New Mexico Department of Agriculture, Organic Program
2017 APPLICATION FOR ORGANIC CERTIFICATION – PROCESSOR / HANDLER
BUSINESS NAME:
COUNTY:
OWNER’S NAME:
PHONE NUMBER:
TITLE:
CONTACT NAME (IF DIFFERENT FROM ABOVE):
PHONE NUMBER:
TITLE:
FOREMAN/ M ANAGER (IF DIFFERENT FROM ABOVE):
PHONE NUMBER:
TITLE:
STATE:
ZIP CODE:
M AILING ADDRESS :
CITY:
PHYSICAL ADDRESS/ LOCATION OF FACILITY:
CELL PHONE NUMBER (IF DIFFERENT FROM ABOVE):
ALTERNATE PHONE NUMBER:
FAX NUMBER:
EMAIL ADDRESS:
WEBSITE:
BUSINESS INFORMATION :
INDIVIDUAL (SOLE PROPRIETORSHIP)
INDIVIDUAL “DOING BUSINESS AS”
CORPORATION
LIMITED LIABILITY COMPANY (LLC)
2016 GROSS SALES:
EDUCATIONAL INSTITUTION / PUBLIC INSTITUTION / NONPROFIT
GENERAL PARTNERSHIP
COOPERATIVE
OTHER: (PLEASE LIST)
2017 ESTIMATED SALES:
2017 NMDA Organic Processor/Handler Application – [email protected]
Page 1 of 24
New Mexico Department of Agriculture, Organic Program
AFFIRMATION OF ORGANIC APPLICANT
I,
as an authorized representative of [Business Name]
depose and say that I will:
1. Fully comply with all applicable organic production and handling regulations in accordance with Title 7 CFR Part 205 National Organic
Program Rule.
2. Establish, implement, and update annually an organic production or handling system plan that will be submitted to New Mexico
Department of Agriculture (NMDA).
3. Supply NMDA with all information required to verify compliance with the National Organic Program Rule.
4. Permit on-site inspections with complete access to the production or handling operation, including noncertified production and
handling areas, structures, and offices by NMDA inspectors. These inspections may be announced or unannounced at the discretion
of NMDA or as required by the Administrator of the National Organic Program.
5. Maintain all records applicable to the organic operation for not less than five (5) years beyond their creation.
6. Allow authorized representatives of NMDA, or the US Secretary of Agriculture access to these records under normal business hours
for review and copying to determine compliance with the National Organic Program Rule.
7. Submit to NMDA the applicable fees as described on the fee schedule which is current at time of payment.
8. Immediately notify NMDA about any application, including drift, of a prohibited substance to any field, production unit, site, facility,
livestock, or part of an operation.
9. Immediately notify NMDA of any change in our certified operation or portion of it that may affect its compliance with the National
Organic Program Rule, including: additions or deletions of crops & fields, new inputs (fertilizers, pest control, processing aids, etc.);
facilities; ingredients & products; changes to managers or responsible parties; contact information and email address.
10. Understand that willful violation of organic rules and regulations may result in revoking of organic certification and in extreme cases
may lead to state and federal fines and penalties.
11. Understand that submitting this application in no way implies granting of certification by NMDA.
12. Understand that this form becomes a legally binding document upon submission by NMDA.
SIGNATURE OF AUTHORIZED REPRESENTATIVE:
DATE:
PRINT NAME
TITLE:
2017 NMDA Organic Processor/Handler Application – [email protected]
Page 2 of 24
New Mexico Department of Agriculture, Organic Program
If you were Certified Organic in 2016, please report your
2016 ORGANIC SALES & PRODUCTION
● Sales include distributors, grocery stores, internet, farmer’s markets, restaurants, etc.
● Please list by general product type (milk, nuts, nut butters, herbs, lip balm, body oil, pasta, tortillas, breads, etc.)
