12FPC120R0006.pdf

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

Administrative Support Services New York

12FPC120R0006

FOR SOLICITATION INFORMATION: Angie Comstock Angie.comstock@usda.gov Phone: 816-926-7916

OFFER DUE DATE/LOCAL TIME: August 11, 2020

12:00 PM CST

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 To be determined

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 Angie Comstock, email: angie.comstock@usda.gov

Phone: 816-926-7916

A.6 Program Office

A.6.1 Natural Resources Conservation Agency New York State Office

A.6.2 Point of Contact: To Be Provided Upon Award

A.6.3 The program office point of contact will act as the liaison to coordinate activities between the

Contractor and Contracting Officer, as required, in the performance of the work under this contract. They have the authority to provide technical clarification of the contract requirements but does not have the authority to modify any contract provisions, including, without limitation, changing the scope of work, the cost/price thereof, or the performance delivery schedule(s) therefore. Technical clarification will be issued in writing within 5 (five) calendar days after verbal issuance.

End of Section

B SF 1449 Services/Supplies and Prices/Costs

B.1 Contract Type

B.1.1 Blanket Purchase Agreement (BPA)

B.1.2 Fixed Not to Exceed Price

B.1.2.1 BPA Calls will be established as Fixed Not to Exceed Price Awards.

B.2 Pricing

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

B.2.2 The total not-to-exceed amount for each period: $_________

Dates listed below are approximate. Exact dates will be provided when awarded. 9/25/2020 is the earliest date the contract would start; however, it may start later than that date.

B.2.2.1 Base Period (9/25/2020 – 9/24/2021): $_________

B.2.2.2 Option Period One (9/25/2021 – 9/24/2022): $_________

B.2.2.3 Option Period Two (9/25/2022 –9/24/2023): $_________

B.2.2.4 Option Period Three (9/25/2023 – 9/24/2024): $_________

B.2.2.5 Option Period Five (9/25/2024 – 9/24/2025): $_________

C Statement of Work

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 New York requires Administrative Support Services for the USDA-NRCS State, 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 below and the potential addition of other locations within the state.

C.1.3 New York NRCS desires to complement existing professional staff by reducing the clerical task for staff. By employing a contractor New York 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 New York NRCS wishes to establish a Blanket Purchase Agreement (BPA) for this service and will issue BPA calls as needed. The Blanket Purchase Agreement will be for one (1) base year and four (4) one (1) year option periods.

C.2 Scope

C.2.1 USDA NRCS New York requires administrative support services to support the NRCS Program staff with the assimilation of program documentation, development of correspondence, checking documents for accuracy, processing payments, maintaining spreadsheets, etc. Monitors and tracks commencement and expiration of agreements and prepares agreement modifications. Reviews contract obligating documents and assist in internal auditing of agreements. Work shall be completed in accordance with NRCS policies and procedures.

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 New York 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 number of estimated number of hours needed for the year can be found under Attachment 2, however the hours per week and schedule for each location will be specified upon award of a BPA Call Order.

C.2.4.1.1 The hours specified upon award of a BPA Call Order 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 The core business hours that all NRCS offices are to be manned is between the hours of 9 AM and 3 PM. Most offices are open 8:00 AM to 4:30 PM daily.

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

C.2.4.1.5 The actual hours of Contractor Employees at each location will be coordinated between the manager, the Contractor and the Contracting Officer based on the need at each location.

C.2.4.1.6 Once work schedules have 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.

C.3 Location of Service

C.3.1 USDA NRCS New York has the potential to requires service in the offices located under Section J – Attachment 2 – USDA NRCS New York Office Locations. Points of Contract for each office will be provided upon award of any BPA calls for these locations.

C.3.2 Services may be added to additional offices located within New York identified in Section J – Attachment 3, 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 01313 – Secretary III – see duties required under Section C.5

C.4.1.2 01112 – General Clerk II – see duties required under Section C.5

C.4.1.3 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.4.1.4 Minimum qualifications for each position:

C.4.1.4.1 Ability to plan, organize and coordinate office activities.

C.4.1.4.2 Skill in operating computer hardware and software, phones, printers, copiers and other office machines to carry out day to day work.

C.4.1.4.3 Skill in performing duties of receptionist for an office, providing assistance to walk-ins, answering phones, directing calls, taking messages and announcing arrivals.

C.4.1.4.4 Knowledge of policies and procedures governing correspondence management.

