

NO.

TASK Performance Objectives/Tasks Performance Standards and Acceptable Quality

Levels

Method of Surveillance

Frequency of Surveillance (minimum)

Payments and Modifications

Complete without revisions

Deliverables and performance levels “Satisfactory” or above 98% of the time

Random Sampling

Monthly/Quarterly

2 Contracts

Enter contract data into agency-specific software programs and prepares reports. Tracks Farm Bill contracts and technical service provider projects; Review and assembles documentation and certification required for contracts and payments. Draft and finalize contract administration letters and documents related to status reviews, contract implementation, contract modifications, and potential cancellations or terminations.

Accurate / not more than 2 errors per file.

Acceptable/ employee is deemed acceptable by the agency 95% of the time.

Periodic Inspection

ITEM

NO. TASK Performance Objectives/Tasks

Performance Standards and Acceptable Quality

Levels

Method of Surveillance

Frequency of Surveillance (minimum)

3 Payments

Compile supporting documents to payment requests, ensures that payment requests comply with provisions of long term contracting and are within obligated spending limits prior to submission of payment. Completes and uploads all supporting documents for payments and obligations. Review payment requests and verify payment documents to ensure complete information is provided and all data is added to the files or matched properly.

“Satisfactory” or above 98% of the time

Random Sampling

Quarterly

4 Applications

Compile required documentation;

schedule meetings; follow up with producers

Acceptable/ employee is deemed acceptable by the agency 95% of the time.

Periodic Inspection

5 Planning

Assist in developing multi-year plans, business plans, and various program and/or activity plans.

Assistance includes securing information from appropriate staff members and assuring that activities are properly tracked, documented, and recorded or filed.

Maintain the workload database and monitor and generate reports on workload progress.

“Satisfactory” or above 95% of the time

Random Sampling

6 Travel

Maintain correct vehicle logs; return vehicles with gas if instructed;

complete defensive driving course;

immediate notification of any vehicle infraction

“Satisfactory” or above 95% of the time

Periodic Inspection

7 Mailings

Create mailings with correct addresses; proper punctuation and grammar; send in a timely manner

“Satisfactory” or above 95% of the time

Random Sampling

Quarterly

Telephone Reception

Answer calls quickly; proficient on government phone system;

correctly routes calls; gathers sufficient and correct information when recording a call; gives appropriate information to callers and recipients; does not disseminate sensitive information

Timely / performed within the timeframe required 95% of the time.

Customer Complaint

9 Copying

Completed correctly in a timely manner; collated, stapled, and correctly ordered

“Satisfactory” or above 95% of the time

Random Sampling

Performance Standards and Acceptable Quality

Levels

Method of Surveillance

Frequency of Surveillance

10 Filing Plan

Assist in the development of the government’s filing plan;

incorporates applicable agency rules/directives; clearly labeled files;

comprehensive SOP to ensure files are consistently managed; filing documents in a timely manner to ensure files are up to date

“Satisfactory” or above 95% of the time

Random Sampling

Quarterly

Word Processing

Proficiency with MS Word and Government Software; Proper Merging of information; Format;

Spelling; Follows Government Correspondence Rules and Directives; Transcribes information from various media correctly and in a timely manner; performs in an efficient and cooperative manner

Acceptable/ employee is deemed acceptable by the agency 95% of the time.

Random Sampling

Quarterly

Excel Spreadsheets

Properly creating, manipulating, maintaining and analyzing spreadsheets; completes tasks in a timely manner; saves sheets in versions and files as directed by customer

“Satisfactory” or above 95% of the time

Random Sampling

Quarterly

Customer Service - Flexibility

Provide service in a flexible and efficient manner to meet customers’ needs; ability to adjust priorities appropriately; ability to meet deadlines; maintain a friendly and helpful demeanor; get along with coworkers and customers;

address questions correctly and quickly required 95% of the time.

Completes Non-Routine Assignments in a Timely Basis

Address priority, non-routine assignments in the time requested;

complete and accurate work product required 95% of the time.

Customer Complaint

Maintains Professional Demeanor at Job Site

Acts, dresses, speaks in a way appropriate for the work environment; no gossiping; loud or inappropriate behavior; no talking on cell phone or conducting personal business during work time required 95% of the time.

NRCS

Software

Demonstrate proficiency on NRCS programs such as ProTracts

“Satisfactory” or above 95% of the time

Random Sampling

17 Meetings

Attend required planning and area meetings (if approved); take notes as requested and distribute among participants if requested.

required 95% of the time.

