S01_Attachment 1 - Performance Work Statement (PWS).pdf

PERFORMANCE WORK STATEMENT

FOR

Historically Underserved (HU) Outreach and Education

Revision 0

3/4/24

Table of Contents

1 Introduction

1.1 Mission

1.2 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Location and Hours of Work………………………………………….………………………………………………………….. 9

2.3 Travel

2.4 Invoicing

2.5 Identification of Contractor Personnel

3 Contractor Performance

3.1 Performance Objectives/Tasks

3.2 Deliverables/Schedule

3.3 Performance Requirements Summary

4 Special Requirements

4.1 Security

4.2 Restrictions Against Disclosure

4.3 Organizational Conflicts of Interest 14

1 Introduction The Natural Resources Conservation Service (NRCS) requires outreach and education services throughout the state of South Carolina that target historically underserved farmers.

1.1 Mission

NRCS’ mission is to deliver conservation solutions so agricultural producers can protect natural resources and feed a growing world. These conservation and outreach efforts in sustainable agriculture supports NRCS’ mission and departmental priority goals of expanding opportunities to deliver conservation products to new and underserved customers.

1.2 Background

1.2.1 The outreach efforts would focus on increasing awareness of NRCS programs and services through a series of conferences and educational workshops.

1.2.2 Plan and produce Historically Underserved (HU) farmers and landowners conference in South Carolina for at least 100 producers from South Carolina and others from surrounding states. Conference dates and locations to be determined.

1.2.3 Provide feedback by way of a final report to NRCS following the conference regarding the success of the event, the issues that may be preventing successful communication/understanding, and ideas for improvement regarding outreach to underserved customers.

1.2.4 Conduct six two-day outreach education workshops in South Carolina. The outreach events will consist of classroom exchange of information on the first day, and the second day will be a technical assistance exercise on how to construct a high tunnel. Workshop dates and locations to be determined.

1.2.5 Provide feedback from each of the outreach workshops to include ways of improving outreach to underserved customers in addition to successes in program delivery by NRCS.

1.3 Scope

1.3.1 Target audiences that are historically underserved and have no previous contact with NRCS.

1.3.2 Secure meeting facility, logistics, and equipment needed to conduct workshops and the conference.

1.3.3 Develop agenda, contact presenters, and arrange for the workshops and the conference.

1.3.4 Provide feedback by final report to NRCS regarding the meeting’s success.

1.3.5 Review and interpret census demographics.

1.3.5.1 Review the Ag Census data to determine trends and the status of agriculture in South Carolina. Identify the counties with a larger number of minority farmers and identify the prominent agricultural products within those counties. Share findings with NRCS-SC staff to help determine workshop locations.

1.3.6 Review and selection of workshop locations

1.3.6.1 Using census data and internal NRCS data, select the appropriate region and counties to hold the workshops. Internal data includes a review of past allocation of NRCS funding across the state, requests for service and complaints from minority farmers regarding service.

1.3.7 Local farmer and farm cooperatives meetings and consultation

1.3.7.1 For the counties selected, identify and consult with leaders within the minority communities and more specifically, leaders within the minority farming communities. Attend community and farm co-op meetings to secure their support for the workshops and solicit their feedback on workshop content, structure, and location within the county.

1.3.8 Speaker identification, selection, invitation and coordination

1.3.8.1 Identify, select and secure speakers for the workshops, both internal and exterior to USDA. In addition to NRCS, internal speakers may include Farm Service Agency, Rural Development, Risk Management Agency and SARE. External speakers may include private sector estate planning attorneys, local land trusts, cooperative extension, and farmer market operators.

1.3.9 Venue/facilities selection, coordination and management

1.3.9.1 Identify, contact, visit and evaluate possible venues to host each county workshop. Contact and gain input from local NRCS county staff, local Chambers of Commerce, Visitor Bureaus and local farmers. Venues to consider may include churches, private banquet facilities, libraries, hotels, farmers markets, agricultural education facilities, county facilities, and restaurants. Selection criteria include factors such as room capacity, location within the county, ease of access, and availability/compatibility of audio-visual equipment. Once the venue has been selected, execute a contract with the facility manager. Prior to the event, conduct a pre-workshop site visit to ensure that room setup is as specified, including having the appropriate number of tables and chairs, signage, lighting, and that audio visual equipment performs properly.

1.3.10 Develop workshop agendas.

1.3.10.1 Through consultation with NRCS-SC, farmers, and landowners, develop workshop agenda that encompasses priority programs and services from the NRCS perspective, and covers the priority needs and services from the farmers and landowners’ perspective. Identify and secure appropriate speakers/presenters.