C.4.1.4.5 Skill in the use of Excel sufficiently to analyze information and produce reports. Proficiency in the use of the Microsoft Office Suite.

C.4.1.4.7 Must maintain a state driver’s license and adhere to same NRCS policies and procedures when operating a Government vehicle.

C.5. Duties

C.5.1 The primary duties will be assisting NRCS staff with conservation program documentation and administration.

C.5.2 Training for NRCS specific program activities 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 New York 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 for NRCS policies and procedures.

C.5.6 Duties may include:

C.5.6.1 Secretary III – Secretarial Support for the New York NRCS State Office.

This position will provide clerical and secretarial support to the NRCS New York State Office as described below, in coordination with front office secretarial support, not all inclusive:

C.5.6.1.1 The secretary will assist staff with preparing and processing documents and correspondence, checking documents for accuracy and completeness, gathering information, recording data, establishing and maintaining files, and transmitting information.

C.5.6.1.2 Assist with information gathering and transmittal related to audit request, monthly reviews, and other quality assurance measures.

C.5.6.1.3 The secretary will assist staff with travel arrangements such as research for hotel locations and costs, purchasing such as gathering pricing sheets and preparing AD-700 forms and obtaining funds approval, typing bulletins, records management and correspondence, mail management and distribution, and other administrative services in support of any NRCS program or operation.

C.5.6.1.4 The secretary will assist with purchasing, records management and correspondence, mail management and distribution, and other administrative services.

C.5.6.1.5 The secretary will assist with preparing reports; answering inquiries, gathering data, and inputting information into databases and analytic tools.

C.5.6.1.6 The secretary will assist with special assignments.

C.5.6.1.7 The secretary will perform tasks associated with state office mail pickup and distribution, supply ordering, supply room maintenance, government vehicle maintenance to include getting oil changes, washes, and minor repairs/maintenance.

C.5.6.1.7 Conduct personnel security processing actions and documents such as: LincPass, IRM- 03, etc.

C.5.6.1.8 The secretary will perform other clerical/support duties as required.

C.5.6.1.9 The secretary will receive telephone calls, greet and direct visitors, sign for incoming deliveries, and perform other responsibilities to maintain the routine operations of the office.

C.5.6.1.10 The secretary will also maintain files, manuals, handbooks and reference libraries, both paper and electronic, in support of the local unit.

C.5.6.1.11 The secretary will serve as a backup for other state office section’s secretaries during absences.

C.5.6.1.12 The secretary will enter acquisition documents into the Integrated

Acquisition System, as requested.

C.5.6.1.13 If authorized by the National Headquarters, the secretary will use online systems, such as Web- TA, CONCUR, etc., in the performance of their duties.

C.5.6.1.14 This position requires occasional operation of a Government

Owned Vehicle (GOV).

C.5.6.1.15 This position utilizes a variety of computer hardware and software applications to manage work items including Microsoft Excel, Word, Access, Outlook, Adobe Acrobat Professional, and agency specific web applications and computer programs associated with the efficient operation of NRCS. This list is not all inclusive.

C.5.6.2 General Clerk III – Program Support Assistant for area and field staff in

Field Offices (FO) and Area Offices (AO), not inclusive.

C.5.6.2.1 These positions will be required to operate a Government Owned

Vehicle (GOV) as part of their duties. Clerks will have to travel to and work in other NRCS FOs during the duty day. All respective Area-wide counties should be considered as possible work locations. Overnight travel may be required but is expected to be infrequent.

C.5.6.2.2 Reviewing and verifying technical and professional materials prepared by staff specialists for format and grammatical accuracy, including interpretative materials.

C.5.6.2.3 Technical reports, memorandums, advisory notices and technical notes.

C.5.6.2.4 Maintaining office files, manuals, handbooks and reference library, both paper and electronic, according to NRCS and department guidelines and requirements.

C.5.6.2.5 Answering telephone, greeting visitors and signing for incoming deliveries and other administrative tasks associated with a Field/Area Office as needed.

C.5.6.2.6 Utilizing a variety of computer hardware and software applications and small office machines, to include agency specific software such as Protracts, DMS, FA Tracker, NEST, FMMI, and locally developed Excel databases to extract information needed to develop reports related to scheduling, program tracking, and balancing of funds committed and expended.

C.5.6.2.7 Some interaction with the general public in an office setting. Will work directly with conservation partners, program technicians in the Farm Service Agency, and NRCS Field, Area and State Office personnel. Provides a variety of information to program applicants and participants, such as specific program and eligibility requirements, guidance on completion of required program applications, Adjusted Gross Income (AGI), and System for Award Management (SAM).