Organic
Product
Production
All Unit Sizes
Total of Unique
(pounds, ounces,
Brand Name
supersacks, etc)
Products
Sales
Wholesale Sales
Retail Sales
(rounded to nearest
dollar)
(rounded to nearest
dollar)
Total Certified Organic Sales 2016
Percentage
of Sales
%
%
%
%
%
%
%
Type of Sales
Number of Type of Employee
Employees
Farmers Markets
Permanent Full Time Employees
On-Farm Sales
Permanent Part Time Employees
CSA (Community Supported Agriculture)
Seasonal Employees
Wholesale
Marketing & Jobs - Help us show the
Restaurant
importance of organic farming in New
Retail Stores
Mexico’s economy.
Other:
Please specify
2017 NMDA Organic Processor/Handler Application – [email protected]
Page 3 of 24
Organic Product Summary – Processor /Handler
§ 205.301 – 305
A. Organic Product Composition and labeling
● Product Profile & Label Proof for each product must be approved before organic certification. Submit label
proofs for approval before printing. NMDA is NOT responsible or liable for non-compliant or incorrect labels.
● If any changes are made to a formula, an updated Product Profile must be submitted before production.
● The statement “Certified Organic by New Mexico Department of Agriculture” must appear on the label
immediately below the contact information of the handler or distributor of the product.
● Labels must identify each organic ingredient in the ingredient statement with the word, “organic,” or with an
asterisk or other reference mark which is defined to indicate the ingredient is organically produced.
● Use of Organic Seal is optional. You may use the either NMDA Organic Seal or the USDA Organic Seal, or
both. The NMDA Organic Seal may not be displayed more prominently than the USDA Organic Seal.
● Products must carry a tracking /date code that can be used to trace your production dates & records.
● Ingredients must not be produced using excluded methods (GMOs), sewage sludge, or ionizing radiation.
● Salt & water are excluded from the calculations but must be free of prohibited additives.
● “Organic “ and “100% Organic” products may not contain non-organic processing aids, flavors, colors or
ingredients unless they appear on the National List of Allowed Substances NOP § 205.605-606.
● You may not sell new products (products not certified organic in 2016) as organic until they appear on your
2017 Organic Product List.
PLEASE LIST ALL OF YOUR ORGANIC PRODUCTS BELOW
Products labeled “ORGANIC” must contain at least 95% organic ingredients. All other
none
ingredients and processing aids must be on the National List: § 205.600 -606.
New
product in
2017?
List all sizes of
this product
Product Name
exactly as it appears on the label
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 4 of 24
Organic Product Summary – Processor /Handler
Products labeled “100% ORGANIC” must contain only ingredients that are Certified 100%
None
Organic, including processing aids.
New
product in
2017?
List all sizes of
this product
Product Name
exactly as it appears on the label
Products labeled “MADE WITH ORGANIC (SPECIFIED INGREDIENTS OR FOOD GROUPS)”
must
contain at least 70% organic ingredients and may use the phrase, “made with organic (specified
ingredients or food groups),” to modify the name of the product in retail display, labeling, and
display containers. Statement must not list more than three organic ingredients or food groups.
New
product in
2017?
List all sizes of
this product
Product Name
exactly as it appears on the label
Products with less than 70% organic ingredients
Organic ingredients may ONLY be
identified in the ingredient statement. The word “organic” may not appear elsewhere on the label
New
product in
2017?
List all sizes of
this product
None
none
Product Name
exactly as it appears on the label
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 5 of 24
Organic Product Summary – Processor /Handler
B. INGREDIENT VERIFICATION
1. How do you verify that ingredients or products you receive were certified organic according to the National Organic Program?
Obtain current organic certificates from suppliers
Obtain current organic product lists from suppliers
Other (please specify):
2. How often are organic certificates obtained?
Upon receipt of organic ingredients or products
Yearly
Other (please specify):
3. How do you prevent the use of non-organic ingredients or processing aids that have been produced using genetically modified
organisms (GMOs), sewage sludge, or ionizing radiation? Please check all that apply.
