Service Provider FAQs

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• What are the critical contact telephone numbers for SES, Inc.?

  The SES toll-free number is (800) 897-1163.

  The SES 24/7 emergency number is (913) 530-2989.

• How can I find out more about becoming an approved CLEANmp Service Provider?

  To become an approved CLEANmp Service Provider, see Program Document CLEANmp West Service Provider Policy.  This document can be accessed on the Service Provider portion of the CLEANmp website.

• How long are CLEANmp projects open for bid?

  Project bidding is open for seven days.

• What goes into a CLEANmp project bid?

  Bids are fixed-price costs, all inclusive for conducting and finishing a project (soil or manure sampling costs cannot be included in a bid).

• What kinds of CLEANmp projects will be available?

  Projects may involve an environmental assessment (EA), nutrient management plan (NMP) development/revision, or both EAs and NMPs.

• What committment does a Service Provider agree to if he or she submitts a bid on a CLEANmp project?

  By submitting a bid, a service provider is certifying that he or she does not have a conflict of interest with the facility (see Program Documents CLEANmp West Service Provider Policy for a definition of conflict of interest) and that the project will be completed to the satisfaction of the Program Administrator (SES, Inc.) for the amount quoted in the bid.

• What will be the basis for determinign a winning bid?

  Bid awards are based on cost and service provider qualifications.

• Can a Service Provider lose his or her "approved" status for the program?

  Service provider “approved” status can be revoked based on violation of program requirements (see Program Document CLEANmp West Service Provider Policy).

• What are the critical time periods noted in the CLEANmp program documents based on, work days or calendar days?

  CLEANmp days are actual calendar days, not business days.

• How much time does a service provider have to complete a CLEANmp project?

  An EA or NMP on-farm visit must be conducted within 30 days of project award.

  EA reports must be completed within 14 days of the on-farm visit and NMPs must be completed within 30 days of the on-farm visit.

• How is a Service Provider be required to end a farm visit?

  Service providers are required to conduct an exit interview with producers at the end of a farm visit.  The exit interview will summarize observations and findings from the farm visit.

• How does a Service Provider get paid for their services?

  Service providers only get paid for a completed project (see Program Document CLEANmp West Bidding).  The Environmental Resources Coalition will make payments directly to Service Providers.  Payments will be made once per month and they will include payment for all completed projects in the payment month.

• What are the special considerations a Service Provider must be aware of when conducting an Environmental Assessment?

  Every “NO” on an environmental assessment (EA) data collection form needs a detailed explanation in the “comment” field.

  EA questions in bold type are high risk issues.

  When an EA question has multiple components, if one or more of the components yields a “NO” answer, the entire question is answered “NO” and a detailed explanation is provided in the “comments” section of the EA data collection form.

• Once awarded a project, what are some of a Service Provider's critical program responsibilities?

  An approved service provider must:

  ·        Verify biosecurity information during the on-farm visit scheduling call;

  ·        Notify SES of the on-farm visit date no less than 14 days prior to the on-farm visit;

  ·        Use the appropriate CLEANmp data collection form and data evaluation software;

  ·        Review and understand the “Like Structures” Rule;

  ·        Submit CLEANmp data collection forms, notes, electronic files and any other supporting materials when the EA or NMP report is submitted to SES for review;

  ·        Destroy all project specific information 30 days after the information and reports are submitted to SES, unless otherwise directed by SES; and,

  ·        Show the producer a valid government-issued photo identification prior to beginning the on-farm visit.

• What program quality control and quality assurance initiatives will impact Service Providers?

  SES will conduct quality control/quality assurance oversight on 10 percent of the projects conducted.  These oversights will be unannounced to a Service Provider .  Depending on the activity of a given Service Provider, SES may conduct more than one oversight per year.  If challenges are observed with program implementation, SES may conduct more frequent oversight of a particular Service Provider.

  SES will review 100 percent of service provider reports for completeness, accuracy and readability.

  Failing to implement the program as it is designed or the identification of significant technical issues could be grounds for a Service Provider losing his or her "approved" status.  These issues are addressed in the program document Service Provider Policy.