Section A B C Rev1.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: September 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 Four (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 II – 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.6.2 The Contractor shall have experience in providing this service or similar and provide references that that relates to the experience in providing this service.

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.