S01 Attachment 1 PWS NY Amend 0001.pdf

PERFORMANCE WORK STATEMENT (PWS)

ADMINISTRATIVE SUPPORT SERVICES

NATURAL RESOURCES CONSERVATION SERVICE (NEW YORK)

1 INTRODUCTION:

The USDA Natural Resources Conservation Service (NRCS) requires administrative support services at various NRCS Field Office(s) throughout the state of New York.

1.1 Mission

The NRCS is committed to “helping people help the land” – our 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 https://www.nrcs.usda.gov .

1.2 Background

NRCS-NY will require General Clerk Services to be provided by a contractor for a number of offices to be determined annually. NRCS NY has 46 offices across NYS but will not require a contractor for every office. 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. These services contracted for are not of a personal nature (i.e., an employer‐ employee relationship does not exist between the Contractor’s employee and the NRCS). Contractor employees are not to be 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.

NRCS-NY programmatic workload will continue increasing over the next several years due to the authorization and appropriation of funds under the Inflation Reduction Act (IRA). A portion of these contracted positions will be funded using IRA resources. Flexibility is required within this contract to allow services to increase or decrease as IRA workload rises then falls over the next 5 years.

1.3 Scope

The contractor shall furnish all management, supervision, labor, materials, equipment (except as provided further below), and resources needed to provide the services described in this PWS.

The USDA NRCS will require a varying number of positions for General Clerk II support services throughout the forty-six (46) Area Offices and Field Offices in the State of New York. The locations that may require General Clerk II support are noted below:

OFFICE LOCATIONS SCA

COUNTY

Albion Service Center, 446 West Ave., Albion, NY 14411 Orleans

Auburn Service Center,7413 County House Road, Auburn, NY 13021 Cayuga Ballston Spa Center, 50 W. High St, Ballston, Spa, NY 12020 Saratoga Batavia Service Center,29 Liberty Street, Batavia, NY 14020 Genesee Bath Service Center, 415 W. Morris Street, Bath, NY 14810 Steuben Belmont Service Center, 5425 County Road 48, Belmont, NY 14813 Allegany Binghamton Service Center, 1163 Upper Front St, Binghamton, NY 13905-1542 Broome Brooklyn Service Center, 111 Livingston Street, Room 100, Brooklyn, NY 11201

Kings Canandaigua Service Center, 3037 County Road 10, Canandaigua, NY 14424 Ontario Canton Service Center, 1942 Old Dekalb Rd, Canton, NY 13617 St. Lawrence Cooperstown Service Center, 967 County Hwy 33, Cooperstown, NY 13326 Otsego Steuben PMC, 3266A State Rte 352, Corning, NY 14830-9204 Steuben Cortland Service Center, 1 North Main St, Cortland, NY 13045-1397 Cortland East Aurora Service Center, 50 Commerce Way, East Aurora, NY 14052 Erie Ellicottville Service Center, 8 Martha Street, Ellicottville, NY 14731 Cattaraugus Fultonville Service Center, 4001 State Hwy 5S, Fultonville, NY 12072 Montgomery Geneseo Service Center, 11 Megan Drive, Geneseo, NY 14454 Livingston Ghent Service Center, 1024 Route 66, Ghent, NY 12075 Columbia Greenwich Service Center, 2530 State Route 40, Greenwich, NY 12834 Washington Hamilton Service Center, 6503 Wes Road, Hamilton, NY 13346 Hamilton Herkimer Service Center, 5653 State Route 5, Herkimer, NY 13350 Herkimer Highland Service Center, 5 Park Lane, Highland, NY 12528 Ulster Ithaca Service Center, 225 South Fulton Street, Ithaca, NY 14850 Tompkins Jamestown Service Center, 220 Fluvanna Avel, Suite 600, Jamestown, NY 14701 Chautauqua Lafayette Service Center, 2571 US Route 11, Lafayette, NY 13084 Onondaga Lockport Service Center, 4487 Lake Avenue, Lockport, NY 14094 Niagara Lowville Service Center, 5274 Outer Stowe Street, Suite 2, Lowville, NY 13367 Lewis Lyons Service Center, 10 Leach Road, Lyons, NY 14489 Wayne Malone Service Center, 151 Finney Blvd, Malone, NY 12953 Franklin Marcy Service Center, 9025 River Road, Marcy, NY 13403 Oneida Mexico Service Center, 3306 Main Street, Mexico, NY 13114 Oswego Middletown Service Center, 225 Dolson Avenue, Middletown, NY 10940 Orange Millbrook Service Center, 2715 Route 44, Millbrook, NY 12545 Dutchess Norwich Service Center, 99 N. Broad Street, Norwich, NY 13815 Chenago Penn Yan Service Center, 270 Lake Street, Penn Yan, NY 14527 Yates Plattsburgh Service Center, 6064 State Route 22, Plattsburgh, NY 12901 Clinton Riverhead Service Center, 423 Griffing Avenue, Riverhead, NY 11901 Suffolk Rochester Service Center, 1200A Scottsville Road, Rochester, NY 14624 Monroe Schoharie Service Center, 108 Holiday Way, Schoharie, NY 12157 Schoharie Seneca Falls Service Center, 2041 US Rte 20, Seneca Falls, NY 13148 Seneca USDA NRCS NY State Office, 441 S. Salina St, Ste 354, Syracuse, NY 13202 Onondaga Troy Service Center, 61 State Street, Troy, NY 12180 Rensselaer Walton Service Center, 44 West Street, Walton, NY 13856 Delaware Warsaw Service Center, 36 Center Street, Suite D, Warsaw, NY 14569 Wyoming Watertown Service Center, 21168 State Route 232, Watertown, NY 13601 Jefferson Waverly Service Center, 109A Chemung Street, Waverly, NY 14892 Tioga

