P03_WI-SOW-UCC Lien Search and Filing Services_2025 Contract.pdf

Statement of Work (SOW) Project: UCC Lien Searches and Filings

GENERAL INFORMATION

1.0 Scope of Work: To provide the Wisconsin Farm Service Agency with filings of UCC-1’s, UCC-3’s, Addendums and Amendments filed with the Wisconsin Department of Financial Institutions (DFI).

2.0 Background: Wisconsin DFI does not offer monthly invoicing options, so Wisconsin FSA began contracting for the service of filing and searching liens. To date the companies FSA has contracted with are First American Title Insurance Company and Identi-Check. The Farm Service Agency is required to file collateral security documents for placing ourselves in first security position for monies loaned by Farm Service Agency (FSA) and Commodity Credit Corporation

(CCC).

The Farm Service Agency is responsible for and expected to administer farm programs and farm loan programs; that are contained in the farm Bill passed by Congress, timely, equitably and without discrimination.

CONTRACTOR REQUIREMENTS

3.0 Technical Requirements/Tasks:

Lien Filings

The contractor will receive the lien filing requests from FSA. The request will come from FSA County Offices. Electronic transmission utilizing FSA's present information technology resources is the preferred method. However, the contractor shall also allow requests to be made via electronic mail, mail, or facsimile transmission when necessary.

The contractor will advance the $10 statutory recording fee upon submission of the UCC Financing Statement to DFI. The contractor will recover these fees through their inclusion in the monthly statement to FSA. The contractor will return the filed document to the requesting office within 48 hours of receipt of the filed document from DFI.

The contractor shall provide a UCC Financing Statement facsimile on a secure web-form for FSA offices to be completed and submitted to the contractor. The contractor will collect the data from the web-form and complete the UCC financing statement for recording at DFI on the same working day when possible, but no later than the next working day.

The UCC filing acknowledgment shall be delivered through the web-based ordering system; however, if web-based resources are not available, the acknowledgment must be provided by an alternative method such as electronic mail, mail, or facsimile transmission.

The contractor will process the filing to ensure proper filing at DFI within 48 hours of receipt of the request. The bidder will furnish the price per filing per individual, individual and spousal filing, organization filing, and filing per individual within an organization.

Time is of the essence. The method of response shall be by electronic media whenever possible; however, the contractor shall also allow for alternative methods such as electronic mail, mail, or facsimile transmission. Each electronic lien filing that is completed later than 48 hours from receipt of lien filing request shall be paid for at a lesser amount to be submitted in the bid. Delays caused through no fault of the contractor or due to the inability of DFI to timely process contractor work requests will be dealt with on an individual basis after due notification to FSA by the contractor.

Contractor shall maintain errors and omission insurance under insurance policies approved by FSA and, at its request, will deliver such policies to FSA along with ongoing proof of premium payment. Coverage of $200,000 per occurrence is required. FSA must be notified of changes in carrier and appropriate documentation submitted.

Payment will be made according to FSA's prompt payment regulations. Contractor may offer discounts for prompt payment for amounts not including statutory filing fees.

4.0 Government Furnished:

Wisconsin State Office Farm Service Agency personnel in the Price Support Division will be responsible for reviewing and reconciling reports and invoices provided by the contractor.

5.0 Deliverables / Schedule:

Lien Filings

The contractor will receive the lien filing requests from FSA. The request will come from FSA County Offices. Electronic transmission utilizing FSA's present information technology resources is the preferred method. However, the contractor shall also allow requests to be made via electronic mail, mail, or facsimile transmission when necessary.

The contractor will advance the $10 statutory recording fee upon submission of the UCC Financing Statement to DFI. The contractor will recover these fees through their inclusion in the monthly statement to FSA. The contractor will return the filed document to the requesting office within 48 hours of receipt of the filed document from DFI.

The contractor shall provide a UCC Financing Statement facsimile on a secure web-form for FSA offices to be completed and submitted to the contractor. The contractor will collect the data from the web-form and complete the UCC financing statement for recording at the Secretary of State's office on the same working day when possible, but no later than the next working day.

The UCC filing acknowledgment shall be delivered through the web-based ordering system; however, if web-based resources are not available, the acknowledgment must be provided by an alternative method such as electronic mail, mail, or facsimile transmission.

The contractor will process the filing to ensure proper filing at DFI within 48 hours of receipt of the request. The bidder will furnish the price per filing per individual, individual and spousal filing, organization filing, and filing per individual within an organization.

Time is of the essence. The method of response shall be by electronic media whenever possible; however, the contractor shall also allow for alternative methods such as electronic mail, mail, or facsimile transmission. Each electronic lien filing that is completed later than 48 hours from receipt of lien filing request shall be paid for at a lesser amount to be submitted in the bid. Delays caused through no fault of the contractor or due to the inability of DFI to timely process contractor work requests will be dealt with on an individual basis after due notification to FSA by the contractor.

Contractor shall maintain errors and omission insurance under insurance policies approved by FSA and, at its request, will deliver such policies to FSA along with ongoing proof of premium payment. Coverage of $200,000 per occurrence is required. FSA must be notified of changes in carrier and appropriate documentation submitted.

Billing and Payment Process

Contractor will bill for services within 10 days after the end of the month in which services are performed. Contractor's invoice will describe all services performed, including the name of all filings completed and the cost of the filings and services completed by county office location requesting service.

Payment will be made according to FSA's prompt payment regulations. Contractor may offer discounts for prompt payment for amounts not including statutory filing fees.

6.0 Travel:

No Travel Required.

7.0 Contractor’s Key Personnel:

Contractor shall maintain key personnel and staff to accomplish the tasks required.

Contractor’s staff shall be knowledgeable and trained in regard to UCC Lien

Searches and Filings.

8.0 Security Requirements:

None Required.

9.0 Data Rights:

The contractor is required to complete UCC-1 filings, continuations, and amendments, and provide copies of all documents associated with the filings. The government will utilize this data in making Marketing Assistance Loans. All documentation requested by the Wisconsin State FSA Office or any County FSA Office shall be provided by the contractor via a secure web-based interface compatible with the present available Agency resources. The contractor shall not utilize the requested data or disclose the data for any company or personal gain.

It is the responsibility of each individual with access to Privacy Act protected data to:

• Use Privacy Act protected data in an appropriate manner

• Comply with all applicable Federal laws, OMB and NIST guidance, and USDA, FSA and CTS regulations.

• Safeguard Privacy Act protected data.

10.0 Section 508 – Electronic and Information Technology Standards

Not applicable.