C.5.6.2.8 Assists FOs to complete activities according to schedule ensuring financial assistance funds are obligated before deadlines.

C.5.6.2.9 Copying and filing according to NRCS and department guidelines and requirements.

C.5.6.2.10 Reviewing applications for Farm Bill programs to ensure required information and forms are present and gathers items that are missing to create a complete application package. Determines that correct signatures are in place on applications.

C.5.6.2.11 Data entry regarding processing contract documents and actions for approved contracts. Monitors and tracks commencement and expiration of contracts, contracts behind schedule, and contracts that have not completed a practice in the first year and prepares modification, termination, waiver, and annual practice reminder letters for signature. Processes annual contract reviews and various audits. Prepares documents for contract appeals such as correspondence to program applicants and contract participants and provides documents with open obligation audits. Monitors payment error rates and works to eliminate them.

C.5.6.2.12 Conduct pre-obligations and Second Level Reviews for Contract

Obligation and Contract Modifications. Determines that correct signatures are in place on applications.

C.5.6.2.13 Data entry regarding processing contract documents and actions for approved contracts. Monitors and tracks commencement and expiration of contracts, contracts behind schedule, and contracts that have not completed a practice in the first year and prepares modification, termination, waiver, and annual practice reminder letters for signature. Processes annual contract reviews and various audits. Prepares documents for contract appeals such as correspondence to program applicants and contract participants and provides documents with open obligation audits. Monitors payment error rates and works to eliminate them.

C.5.6.2.14 The Clerk shall have proficiency in the Microsoft Office Suite software, specifically Microsoft Outlook, Word, Excel and Access. The contractor shall demonstrate the use of appropriate language to communicate ideas in words and print based on the audience and situation.

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 must be requested by the manager through the COR to the CO, 72 hours PRIOR to the event.

C.5.10.3 Travel will be confined to the state of New York and only utilizing

Government provided vehicles. Privately Owned Vehicles (POV) will not be authorized under any circumstance.

C.5.10.4 Any associated costs will be in accordance with GSA per diem standards.

C.5.10.5 SHARED OFFICES: Shared offices are those that are within a shared geographic area, normally within driving distance of each other. These offices “share” the same contractor with time divided between offices as needed. Mileage expenses to and from work are not reimbursed. If travel is required during the workday to the other site, the Government shall provide a Government Vehicle.

C.5.10.6 For the Secretary III Position in the New York NRCS State Office, no overnight travel is required.

C.5.10.7 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.6.3 Vendor shall make every attempt to limit the number of staff 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.

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 District 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. At no time shall the contractor be encouraged or directed to utilize a POV. If the travel is required, the manager shall provide the transportation.

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, proposal 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.6 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 must exhibit the ability to provide geographic flexibility in the provision of services allowing for growth or reduction of the workforce at the various locations provided under Section J, Attachments 2 and 3.

C.10.4 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 have a single point of contact between the Government and Contractor personnel assigned to support contracts or task orders. The Contractor shall assign work effort and maintaining proper and accurate time keeping records of personnel assigned to work on the requirement.

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

C.12.1 All Contractor employees shall be required to sign the Non-Disclosure Form found under Section J, Attachment 1 and provide a copy to the Contracting Officer before beginning any work assignment.

C.12.2 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.12.3 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.12.4 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.

D Reserved

E Inspection and Acceptance

E.1 Acceptance of service will be done every two weeks.

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 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.

F Performance

F.1 Period of Performance

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

F.1.2 Dates:

(Dates listed below are approximate. Exact dates will be provided upon award.

09/25/2020 is the earliest date the contract would start; however, it may start later than that date)

F.1.2.1 Base Period 09/25/2020 – 09/24/2021

F.1.2.2 Option Period One 09/25/2021 – 09/24/2022

F.1.2.3 Option Period Two 09/25/2022 – 09/24/2023

F.1.2.4 Option Period Three 09/25/2023 – 09/24/2024

F.1.2.5 Option Period Four 09/25/2024 – 09/24/2025

G Invoicing

G.1 Invoicing

G.1.1 Invoices should be submitted every two weeks after the service is performed.