1.3.11 Promote the workshops and farmer participation (ongoing throughout completion of workshops)

1.3.11.1 Design and produce electronic and print promotional material including flyers and newspaper ads to promote the workshops with prior approval from NRCS-SC Public Affairs. Review and approval of materials by NRCS-SC Public Affairs is estimated at 10-days. Ship a supply of the workshop flyer to NRCS-SC. Identify and contract with local daily and or weekly newspapers to purchase display advertising space to promote the workshops and publish the workshops through their newspaper websites. Encourage the newspapers to publish articles about the workshops. NRCS- SC Public Affairs must approved all electronic and print materials prior to dissemination to the public.

1.3.11.2 Distribute the workshop flyers throughout the local community, including farm supply and equipment stores, feed stores, libraries, barber shops, beauty supply stores, churches, and community buildings.

1.3.11.3 Attend farmer and farm co-op meetings to promote the workshops, answer questions, and encourage participation.

1.3.11.4 Communicate regularly with NRCS local staff to monitor response to promotional efforts and sign up.

1.3.12 Field Day selection and logistics

1.3.12.1 The second day of the 2-day workshop will consist of a high tunnel construction demonstration. High tunnel system initiative, frequently asked questions, attached.

1.3.12.2 For high tunnel projects, consult with NRCS local staff to identify the appropriate property to construct the high tunnel. Visit each proposed location to ensure it meets required criteria and discuss with property owner the purpose of the workshop and answer any questions. Consideration is given to the location within the county to provide accessibility to local farmers who wish to visit the high tunnel post workshop to learn about funding, construction, and use. The property owner must be willing to make the high tunnel available for farmers within the community to visit and explore.

Always consider the safety of participants in selection of a site. Prepare and solicit bids from high tunnel contractors to supply labor and material for constructing a demonstration high tunnel, and contract with the successful company. Secure and coordinate food and beverage for breaks and lunch for all participants.

1.3.13 Workshop and field day coordination and facilitation

1.3.13.1 During the workshop, direct facility staff as necessary to ensure that workshop participants have a safe and comfortable learning environment. Facilitate the workshop by opening the session in the morning and closing the session in the afternoon. Introduce each speaker and manage time. Serve as a bridge between the speaker and the farmers to ensure that the information is presented in a manner that is easy to understand and apply. Slow down the speakers’ pace when necessary and engage the farmers to encourage questions. When necessary, test their understanding of the information being presented by “checking in” on occasion. Keep the workshops flowing at a pace that allows us to stay on time, but also allows maximum participation by the audience and the optimum learning opportunity. In all cases make certain participants know who their county NRCS staff are and encourage them to stop in and visit to learn more about and participate in NRCS programs and services. Following the workshop, remain behind to rearrange tables and chairs and other equipment back to original room setup. As necessary, clean up trash and other material left behind by participants and speakers.

1.3.13.2 During the high tunnel construction demonstration, direct the construction crew to build a high tunnel from the ground up that meets NRCS guidelines. Engage farmers and landowners in a discussion of planning, construction, and use of high tunnels. Help them connect what was discussed during the first day of the workshop in the classroom, with what they are seeing and doing in the field. Under the supervision of the construction crew, invite participants to assist in constructing the high tunnel, so they may gain hands on experience. Stress safety throughout the day. At the end of the day, make certain the site is clean and clear of construction debris, and any trash or material left behind by participants.

1.3.14 Reports

1.3.14.1 Complete and submit quarterly and final reports. Create and administer workshop evaluations for each workshop. Compile and submit evaluation summary at conclusion of each project.

1.3.15 Plan for and Secure these Workshop Supplies and Materials

1.3.15.1 High tunnels: Supplies, material, equipment, and labor to construct six 20’ X 24’ high tunnels that meet NRCS requirements.

1.3.15.2 Meeting facilities: Selection is based on location and meeting the needs of the workshop, not solely on costs. Though some facilities may be at a low cost or even free, they may not meet the logistical needs of the workshop.

1.3.15.3 Meeting supplies: Supplies may include note pads, pens, markers, etc.

1.3.15.4 Meals and breaks: Meals include morning and afternoon breaks and lunch each day for non-governmental attendees.

1.3.15.5 Porta potties: Porta potties are rented.

1.3.15.6 Shade canopy for workshops held during warm seasons.

1.3.15.7 Tables and chairs for outdoor portion of the workshops.

1.3.15.8 Print advertising and promotional flyers: Provide graphic design services to create and print flyers and posters to promote the workshops and field days. Purchase newspaper advertising and radio spots as needed. All materials and advertising must be pre-approved by NRCS-SC Public Affairs.

1.3.16 Minority Farmers and Landowners Conference

1.3.16.1 Plan coordinate and execute all phases of conducting a successful conference including securing location, facilities, agenda, speakers, and participants.

1.3.17 Period of Performance

1.3.17.1 The period of performance for this contract is two-years from the date of award.

2 GENERAL REQUIREMENTS

This section describes the general requirements for this effort.

2.1 Non-Personal Services

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, except for the site lead. 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, in writing, immediately.

2.2 Location and Hours of Work

2.2.1 The Contractor shall be responsible for establishing their work hours under this contract, except when access to a federal facility is required, in which case the Government may limit the Contractor’s access based on availability of agency employees. However, Contractor employees in possession of a valid HPDS-12 PIV-II Compliant Credential (e.g., LincPass) can work unaccompanied at government locations upon Government approval. See Section PWS 4.1 for additional information.

2.2.2 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.

2.3 Travel

2.3.1 Travel costs for meetings with NRCS staff and field personnel, securing hotel accommodations for six workshops, meetings with farmers, farm cooperatives, partner agencies, facility managers, and the acquisition of supplies and equipment will be required.

2.3.2 Contractor is responsible for making their own travel reservations and paying the associated costs. All travel requirements (e.g., plans, agenda, itinerary, or dates) is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the cost principles at Federal Acquisition Regulation section 31.205-46 “Travel Costs” and the Federal Travel Regulation.

2.3.3 The Contractor shall provide a trip report and supporting documentation with the invoice for reimbursement. 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. All travel costs shall be billed within 30 calendar days after travel is complete unless an approval for later billing is approved by the Contracting Officer. Failure to provide adequate documentation may result in denial of reimbursement. Local commuting costs are the responsibility of the Contractor. Travel is considered another direct cost.

2.4 Invoicing

Invoices must be submitted electronically through the Invoice Processing Platform (IPP) system on a quarterly basis and in accordance with the payment clause(s) in the contract.

2.5 Identification of Contractor Personnel

Contractor employees, including subcontractors, who attend meetings, send emails, answer Government telephones or place calls, or work in situations where their actions could be construed as acts of Government officials, must clearly identify themselves as Contractor employees.

3 Contractor Performance The Contractor will plan, coordinate, and conduct a conference consisting of at least 100 historically underserved farmers and landowners in South Carolina that have not previously participated in NRCS programs and plan, coordinate, and conduct six 2-day workshops at various locations approved by NRCS.

Additionally, provide feedback by way of a final report to NRCS following the conference and workshops regarding the success of the events, the issues that may be preventing successful communication/understanding, and ideas for improvement regarding outreach to underserved customers.

3.1 Performance Objectives/Tasks

3.1.1 Conduct Post-Award Conference.

This meeting shall provide an introduction between the Contractor and Government personnel who will be involved with the contract. The meeting shall provide the opportunity to discuss technical, management, and security issues. The Post-Award Conference will aid both the Government and Contractor in achieving a clear and mutual understanding of all requirements, and identify and resolve any potential issues. The Contractor shall provide a written summary of the Post-Award Conference.

The Contractor is responsible for scheduling and leading the meeting.

3.1.2 Plan and produce Historically Underserved Farmers and Landowners Conference in South Carolina for at least 100 producers from South Carolina and others from surrounding states.

3.1.3 Provide feedback by way of a final report to NRCS following the conference regarding the success of the events, the issues that may be preventing successful communication/understanding, and ideas for improvement regarding outreach to underserved customers.

3.1.4 Conduct six two-day outreach education workshops in South Carolina. The outreach events will consist of classroom exchange of information on the first day, and the second day will be a technical assistance exercise on how to construct a high tunnel.

3.1.5 Provide feedback from each of the outreach workshops to include ways of improving outreach to underserved customers in addition to successes in program delivery by NRCS.

3.2 Deliverables/Schedule

Timely completion of deliverables is essential to a successful outcome. Below are the required due dates for each performance objective.

Item No.

Deliverable Performance Objective/Task Due

1 Conduct Post-Award Conference

Conduct Post-Award Conference between Government and Contractor personnel. PWS Section 3.1.1

Within 10 calendar days of contract award.

2 Plan and produce Historically Underserved Farmers and Landowners Conference

Plan and produce Historically Underserved Farmers and Landowners Conference. PWS Section 3.1.2

No later 9/30/2026.

3 Provide feedback by way of a final report to NRCS following the conference

Provide feedback by way of a final report to NRCS following the conference PWS Section 3.1.3

No later than 30 calendar days after conference.

4 Conduct six two-day outreach education workshops in South Carolina

Conduct six two-day outreach education workshops in South Carolina. PWS Section 3.1.4.

No later than 9/30/2026.

5 Provide feedback from each of the outreach workshops

Provide feedback from each of the outreach workshops. PWS Section 3.1.5.

No later than 30 calendar days after each event.

3.3 Performance Requirements Summary

The Performance Requirements Summary (PRS) establishes a minimum performance standard for each performance objective/task that must be met for the work to be considered acceptable. Contractor performance not meeting these standards is considered nonconforming. At its discretion, the Government may require reperformance of nonconforming services at no increase in contract price. If reperformance will not correct the defects or is not possible, the Government is entitled to an equitable price reduction or adequate consideration for acceptance of nonconforming services and/or supplies. The absence of any contract requirement from this PRS shall not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract for noncompliance.

PWS

Section

Performance Objectives/Tasks Performance Standards and Acceptable Quality Levels

3.1.1 Conduct Post-Award Conference. Meeting is conducted in a timely manner as required by PWS Section 3.2.

3.1.2 Plan and produce Historically Underserved

Farmers and Landowners Conference

Meeting is conducted in a timely manner as required by PWS Section 3.2.

3.1.3 Provide feedback by way of a final report to

NRCS following the conference

Report meets requirements as listed in PWS Section 3.2.

3.1.4 Conduct six two-day outreach education

workshops in South Carolina

Meetings are conducted in a timely manner as required by PWS Section 3.2

3.1.5 Provide feedback from each of the outreach

workshops

Report meets requirements as listed in PWS Section 3.2.

4. SPECIAL REQUIREMENTS

Under this contract, NRCS-SC is attempting to target those historically underserved farmers and landowners who have not previously participated in Farm Bill related programs by providing a conference and six two-day workshops held throughout South Carolina.

4.1 Security

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, including subcontractor employees, who require routine access to federally controlled facilities and information systems. All such employees must have been successfully identity proofed (FBI fingerprint check), and have at minimum a successfully adjudicated Tier 1 (T1) or Department of Defense/Defense Counterintelligence Security Agency (DCSA)/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 T1 (or higher) results or DCSA/NS BI are still required to continue work under this contract. If the fingerprint or background investigation result is unsatisfactory the employee shall be removed from the contract immediately and replaced immediately. Unless an employee already has successfully completed these requirements and the investigation is current, the employee will be required to complete an electronic Questionnaire for Investigations Processing (eQIP), fingerprint check (instructions to be provided by the Farm Production and Conservation, Homeland Security Division, Personnel Security

Branch), and other required forms. 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 agency does not have any control over the timeliness of the background investigation or that it will be completed within the performance period of this contract, but it is estimated to be completed approximately 30-120 calendar days (depending on the level of the background investigation), once the Contractor provides all of the required documentation and the agency submits it to DCSA.

Fingerprint check results are estimated to be received within 10 calendar days once the Contractor provides all of the required documentation and the agency submits it to DCSA. Upon award of the contract, and once the agency has provided the Contractor with the required documentation and instructions, the Contractor must complete and submit the required documentation promptly to prevent delays in granting access.

If employees will be provided access to USDA information technology equipment and systems, they will be required to take information security awareness training and pass a test prior to be granted access.

The Contractor shall establish and implement methods of making sure all keys/badges issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

The Contractor shall not duplicate any keys issued by the Government.

The Contractor shall prohibit the use of keys, issued by the Government, by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

The Contractor shall safeguard all Government property and controlled forms provided for Contractor use and adhere to the Government property requirements contained in this contract. At the end of each workday, all Government facilities, equipment and materials shall be secured.

The Contractor shall maintain a current listing of all employees, including subcontractor employees that have access to Government facilities and information technology systems. The list shall be made available to the Government upon request.

4.2 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 (e.g., on a "need to know" basis). The Contractor shall 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.

Performance of work may involve access to potentially sensitive information about governmental and landowner issues. All Contractor personnel shall comply with the terms of AGAR clause 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 personnel shall comply with privacy of personal information relating to agency programs in accordance with Section 1244 of Title II of the Farm Security and Rural Investment Act of 2002 (P.L. 107-171) and Section 1619 of Title I of the Food, Conservation, and Energy Act of 2008. The Contractor’s employees shall not disclose contents of agency case files and/or records to anyone other than authorized United States Department of Agriculture employees without the express written consent of the Freedom of Information Act and Privacy Act Officer, through the Contracting Officer.

4.3 Organizational Conflicts of Interest

The Contractor acknowledges that it is familiar with Federal Acquisition Regulation (FAR) Subpart 9.5, Organizational and Consultant Conflicts of Interest, and agrees to avoid, neutralize or mitigate such conflicts of interest in accordance with the principles set forth in the FAR. If the performance would require the Contractor, including subcontractors, to provide services related to systems or projects with which the Contractor is already directly concerned, either by prime or subcontract, that would cause an organizational conflict of interest, the Contractor shall immediately notify the Contracting Officer, in writing, and not perform the work until direction is provided by the Contacting Officer.