October 30, 2007 TSP Pre-Planning Meeting & Information

October 30, 2007

Purpose The purpose of the pre-planning meeting is to establish the roles and responsibilities of the NRCS, the TSP, the producer, and other conservation partners in the planning process. This includes establishing a time line for completing the tasks associated with the planning, design, implementation and checkout of the conservation practice(s). The following information is provided as a guide to this process and is not intended to be inclusive of all activities associated with the pre-planning process.

October 30, 2007 The TSP is Hired – Now What? The TSP should have discussed the following with program participant prior to the pre-planning meeting –Participant expectations –Project budget & timeline –Payment for services –Participant lifestyle –Conservation alternatives –Farm or Ranch operation and management

October 30, 2007 Who is responsible for setting up the meeting? The NRCS District Conservationist or the Conservation Planner In the event that the TSP can not attend one or more meetings, the Producer is responsible for ensuring that the TSP is aware of what is covered in the meeting

October 30, 2007 Where should the meeting be held? There is no one best place to hold the meeting. Depending on the circumstances, the following choices are appropriate: –The Field Office –The site where the practice will be installed –The TSP’s office –The producer’s home

October 30, 2007 Who should attend the meeting? Where possible, all individuals involved in the planning, design, installation and checkout of the conservation practice(s) should attend at least one meeting together. Suggestions include: –DC/Conservation Planner –TSP(s) –Producer –Contractor(s) –Other Agency personnel

October 30, 2007 Pre-Planning Meeting Topics of discussion include: –Roles & Responsibilities –Expectations – Management of multiple contractors –Permits –Standards of Work

October 30, 2007 Pre-Planning Meeting Topics of discussion include: –Timeline Development –Deliverables –Documentation –Reporting

October 30, 2007 Pre-Planning Meeting Topics of discussion include: –Forms –Other Agency regulatory requirements – Management of multiple contractors –Permits –Standards of Work –Other as needed

October 30, 2007

Roles and Responsibilities Concerning the release of producer information –Producer acquired TSPs should use ethical business practices. Producer information should be shared with other TSPs and contractors on a “as needed” basis only.

October 30, 2007 Roles and Responsibilities Program participant –Always has option of using a TSP –May pay for services without reimbursement –Must have signed contract or agreement prior to commencement of work –Paid only one time per practice* –Provide written authorization for release of producer information

October 30, 2007 Roles and Responsibilities Program participant –Provide signed Warranty to NRCS prior to payment –Responsible for meeting Regulatory requirement Obtaining permits, easement, authorities, rights and approvals –Responsible for checking TSP references –Responsible for ensuring work meets NRCS standards and specifications

October 30, 2007 Roles and Responsibilities Program participant –May contract with more than one TSP Responsible for coordination of services Must submit invoices and documentation of work products –Responsible for TSP payment

October 30, 2007 Roles and Responsibilities Technical Service Providers –Must be certified prior to commencing work –Work must be in accordance with NRCS Statement of work –Must supply participant with Warranty of services –Must supply participant/NRCS with work product documentation –Awareness of decertification consequences

October 30, 2007 Roles and Responsibilities Technical Service Providers –Must comply with federal, state, Tribal and local laws –May not be paid for the same work twice Through producer & separate USDA contract –May assist producers in obtaining permits, easements, etc. –Must negotiate payment with producer

October 30, 2007 Roles and Responsibilities NRCS –May not be a reference for TSPs –May not recommend a specific TSP –Must disqualify themselves if they have an interest or relationship with TSP –Must receive copy of Warranty prior to processing payment request –Must report work in PRS prior to processing payment request

October 30, 2007 Roles and Responsibilities NRCS –Will not act as go-between for TSP payment –Will not provide significant review of TSP plans or designs prior to installation –Will Spot check TSP work First 3 projects in County 5% of all practices completed in County

October 30, 2007

Iowa Forms Available Online

October 30, 2007 Producer Information Packet Producer receives information from Field Office: Letter confirming election to use TSP List of TSP certified in the correct category (from the TechReg website) Authorization to release producer information

October 30, 2007 Prior to Producer Payment TSP provides Producer and NRCS with: Signed Quality Assurance Certification Form Completed PRS Reporting form

October 30, 2007

Producer Reimbursement in Iowa Producers may always choose to utilize TSP services, but are reimbursed only when funding is available CNMP Engineering practices will be reimbursed using the 2007 Iowa Exception Rates Other practices will be reimbursed using TSP Payment Rates

October 30, 2007 TSP Payment TSP determines payment rate Producer may assign payment to TSP using CCC-36 (available online at the Iowa TSP website)

October 30, 2007 Exception Rates The producer may request an Exception Rate for one time, atypical situations –Threatened/Endangered species –Difficult access to site –Urban site requiring special design skill –Unique site

October 30, 2007 Questions? Contact Information: