SOURCES SOUGHT
R -- Peanut Standards Verification
- Notice Date
- 11/6/2018
- Notice Type
- Sources Sought
- NAICS
- 541690
— Other Scientific and Technical Consulting Services
- Contracting Office
- Department of Agriculture, Agricultural Marketing Service, Cotton Program, 100 Riverside Parkway, Suite 101, Fredericksburg, Virginia, 22406, United States
- ZIP Code
- 22406
- Solicitation Number
- 12639519R0007
- Archive Date
- 11/14/2018
- Point of Contact
- Beverly S. Brown, Phone: 540-361-1126
- E-Mail Address
-
BeverlyS.Brown@ams.usda.gov
(BeverlyS.Brown@ams.usda.gov)
- Small Business Set-Aside
- N/A
- Description
- The United States Department of Agriculture (USDA), Agricultural Marketing Service is seeking vendors who is capable of verifying handler and importer compliance with the established Peanut Standards. CONTRACTOR DUTIES AND RESPONSIBILITIES: 1. Compliance Oversight: a. Conducts handler visits as needed to observe and confirm compliance with the Peanut Standards; b. Conducts audits on handler records to confirm compliance with the Peanut Standards; c. Ensures blanchers and remillers are in compliance with the Standards (includes providing AMS with reports) d. Creates and implements procedures for observing cold storage areas and loading docks, for any non-conformity issues. Issues are followed up on and documented electronically. Reports of issues are compiled and issued to USDA on a scheduled basis. e. Receives, investigates, documents, and electronically reports to AMS all complaints of violations; f. Prepares correspondence relating to compliance and/or enforcement activities, such as reports of compliance activity for organizations, recommendations for corrective actions, or other correspondence as per AMS guidance; g. Electronically tracks and monitors compliance of all outgoing peanut inspection certificates; h. Electronically tracks and maintains electronic records of all aflatoxin lab certificates; i. Monitors compliance of lots re-designated as non-edible (including incoming inspection certificates); j. Monitors compliance of AMS policies and discusses compliance issues with handlers and documents said discussions and the proposed corrective actions. Follow ups with the handlers to assure the corrective action has been implemented. Reports issues to MOAD personnel on scheduled intervals k. The contractor develops and maintains written standard operating procedures and guidelines that outline and standardize processes, and provides copies to AMS-MOAD for review. l. The contractor should implement a customer call log and document inquiries from industry and responses. The customer call log should be presented for AMS-MOAD review upon request. The contractor should document the outreach performed for new or existing handlers and present these activities to AMS-MOAD upon request. 2. Reporting and Record Keeping Responsibilities: a. Electronically assembles, compiles, and analyzes all information necessary in connection with the performance of the official duties of the contractor. Electronic files are appropriately backed up via a secure platform;; b. Keeps any Personally Identifiable Information (PII) secured and confidential, and in accordance with USDA-AMS guidelines; c. Maintains all books and records in accordance with AMS policies and procedures; d. Prepares and completes monthly financial statements regarding expenditures and billing under the contract and submits an annual budget to AMS; e. Employs periodic updates in technology to ensure timely and efficient reporting of requested information, and for the tracking of compliance efforts. f. Documents are handled electronically and practices to reduce the use of paper are implemented, as in accordance with the Paperwork Reduction Act of 1995. g. Prepares and submits electronic reports regarding compliance activities, including, but not limited to, the number of handler visits, failed certificates reviewed, and corrective actions taken on a monthly basis (Including quarterly reports for the FDA). 3. Program Consultation and Updates: a. Consults with AMS regarding the potential impacts of adjustments to the Standards in terms of compliance. b. Visits with MOAD to review and evaluate the work specified in the contract, including, but not limited to, two in person visits with MOAD's Winter Haven, Florida office, and one in person visit with MOAD's Washington, D.C-based staff each year. c. Updates MOAD on changes and improvements to document retention, communication, and electronic database technologies. d. Provides background information regarding the status of the industry and the contract to MOAD as requested. e. Notifies and seeks AMS/MOAD approval regarding any request for information from outside sources. 4. Enforcement Activities: a. Prepares and submits case referral reports in a timely manner for enforcement purposes by AMS/MOAD; b. Provides AMS/MOAD with any additional information on compliance cases, upon request. 5. Approving Blanchers and Crushers: a. Provides guidance to new blanchers on the Standards and monitors the blanching of the initial lots. b. Submits recommendations for any new organizations to SEMFO and MOAD-Compliance for review prior to approval. c. Executes a Memorandum of Understanding with the blancher on behalf of AMS-MOAD and adds the blancher to the approved blancher list. d. Performs periodic reviews of blanchers to assure they are compliant with the MOU. e. All MOU's are reviewed at least once during a 3 year period for accuracy and any needed updates. f. Provides follow-up verification on the final disposition of all U.S. Goods Returned (USGR) for peanuts to ensure compliance with the Standards. Communicates the release of all USGR peanuts to the Winter Haven, Florida office. Responses to this publication will not result in a contract and will only be used for market research data. This is not a Request for Proposal (RFP) for competitive proposals. Interested sources who have performed or, have the capability to perform this type of work must include:1) Name of Company; 2) Contact Information to include telephone and e-mail; 3) Business Size (Large Business, Small Business, HubZone Small Business, Service Disabled Veteran Owned Small Business (SDVOSB), 8(a), Women- Owned, Small Disadvantaged); 4) Duns Number; 5) Three past performance and references relevant to company's ability to provide this type of requirement and/or literature which supports the company has the capability to perform this work; 6) List of contract vehicles your company may have such as a GSA Federal Supply Schedule, 8(a) Certification, etc.., OR if only able to compete under Open Market and 7) Describe your knowledge of the Quality and Handling Standards for Domestic and Imported Peanuts Marketed in the United States (Standards) and your experience in doing peanut verification and compliance. Interested sources who submit information are responsible for appropriately marking information if it is proprietary in nature. The Government will NOT award a contract based on the information received, nor reimburse participants for information they provide. Information requested is strictly voluntary. Responses must be e-mailed to: BeverlyS.Brown@usda.gov. No telephone communication will be honored. Vendors who respond will not be entitled to the results of this notice.
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-
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