1.4 Period of Performance

The period of performance for this work is as follows:

• Year 1: December 18, 2023 – December 17, 2024

• Year 2: December 18, 2024 – December 17, 2025

• Year 3: December 18, 2025 – December 17, 2026

• Year 4: December 18, 2026 – December 17, 2027

• Year 5: December 18, 2027 – December 17, 2028

2. DESCRIPTION OF SERVICES

Work shall be completed in accordance with NRCS policies and procedures. Training may be required as determined.

Government shall train Contractor employees only on government specific topics, policies, and equipment for which the Contractor does not have the training capability. All other training needs to gain or maintain Contractor employees’ skills, proficiency, certifications, etc. shall be the sole responsibility and cost of the Contractor.

2.1 Non-Personal Services

The services provided under this contract are not related to Federal employment requirements nor do they involve temporary help services that may be authorized under 5 CFR Part 300. This contract may not be used to provide personal services. NRCS’s contract administration and monitoring shall not be detailed or continual as to constitute supervision of the Contractor personnel. Government personnel shall not perform any supervisory functions for Contractor personnel such as interviewing, appraising individual performance, scheduling leave, scheduling work, or direction on how to perform work.

The contract personnel assigned to render services shall, at all times, be employees of the Contractor (including Subcontractors of the Contractor) and under the direction and control of the Contractor. Notwithstanding any other provisions of this contract, the Contractor shall, at all times, be responsible for the supervision of its employees in the performance of the services required. At no time shall the Contractor personnel be employees of the United States Government. The Government shall only provide technical, task related instructions sufficient for Contractor employees to properly perform services under the contract. See FAR Part 37 – Service Contracting, for more details.

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.

2.2. Service Contract Act

The Service Contract Act is applicable to this service. The Government's required minimum occupation code from the applicable Service Contract Act wage determinations is General Clerk II. See Attachment 4 – List of Applicable SCA WD’s for list.

2.3 Business Relations

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

2.4 Contract Management

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.

NRCS’s management staff shall be responsible for delegating work to Contractor personnel and assuring that quality services are produced within timeframes established by management and the contract.

This is a contract for non-personal services. Government personnel shall not supervise Contractor personnel.

The Contractor’s management/supervisory staff shall be the liaison between Government personnel for specific work teams, as applicable, through the Contracting Officer Representative (COR) and/or Contracting Officer (CO).

2.5 Contract Administration

Contractor:

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 the contact or BPA calls. The Contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work at the required locations.

Contracting Officer (CO):

The CO has the overall responsibility for the administration of this contract. The CO alone, without delegation, is authorized to take actions on behalf of the Government to: amend, modify or deviate from the contract terms, conditions, requirements, specifications, details and/or delivery schedules; terminate the contract for convenience or default; effect acceptance of all work and effort; and issue final decisions regarding contract questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

Contracting Officer Representative (COR):

A COR will be designated for the contract. The COR shall act for on behalf of the CO, in the technical administration of this contract, including but not limited to:

• Determining the adequacy of performance by the Contractor in accordance with the terms of this contract;

• Acting as the Government’s representative at the work site;

• Advising the CO of any factors which may cause delay in performance of the work;

• Inspecting the work to ensure compliance with requirements;

• Conferring with Contractor representatives regarding any problems encountered in the performance of the work.

• Develop the procedures for processing work in coordination with the Contractor and NRCS participants.

• Ensure work requirements are clear and concise, identifying deliverables and time schedule for completion.

The CO is the only person authorized to make or approve any changes to any of the requirements of this contract and notwithstanding any clauses contained elsewhere in this contract, this authority remains solely with the CO.

Should the Contractor make any changes at the direction of any person other than the CO, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in cost incurred as a result thereof. All questions concerning the contract agreement will be directed to the CO. The Contractor shall contact the CO with any questions regarding performance issues.

2.6 Personnel Administration

The Contractor shall provide management and support for employees during designated Government non-workdays or other periods where government offices are closed due to inclement weather or security conditions. 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 when training is required.

The Contractor shall provide administrative support to employees in a timely fashion (timekeeping, leave processing, pay emergency needs) in conjunction with the NRCS office POC and the Contracting Officer Representative (COR).

In the event that assigned Contractor personnel are no longer able to perform services under this contract, the Contractor shall promptly notify the COR in writing. The notification shall include a detailed explanation of the circumstances surrounding removal of the Contractor personnel from work under this contract. The Contractor shall submit the details and qualification of the replacement Contractor personnel, which shall have the minimum qualifications, (section 3.3). Identification of proposed replacement personnel and approval requests shall be received by the government within 14 calendar days of initial notification of personnel departure.

In the event that the performance of any assigned Contractor personnel is determined by the Government to be unsatisfactory at any time during the life of the contract the Government reserves the right to request and receive satisfactory personnel replacement within 14 calendar days of receipt by the Contractor of the Government’s written notification. Notification will include the reason for requesting replacement personnel. Replacement personnel shall have the same minimum qualifications, (section 3.3) as specified in the Governments initial request and/or as proposed to meet the requirements of the call and meet any applicable security requirements.

Repeated failure or excessive delays by the Contractor in providing qualified personnel who fail to meet the stated requirements of contract may be deemed sufficient reason for termination for cause for work under this contract.

Contractor shall provide NRCS with a qualified candidate to physically report and fill a vacant position within 45 calendar days of the position becoming vacant. Day one will be the next day after the departing Contractor personnel leaves the position.

Overall, the contractor is responsible for informing contract personnel of Government Regulations, Policies and procedures and the effects of their conduct working with the Government.

The Contractor shall provide administrative support to employees in a timely fashion (e.g. time keeping, leave processing, pay, emergency needs).

2.7 Subcontract Management

The Contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

2.8 Contractor Personnel, Disciplines, and Specialties

The Contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The Contractor shall supply the necessary personnel and resources to manage, perform, and administer the contract.

Interaction with the general public will be required in an office setting. 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, Contract Title (Administration Support), Area Office, contracted to the NRCS”. 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. 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.

2.9 Locations and Hours of Work

The primary locations for this work will be at the following USDA NRCS offices:

• Fultonville Service Center – Fultonville, NY

• Lafayette Service Center – Lafayette, NY

• USDA NRCS NY State Office - Syracuse, NY

• Cortland Service Center - Cortland, NY

• Binghamton Service Center - Binghamton, NY

• Highland Service Center - Highland, NY

• Riverhead Service Center - Riverhead, NY

• Walton Service Center - Walton, NY

• Ghent Service Center - Ghent, NY

• Batavia Service Center - Batavia, NY

• Ellicottville Service Center - Ellicottville, NY

• Rochester Service Center - Rochester, NY

• Marcy Service Center - Marcy, NY

• East Aurora Service Center - East Aurora, NY

Additional locations amongst the entire list of office locations in Section 1.3 may be ordered throughout the period of performance of this contract.

Work shall be performed Monday through Friday except US Federal Holidays. NRCS normal business hours are 8:00 am to 4:30 pm with a 30-minute lunch break. All employees are expected to be available during normal business hours. If the offices are closed due to weather or other unforeseen circumstances the COR will contact the Contractor POC.

Overtime is not allowed under this contract and will not be paid. The actual hours of work for the Contractor employees at each location will be coordinated between the District Conservationist, the Contractor and the Contracting Officer based on the need at each location.

2.10 Telework – Scheduled and Unscheduled

To allow for additional flexibility for mission accomplishment, scheduled telework for up to two (2) days per week may be authorized and coordinated by the COR or NRCS ASTC-FO manager or designee. The Contractor shall request approval for the scheduled days for telework. Once scheduled, changes will require concurrence of the NRCS ASTC-FO manager or designee. All applicable directives and the telework requirements mentioned herein shall be followed.

Unscheduled telework may be approved and performed on an as needed basis as determined and directed by the local District Conservationist. Unscheduled telework shall be coordinated by the COR or NRCS ASTC-FO manager or designee. Telework can be used as a means of achieving work requirements outside of the primary office to include alternate worksites and/or employees’ homes. Participants must protect all data and equipment issued for conducting business.

During office closures (due to severe weather or other emergencies) work may be completed by telework when work tasks are identified and can be performed remotely and as needed to comply with Government policies and health related directives such as but not limited to pandemics, etc. and including emergency situations, Contractors shall be allowed to work remotely (telework) as directed by the NRCS. The ability to work remotely will require that the assigned work can be efficiently accomplished remotely, the Contractor has been assigned a Government laptop, the Contractor must have an acceptable remote location with sufficient internet and phone connectivity to allow efficient work to occur and be in compliance with other Government policies as applicable.

2.10 Travel

Travel to other government facilities may be required during the course of the duty day. This type of travel is not reimbursable and a Government Owned Vehicle shall be utilized for this work.

In rare instances, extended travel may be required for contractor personnel to support other offices listed in section

1.3 Office Locations. All travel requirements (including plans, agenda, itinerary, or dates) shall be pre-approved by the government (subject to local policy & procedures) and is on a strictly cost reimbursable basis beyond 50 miles.

Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy & procedures; may reference FAR).

Approved overnight stays, per diem, and POV mileage will be reimbursed in accordance with the Federal Travel Regulations (FTR). All reimbursement shall require prior approval by the Contractor and review by the COR to insure adequate funding availability and justification. Travel authorization requests by the individual Contractor personnel shall be sent to the Contractor and provided to the COR via cc email to allow such NRCS review.

The Contractor may use the travel budget in the amount on the separate line item for the award. This budget may be used for overnight travel in compliance with the Contractor’s travel policies and procedures. Contractor employees who are traveling are prohibited from incurring overtime.

The COR in coordination with the CO has the right to approve or deny any travel requests.

Contractors must complete required training and possess a valid state driver’s license before operating a government vehicle. Official travel may be minimal for some positions and substantially more for others. Official travel will be coordinated with the appropriate NRCS management staff.

2.11 Invoicing

Invoices shall be submitted each month for the previous months work. Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system.

In addition to the information required by FAR 32.905(b) each invoice must contain a breakdown of the total amount. Invoices shall be submitted every 30 days and shall include the following:

(i.) Name and address of the Contractor.

(ii.) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii.) Contract number, line item number and, if applicable (iv.) Description, quantity, unit of measure, unit price and extended price of the items delivered.

The invoice should include an uploaded monthly report that is broken down position/employee and location. The report should include a detailed description of the work performed and completed by each Contractor employee for the invoiced period. Invoices along with all required supporting documentation must be submitted electronically through the Invoice Processing Platform (IPP) system. See the applicable clause for detailed information.

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. No other amounts shall be listed on an invoice.

Contractors shall email copy of their individual timesheet to the local NRCS manager who assigns work tasks for review of hours claimed. Any issues observed by local NRCS management will be brought to the attention of the COR for resolution with the Contractor manager as quickly as possible.

The Contractor shall not invoice for vacant positions.

2.12 Government Quality Assurance

The CO (or representative) reserves the right to review all work products required under the contract for acceptability according to the Quality Assurance Surveillance Plan (QASP). The Government shall notify the Contractor whenever non-performance occurs and revisions to reports/deliverables are required in order for the deliverables to be deemed acceptable.

Non-performance occurs when the contractor’s performance does not meet the Acceptable Quality Level (AQL) for a given requirement. Requirements may contain multiple performance elements, and therefore, deficiencies may occur in one or more aspects of performance (e.g., timeliness, accuracy, completeness, etc.) or subject areas of effort.

See QASP for further details on Government surveillance.