G.1.2 The "Submit Invoice-to" address for USDA orders is the Department of

Treasury's Invoice Processing Platform (IPP). The contractor must follow the instructions on how to register and submit invoices via IPP as prescribed in the previous communications from USDA and Treasury. All invoices are to be submitted via the electronic Invoice Processing Platform. This is a mandatory requirement initiated by the U.S. Department of Treasury and you can find more information at this website https://www.ipp.gov/

G.1.3 Invoices shall have supporting documents attached within 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.

G.1.4 Invoices and supporting documentation shall be attached within IPP and shall not be submitted directly to the Contracting Officer.

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 goods whichever is later. Payment will be made via Electronic Funds Transfer.

H Special Contract Requirements

H.1 All contractor personnel will be required to take the USDA Information Security

Awareness and Rules of Behavior Training yearly.

H.2 Physical Security

H.2.1 All contractor personnel who work at USDA must be US Citizens and obtain approval for facility access.

H.2.2 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.3 Personnel Security Requirements

H.3.1 Contractor personnel must comply with USDA Homeland Security

Presidential Directive (HSPD-12), “Policy for a Common Identification Standard for Federal Employees and Contractors,” and Federal Information Processing Standards Publication (FIPS PUB) 201, “Personal Identity Verification (PIV) of Federal Employees and Contractors.”

H.3.2 USDA requires government issued identification badges be displayed at all times while on the premises.

H.3.3 Background investigations and fingerprinting are required for all government and Contractor employees. If the government receives an unsuitable report of any Contractor employee after review and processing of security background information, the Contractor will be advised immediately, and such employee shall not continue to work at USDA or be assigned work under this or any USDA contract. The Contractor shall replace such employee with a qualified new employee within ten (10) calendar days.

H.3.4 The Contractor shall ensure that all Contractor employee identification badges are returned to USDA, if employees are dismissed, when the contract expires, or whichever comes first. The Government can and will exercise full and complete control over granting or denying of identification cards or other required security identification badges. It shall be the Contractor’s responsibility to account for all identification cards/badges issued to Contractor personnel. Final Contractor payment will be withheld until all identification cards and security identification badges as well as keys or other Government assigned items have been accounted-for.

H.3.5 A list of all Contractor personnel assigned to this task with the dates and types of security background investigation checks completed will be submitted to the COR prior to the initiation of any work effort charged against this award.

H.4 Sensitive Information Storage and Disclosure

H.4.1 Work on this award may require that personnel have access to Privacy

Information. Personnel shall adhere to the Privacy Act, Title 5 of the U. S.

Code, Section 552a and applicable agency rules and regulations.

I Task Order Provisions and Clauses

I.1 AGAR 452.204-70 – Inquires (Feb 1988)

Inquiries and all correspondence concerning this solicitation should be submitted in writing to the Contracting Officer. Offerors should contact only the Contracting Officer issuing the solicitation about any aspect of this requirement prior to contract award.

(End of provision)

I.2 AGAR 452.211-72 – Statement of Work/Specifications (Feb 1988)

The Contractor shall furnish the necessary personnel, material, equipment, services and facilities (except as otherwise specified), to perform the objectives set forth in the Performance Work Statement/Specifications referenced in Section C.

(End of Clause)

I.3 AGAR 452.211-74 – Period of Performance (Feb 1988)

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

I.4 AGAR 452.246-70 – Inspection Acceptance (Feb 1988)

(a) The Contracting Officer or Contracting Officer’s duly authorized representative will inspect and accept the supplies and/or services to be provided under this contract.

(b) Inspection and acceptance will be performed after each service requirement is completed.

(End of clause)

I.5 Professional Conduct While on Government Facilities

Contractor employees shall observe and maintain themselves in accordance with professional standards according to their location. Attire should be consistent with professional standards. They shall not engage in private activities for personal gain or any other unauthorized purpose while on Government- owned or leased property, nor may Government time or equipment be utilized for these purposes.

(End of clause)

I.6 Limitation of Authority

The government assigned Project or Program Manager, Task POC, or COR are responsible for monitoring the Contractor’s performance. Any proposed modifications to the task order, such as changes to the scope of work, or to the terms and conditions of the task order must be authorized by the Contracting Officer.

(End of clause)

I.7 52.217-5 - EVALUATION OF OPTIONS (JULY 1990)

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement.

Evaluation of options will not obligate the Government to exercise the option(s).

(End of provision)

I.8 52.217-8 - OPTION TO EXTEND SERVICES (NOV 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

I.9 52.217-9 - Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed one (1) base year and four (4) options years.