Performance Standards and Acceptable Quality

Levels

Method of Surveillance

Frequency of Surveillance

18 Mail

Distribute mail quickly and correctly; if required – address and mail packages and envelopes appropriately, using the cheapest available postage (unless otherwise directed by the customer) and sending in a timely basis

“Satisfactory” or above 95% of the time

Periodic Inspection

Monthly/Quarterly

Timekeeping and Leave Balances

Time is documented accurately and submitted when due

Acceptable/ employee is deemed acceptable by the agency 95% of the time.

Random Sampling

29 Safety

No accidents or incidents due to carelessness or neglect; don’t lift over 25 pounds or beyond ability

“Satisfactory” or above 98% of the time

100%

21 PII

No disclosure of confidential information; lock computer and filing cabinet; put documents away when not at desk; no discussion of PII while others are present or over the phone with unapproved third parties.

“Satisfactory” or above 98% of the time

100%

G Invoicing

G.1 Farm Production and Conservation (FPAC) Clauses

G.1.1 FPAC 4I-52.232-70 ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS

– INVOICE PROCESSING PLATFORM (IPP)

(a) Invoices must be submitted electronically through the U.S. Department of the Treasury’s Invoice Processing Platform System (IPP). The Contractor must use the IPP website (https://www.ipp.gov) for submitting invoices. Invoices submitted by means other than IPP will not be accepted unless the Contracting Officer authorizes alternate procedures in writing.

(b) Under this contract, the following document(s) are required to be submitted as attachment(s) to the IPP invoice:

One (1) invoice should be submitted once a month after the service is performed.

Invoices shall have supporting documents attached within in IPP. The supporting documents should include a breakdown of the total amount. Travel costs must be broken down by the individual traveler and documentation supporting the costs being invoiced must be attached and clearly indicate the traveler it is associated with. The remaining non-travel amount must be broken down into the individual labor category and rate identified in this contract and the quantity of hours expended. No other amounts shall be listed on an invoice.

Invoices and supporting documentation shall be attached within the Invoice Processing Platform

(IPP) and shall not be submitted directly to the Contracting Officer.

(End of clause)

G.2 Payment

G.2.1 USDA pays for services in arrears (after service is completed). No payments will be made prior to the completion of service.

G.2.2 Payment will be made after receipt of invoice or acceptance of service whichever is later.

Payment will be made via Electronic Funds Transfer.

https://www.ipp.gov/

H Special Contract Requirements

H.1 Agriculture Acquisition Regulation (AGAR) Clauses

H.1.2 452.204-71 - PERSONAL IDENTITY VERICATION OF CONTRACTOR

EMPLOYEES (Oct 2007)

(a) The contractor shall comply with the personal identity verification (PIV) policies and procedures established by the Department of Agriculture (USDA) Directives 4620-002 series.

(b) Should the results of the PIV process require the exclusion of a contractor's employee;

the Contracting Officer will notify the contractor in writing.

(c) The contractor must appoint a representative to manage compliance with the PIV policies established by the USDA Directives 4620-002 series and to maintain a list of employees eligible for a USDA LincPass required for performance of the work.

(d) The responsibility of maintaining a sufficient workforce remains with the contractor.

Contractor employees may be barred by the Government from performance of work should they be found ineligible or to have lost eligibility for a USDA LincPass. Failure to maintain a sufficient workforce of employees eligible for a USDA LincPass may be grounds for termination of the contract.

(e) The contractor shall insert this clause in all subcontracts when the subcontractor is required to have routine unaccompanied physical access to a Federally controlled facility and/or routine unaccompanied access to a Federally controlled information system.

(f) The PIV Sponsor for this contract is a designated program point of contact, which in most cases is the COR, unless otherwise specified in this contract. The PIV Sponsor will be available to receive contractor identity information by appointment only. The Government will notify the contractor if there is a change in the PIV Sponsor, the office address, or the office hours for registration; however, it is the contractor's responsibility to meet all aspects of paragraphs (c), (d), and (e).

H.2 All contractor personnel will be required to take the USDA Security Awareness and Rules of

Behavior Training yearly.

H.3 Physical Security

H.3.1 All contractor personnel who work at USDA must be US Citizens and obtain approval for facility access.

H.3.2 Contractor custody of sensitive information must be protected under The Privacy Act of

1974, 5 U.S.C. § 552a -- as amended. The Contractor shall be responsible for safeguarding Personally Identifiable Information (PII) data against unauthorized disclosure, dissemination or modification in accordance with the requirements, law and

USDA PII policy and regulations. This shall include, but is not limited to: Privacy and PII data located in IT Systems, software, research data / information, personnel (institutional knowledge) and buildings/offices

H.4 Personnel Security Requirements

H.4.1 Contractor personnel must comply with USDA Homeland Security Presidential Directive

(HSPD-12), “Policy for a Common…