3. PERFORMANCE REQUIREMENTS

When surveillance indicates that the contractor's service output is not in compliance with the contract requirements, the Contracting Officer’s Representative (COR) must determine whether the Contractor or the Government caused the deficiency. If the cause of the defect rests with the Government, corrective action must be taken through Government channels. If the cause of the defect is due to action or inaction by the contractor, the contractor is responsible for correction of the problem at no additional expense to the Government.

3.1 Performance Tasks:

3.1.1 Payment Processing - Provide assistance to the Offices related to collecting and assembling cost data and processing payment application requests. Reviewing a wide variety of invoices, vouchers, and other miscellaneous paperwork associated with NRCS technical and financial programs and processes.

3.1.2 Substantiate Payment Requests - Compiles and reviews supporting documents to substantiate payment requests, ensures that payment requests comply with provisions of long-term contracting and are within obligated spending limits prior to submission of payment. Ensures the information on payment request is accurate and appropriately supported with NRCS signed documentation.

Confirm land control and eligibility payments limitation, signature authority, etc. (Essentially complete payment checklist by accessing documentation from FSA and NRCS databases.

Understands and is aware of basic NRCS New York program and financial policy as provided by

NRCS.

3.1.3 Track Producer Requests for Wetland Compliance and Highly Erodible Land Assistance.

Maintain wetland determination and highly erodible land case files including producer submitted records, conservation plans and associated maps. Coordinates paperwork and record keeping with the USDA Farm Service Agency. Tracks requests for appeals related to issued determinations.

3.1.4 Prepare map update determinations. Update 026 forms based on maps provided, which allow for accurate map rendering and program allocation. Prepare determination letters, complete certified mail forms, and any other correspondence that is needed (i.e. weather delays, workload delays, 569 notices).

3.1.5 Assist Field staff with Food Security Act compliance workload. – Mail notification letters, gathering crop history information, maintaining calendar.

3.1.6 The Contractor personnel will gain knowledge through training of all Natural Resources Conservation Service (NRCS) software such as Protracts, Fund Manager, FA Tracker, Conservation Desktop, Document Management System, Excel, National Easements Staging Tools (NEST) within 6 months of employment. Additionally, the contractor will establish and maintain participant files in Document Management System and Protracts.

3.1.7 The Contractor personnel will work on easements including coordinating and engaging with partners (ex TFT) and landowners; maintaining monitoring spreadsheets, entering data into NEST, conferring with office staff, District Conservationist and partners to flush out correct information.

Navigate CUA process to obtain signatures and upload forms.

3.1.8 Contractor reviews accuracy of documentation, compliance with regulations, and justification of vouchers, invoices, claims, statements and other requests for payment of goods and services;

processes program payment information; gathers and conforms information from program participants; prepares for District Conservationist’s signature and forwards completed document for payment.

3.1.9 Existing Contracts: When existing contracts are funded contractor shall review modifications, 153 non-compliance, 152 transfers, cancellations, payments. Contractor must review all documents for completeness (obtains signatures, enter appropriate info into ProTracts), maintain hard copy and DMS files and inform the field office team members of contract maintenance status when needed.

3.1.10 Assemble reports from various available data sources to assist NRCS in answering data calls related to accomplished work, demand for NRCS services, and administrative tasks.

3.1.11 Maintain Civil Rights 530 folders on SharePoint.

3.1.12 Maintain various Team tracking documents (completed contracts; workload progress; expiring contracts) on Sharepoint, as well as payment and modification tracking documents to ensure nothing falls through the cracks. Begin modifications in ProTracts.

3.1.13 Participate in trainings, Program calls, team meetings to remain aware of current policy.

3.2 Performance Requirement Measures

Performance Objective Performance Standard PWS Reference/ Contract Reference

Substantiate and process payment requests

Payments processed within 5 business days of receipt of payment request error free

3.1.1

3.1.2

Maintain Wetland Compliance and Land Assistance case files

Files are current and contain no significant errors or omissions

3.1.3

Prepare map update determinations

Forms and supporting documents must be accurate without significant errors

3.1.4

Assist on Food Security Act Compliance Workload

Review FSAC files are complete upon submittal to the District Conservationist

3.1.5

Coordinate, prepare, and maintain easement documentation

Easement documentation is accurate and routed with no significant errors or omissions

3.1.7

Reviews existing contract modification packages for completeness

Modification documentation is accurate with no significant errors or omissions

3.1.9

3.3 Contractor Qualifications

The contractor must provide employees to perform services who meet the following qualifications:

1. Possess and maintain a valid driving license.

2. Proficient in word processing and spreadsheet use.

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

4. Able to use e-mail and internet browsers i.e., Microsoft Outlook and Microsoft Edge.

5. Knowledgeable and experienced in operating small office machines, such as calculators, fax machines, scanning devices, postage meters, and copy machines.