I.10 AGAR 452.224-70 – Confidentiality of Information (Feb 1988)

(a) Confidential information, as used in this clause, means --

(1) information or data of a personal nature, proprietary about an individual, or (2) information or data submitted by or pertaining to an organization.

(b) In addition to the types of confidential information described in (a)(1) and (2) above, information which might require special consideration with regard to the timing of its disclosure may derive from studies or research, during which public disclosure of primarily invalidated findings could create an erroneous conclusion which might threaten public health or safety if acted upon.

(c) The Contracting Officer and the Contractor may, by mutual consent, identify elsewhere in this contract specific information and/or categories of information which the Government will furnish to the Contractor or that the Contractor is expected to generate which is confidential. Similarly, the contracting Officer and the Contractor may, by mutual consent, identify such confidential information from time to time during the performance of the contract. Failure to agree will be settled pursuant to the "Disputes" clause.

(d) If it is established that information to be utilized under this contract is subject to the Privacy Act, the Contractor will follow the rules and procedures of disclosure set forth in the Privacy Act of 1974, 5 U.S.C. 552a, and implementing regulations and policies, with respect to systems of records determined to be subject to the Privacy Act.

(e) Confidential information, as defined in (a)(1) and (2) above, shall not be disclosed without the prior written consent of the individual, institution or organization.

(f) Written advance notice of at least 45 days will be provided to the Contracting Officer of the Contractor's intent to release findings of studies or research, which have the possibility of adverse effects on the public or the Federal agency, as described in (b) above. If the Contracting Officer does not pose any objections in writing within the 45 day period, the contractor may proceed with disclosure. Disagreements not resolved by the Contractor and Contracting Officer will be settled pursuant to the "Disputes" clause.

(g) Whenever the Contractor is uncertain with regard to the proper handling of material under the contract, or if the material in question is subject to the Privacy Act or is confidential information subject to the provisions of this clause, the Contractor shall obtain a written determination from the Contracting Officer prior to any release, disclosure,

(h) The provisions of paragraph (e) of this clause shall not apply when the information is subject to conflicting or overlapping provisions in other Federal, State or local laws.

I.11 Privacy and Security Safeguards

The Contractor and all employees, agents, subcontractors and subcontractor personnel who will have access to confidential or non-public information or documents during the performance or their duties under the contract shall execute the attached NONDISCLOSURE AGREEMENTS (see J.1) as applicable and return it to the COR before being given access to such information.

The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. At the end of each work period, all Government facilities, equipment and materials shall be secured.

All Contractor personnel must satisfy the Government's security requirements as delineated in HSPD-12.

(End of clause)

I.12 Conflict of Interest

If for any reason the agency or the Contractor determines that the Contractor faces a potential, perceived, or real conflict of interest, the agency shall notify the Contractor or the Contractor shall notify the agency, and the Contractor shall cease all work on, reassign the task, or proceed at the discretion of the agency. At the agency's option, the Contractor may provide an acceptable replacement.

(End of clause)

I.13 FAR 52.204-9 Personal Identity Verification of Contractor Personnel (JAN 2011)

(a) The Contractor shall comply with agency personal identity verification procedures identified in the contract that implement Homeland Security Presidential Directive-12 (HSPD-12), Office of Management and Budget (OMB) guidance M-05-24 and Federal Information Processing Standards Publication (FIPS PUB) Number 201.

(b) The Contractor shall account for all forms of Government-provided identification issued to the Contractor employees in connection with performance under this contract.

The Contractor shall return such identification to the issuing agency at the earliest of any of the following, unless otherwise determined by the Government:

(1) When no longer needed for contract performance.

(2) Upon completion of the Contractor employee’s employment.

(3) Upon contract completion or termination.

(c) The Contracting Officer may delay final payment under a contract if the Contractor fails to comply with these requirements.

(d) The Contractor shall insert the substance of this clause, including this paragraph (d), in all subcontracts when the subcontractor’s employees are required to have routine physical access to a Federally controlled facility and/or routine access to a Federally controlled information system. It shall be the responsibility of the prime Contractor to return such identification to the issuing agency in accordance with the terms set forth in paragraph (b) of this section, unless otherwise approved in writing by the Contracting Officer.

(End of clause)

I.14 FAR 52.212-4 - CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS (OCT 2018)

(a) Inspection/Acceptance. The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance. The Government may require repair or replacement of nonconforming supplies or reperformance of nonconforming services at no increase in contract price. If repair/replacement or reperformance will not correct the defects or is not possible, the Government may seek an equitable price reduction or adequate consideration for acceptance of nonconforming supplies or services. The Government must exercise its post-acceptance rights-

(1) Within a reasonable time after the defect was discovered or should have been discovered; and

(2) Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.