6. Knowledgeable and experienced in general office procedures, such as preparing reports, spreadsheets, and filing. Familiarity with certified mail and return-receipt mail procedures.

7. Ability to follow prescribed workflow process.

8. Understanding and possessing the ability to enter data accurately.

9. Good oral and written communication skills.

10. Capable of working independently.

11. Possess basic telephone skills.

12. Although not required the following qualifications would be preferred:

• Customer service experience

• Database management

• Knowledge of general agricultural and conservation programs

• Mail Merge (Word)

The Contractor shall be required to confirm that their selected candidate for each specific position has the required qualifications, skills and functional proficiencies prior to providing NRCS with the candidate information for the required Government Security Clearance check.

4. SPECIAL REQUIREMENTS

Maintains Civil Rights 530 folders on SharePoint.

530 folders are accurate with no significant errors or omissions

3.1.11

Maintains applicable Team tracking documents (completed contracts, workload progress, expiring contracts, payments, modifications) on Sharepoint.

Tracking documents are accurate with no significant omissions

3.1.12

Participates in training, program calls, and team meetings.

Attends available training or provides prior notice of absence

3.1.13

This section describes the special requirements that apply to this contract. The following sub- sections provide additional detail for each requirement.

4.1 Security and Safety

FAR Subpart 4.13, Personal Identification Verification of Contractor Personnel, establishes the policy and use requirements for FAR Clause 52.204-9, Personal Identification Verification of Contractor Personnel, which is hereby incorporated into this order by reference. It requires Contractor compliance with 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.

USDA policy implementing referred to in paragraph (a) of the clause is at USDA Department Manual 4620-002, USDA Departmental Regulation 4620-002. This policy applies to Contractor employees who require routine access to federally controlled facilities and information systems. All such Contractor employees must have been successfully identity proofed (FBI fingerprint check) and have a successfully adjudicated National Agency Check with (Written) Inquiries (NACI) or Office of Personnel Management (OPM)/National Security (NS) community background investigation to serve on the contract. USDA agencies may grant access to USDA information systems after successful adjudication of the FBI fingerprint check. Completion and successful adjudication of the final NACI results or OPM/NS BI are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the Contractor employee shall be removed from the contract immediately and replaced immediately.

Unless a Contractor employee already has successfully completed these requirements and the investigation is current, the employee will be required to complete an online version of the SF-85, Questionnaire for Non-sensitive Position, two FD-258, Fingerprint Charts (can be provided by the NRCS if the law enforcement agency does not have them), and other required forms. Contractor employees’ fingerprints shall be taken to a Federal, State, municipal, or local law enforcement agency.

The Contractor is responsible for any cost of obtaining the fingerprints. The Government is responsible for the cost of the FBI fingerprint check and background investigation. The NRCS does not have any control over the timeliness of the background check or that it will be completed within the performance period of this contract, but it is estimated to be completed approximately 30 calendar days once the Contractor provides all of the required documentation and the NRCS submits it to the Office of Personnel Management (OPM). Fingerprint check results are estimated to be received within 10 calendar days once the Contractor provides all of the required documentation and the NRCS submits it to the OPM.

Upon award of the contract, and once the NRCS has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly.

(a) Contractor Responsibilities-

1 Contractor is responsible for collecting completed forms from each applicant and reviewing all forms for completeness and correctness. This includes, for example, satisfactory resolution of issues or discrepancies.

2 Ensure the applicants obtain two (2) complete sets of their fingerprints on the prescribed Form SF87 (Rev.

March 2013) from an organization qualified to take fingerprints.

3 Return any incomplete or incorrect forms(s) to applicant(s) to be corrected and resubmitted.

4 Submitting completed forms to the Local Point of Contact no later than 10 calendar days after award.

(b) Government Responsibilities:

1. Ensure that completed security forms are forwarded to the appropriate investigating agency in accordance with appropriate internal procedures. The investigating agency will conduct the requisite investigations.

2. Notify the Contractor of the results of background investigations as they are completed and adjudicated.

The Local Point of Contact will notify the Contractor of any applicants who are found ineligible for employment security approval so that the Contractor can immediately recruit and initiate paperwork to clear replacement applicants.

3. The Local Point of Contact will maintain an up-to-date file of Certificates of Investigation (COI) and other background investigation-related documentation for all contract employees throughout the life of the contract.

4.2 Government Furnished Property, Information, and/or Services

While the contractor is at the government facility and upon successful completion of the security requirements listed in Section 4.1, the Government will make available the following items:

a. Office Space and work desk at the office location No such accommodations will be made at the telework location.

b. Computer and network connections. Any computers provided to the contractor during the performance of this contract shall be transferred in accordance with agency procedures. Serial numbers shall be documented. All documentation associated with the official transfer of possession of GFP from Government to contractor is incorporated into the contract; During telework situations, the contractor is responsible for network connections.

c. Access to telephone, copier, printer, and fax machines

d. Government Owned Vehicle, when available with accompanying fuel card and PIN for fleet vehicles

e. Access to Government information systems, upon successful completion of the security

4.3 Use of Government Vehicles

Government vehicles are authorized under this contract for mission requirements only. Vehicles cannot be used for Contractor personnel transportation from or to a domicile. Contractor personnel must follow the same policies and procedures as Government NRCS employees when operating a Government vehicle and complete the AgLearn Driver's Education course, GSA Defensive Driving course, or other approved and available course prior to vehicle use.

4.4 Contractor Insurance Requirements

The contractor shall provide Insurance coverage for all risks associated with performing this contract. Liability Insurance coverage, written on the comprehensive form of policy, is required in the following minimum amounts:

(See FAR 52.228-5 INSURANCE – WORK ON A GOVERNMENT INSTALLATION).

Minimum Liability Insurance Coverage

(1) Workers' compensation and employer's liability $100,000 or per statute

(2) General liability:

Bodily injury $500,000 per occurrence Property damage $100,000 per occurrence

(3) Automobile liability: $200,000 per person Bodily injury $500,000 per occurrence

Property damage $20,000 per occurrence.

In addition, the contractor must provide coverage for any other risks as deemed appropriate, since the Government is not indemnifying the Contractor against any risks under the contract. A current duplicate (not machine reproduced) certificate of insurance must be submitted to the Contracting Officer (CO) for approval before the Contractor begins work under this contract duplicates of renewal certificates (not machine reproduced) obtained by the CONTRACTOR during the life of this contract must immediately be provided to the CO. Also, see the cause, "Insurance Additional Named Insured" below.

The insurance policy must contain an endorsement that any cancellations or material decreases in the coverage’s shall not be effective, unless the insurer or the Contractor gives advance written notices of cancellations or changes in accordance with the CO's instructions.

All premiums or costs incurred to comply with these insurance requirements will be paid by the Contractor. If the Contractor already has an organizational policy in effect, the CO requires evidence that it satisfies all the above stated requirements. The Contractor is required to provide such evidence as deemed necessary by the Contracting Officer before a notice to proceed with contract performance issued. The Government reserves the right to disapprove the purchase of any insurance coverage not in the Government's interest.

This contract requires that all insurance coverages be kept in full force and effect until all contract work is completed; the insurance requirements also apply to subcontractors.

The Government will not be responsible for any losses, damages, or liabilities beyond the amounts, limits, and conditions of the above-required insurance.

4.5 Restrictions Against Disclosure

The Contractor agrees, in the performance of this contract, to keep all information contained in source documents or other media furnished by the Government in the strictest confidence. The Contractor also agrees not to publish or otherwise divulge such information in whole or in part, in any manner or form, nor to authorize or permit others to do so, taking such reasonable measures as are necessary to restrict access to such information while in the Contractor’s possession, to those employees needing such information to perform the work provided herein, i.e., on a "need to know" basis. The Contractor agrees to immediately notify the Contracting Officer, in writing, in the event that the Contractor determines or has reason to suspect a breach of this requirement.

The Contractor agrees not to disclose any information concerning work under this contract to any persons or individual unless prior written approval is obtained from the Contracting Officer. The Contractor agrees to insert the substance of this clause in any consultant agreement or subcontract hereunder.

4.6 Non-Disclosure

Work performance required by this PWS 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.

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