(b) Assignment. The Contractor or its assignee may assign its rights to receive payment due as a result of performance of this contract to a bank, trust company, or other financing institution, including any Federal lending agency in accordance with the Assignment of Claims Act (31 U.S.C. 3727). However, when a third party makes payment (e.g., use of the Governmentwide commercial purchase card), the Contractor may not assign its rights to receive payment under this contract.

(c) Changes. Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

(d) Disputes. This contract is subject to 41 U.S.C. chapter 71, Contract Disputes. Failure of the parties to this contract to reach agreement on any request for equitable adjustment, claim, appeal or action arising under or relating to this contract shall be a dispute to be resolved in accordance with the clause at FAR 52.233-1, Disputes, which is incorporated herein by reference. The Contractor shall proceed diligently with performance of this contract, pending final resolution of any dispute arising under the contract.

(e) Definitions. The clause at FAR 52.202-1, Definitions, is incorporated herein by reference.

(f) Excusable delays. The Contractor shall be liable for default unless nonperformance is caused by an occurrence beyond the reasonable control of the Contractor and without its fault or negligence such as, acts of God or the public enemy, acts of the Government in either its sovereign or contractual capacity, fires, floods, epidemics, quarantine restrictions, strikes, unusually severe weather, and delays of common carriers. The Contractor shall notify the Contracting Officer in writing as soon as it is reasonably possible after the commencement of any excusable delay, setting forth the full particulars in connection therewith, shall remedy such occurrence with all reasonable dispatch, and shall promptly give written notice to the Contracting Officer of the cessation of such occurrence.

(g) Invoice.

(1) The Contractor shall submit an original invoice and three copies (or electronic invoice, if authorized) to the address designated in the contract to receive invoices. An invoice must include-

(i) Name and address of the Contractor;

(ii) Invoice date and number;

(iii) Contract number, line item number and, if applicable, the order number;

(iv) Description, quantity, unit of measure, unit price and extended price of the items delivered;

(v) Shipping number and date of shipment, including the bill of lading number and weight of shipment if shipped on Government bill of lading;

(vi) Terms of any discount for prompt payment offered;

(vii) Name and address of official to whom payment is to be sent;

(viii)Name, title, and phone number of person to notify in event of defective invoice;

and

(ix) Taxpayer Identification Number (TIN). The Contractor shall include its TIN on the invoice only if required elsewhere in this contract.

(x) Electronic funds transfer (EFT) banking information.

(A) The Contractor shall include EFT banking information on the invoice only if required elsewhere in this contract.

(B)If EFT banking information is not required to be on the invoice, in order for the invoice to be a proper invoice, the Contractor shall have submitted correct EFT banking information in accordance with the applicable solicitation provision, contract clause (e.g., 52.232-33, Payment by Electronic Funds Transfer-System for Award Management, or 52.232-34, Payment by Electronic Funds Transfer-Other Than System for Award Management), or applicable agency procedures.

(C) EFT banking information is not required if the Government waived the requirement to pay by EFT.

(2) Invoices will be handled in accordance with the Prompt Payment Act (31 U.S.C.3903) and Office of Management and Budget (OMB) prompt payment regulations at 5 CFR Part 1315.

(h) Patent indemnity. The Contractor shall indemnify the Government and its officers, employees and agents against liability, including costs, for actual or alleged direct or contributory infringement of, or inducement to infringe, any United States or foreign patent, trademark or copyright, arising out of the performance of this contract, provided the Contractor is reasonably notified of such claims and proceedings.

(i) Payment -

(1) Items accepted. Payment shall be made for items accepted by the Government that have been delivered to the delivery destinations set forth in this contract.

(2) Prompt payment. The Government will make payment in accordance with the Prompt Payment Act (31 U.S.C.3903) and prompt payment regulations at 5 CFR Part 1315.

(3) Electronic Funds Transfer (EFT). If the Government makes payment by EFT, see 52.212-5(b) for the appropriate EFT clause.

(4) Discount. In connection with any discount offered for early payment, time shall be computed from the date of the invoice. For the purpose of computing the discount earned, payment shall be considered to have been made on the date which appears on the payment check or the specified payment date if an electronic funds transfer payment is made.

(5) Overpayments. If the Contractor becomes…