Not applicable, only using certified organic ingredients, products, or processing aids
GMO testing
Letters from manufacturer
Other (please specify):
3a. How often does your company obtain updated non-GMO, non-sewage sludge, and non-ionizing radiation documentation?
4. How do you verify that products handled by your company are free of prohibited processing aids?
Not Applicable, no processing aids used
Letters from manufacturers
Other (please specify):
5. Are sulfites, nitrates, or nitrites added during the handling or processing or organic products at your facility?
Yes
No
6. If salt is used in your products, do you have verification that the salt is free from prohibited flowing
agents or other prohibited materials?
No
N/A
2016 NMDA Organic Processor/Handler Application – [email protected]
Yes
Page 6 of 24
PRODUCT PROFILE
Complete one form for each organic product.
BUSINESS NAME:
PRODUCT NAME exactly
as it appears on the label.
Product Labeling Category:
100% Organic (every ingredient is Certified 100% Organic)
Organic (contains at least 95% Certified Organic ingredients)
Made with organic ingredients ( contains 70-95% Certified Organic Ingredients)
INGREDIENTS
Ingredient
(Include Additives)
Supplier/Manufacturer
If more than one supplier for same
ingredient, list both separately
Organic
()
Certifying Agency of
Organic Ingredient
Have you verified () that
nonorganic ingredients are
not produced with any of
the following:
Excluded
Methods
(GMOs)
Sewage
Sludge
Ionizing
Radiation
Weight
or
Volume
% of
Finished
Product
C. Percent of Organic Ingredients:
B. Total Weight of Formula:
(A ÷ B) x 100
(Excluding water and salt)
PROCESSING AIDS: (1) Substance added to a food during processing but is removed in some manner before the food is packaged in its finished form
(2) substance added to a food during processing, is converted into constituents normally present in the food, and does not significantly increase amount of the
constituents naturally found in the food; and (3) substance added to a food for its technical or functional effect in the processing but is present in the finished food
at insignificant levels and does not have any technical or functional effect in that food.
A. Weight of Organic Ingredients:
Processing Aid
Organic
NonOrganic
Is the processing aid on the
National List (205.605)?
yes
no
yes
no
Supplier/Manufacturer Name
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 7 of 24
Application & Use
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION C. GENERAL INFORMATION
§ 205.201 , 205.401
National Organic Standards 7 CFR 205 require an organic system plan that is verified and approved by an accredited certifying agent.
A certified operation must update this system plan on an annual basis in order to verify continued compliance. Please remember that
your plan may change. Changes or updates must be approved by NMDA prior to implementation. Submit changes and updates
by email, letter or fax. Keep copies of all applications, forms and documents you submit to NMDA. Organic recordkeeping forms are
available at https://attra.ncat.org/organic.html
COMPANY OVERVIEW
1. Please provide a description of your operation and facilities:
2. Please provide detailed directions to your operation/facility:
3. Does your business also process/handle non-organic products?
Yes
No
CERTIFICATION SUMMARY
4. Have you ever previously applied for organic certification?
4a. If “Yes,” please list the year(s) and certifying agency to which you applied.
5. Are you currently certified organic or have you ever been certified organic?
Yes
No
Yes
No
Yes
No
5a. If “Yes,” please list the name of the certifying agency and the year(s) certified by that agency.
6. Have you ever been denied certification or had your certification suspended or revoked?
6a. If “Yes,” please list the name of the certifying agency, the year(s) and describe the circumstances. Please attach copies
of Notice of Denial of Certification and/or Notice of Noncompliance; description and evidence of your corrective actions.
7. If currently certified by NMDA, were issues noted or has information been requested that is still
Yes
outstanding? (see your last correspondence from NMDA)
7a. If “Yes,” please note conditions or information requested and how you have resolved the issue.
2016 NMDA Organic Processor/Handler Application – [email protected]
No
N/A
Page 8 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
8. Which other agencies inspect/audit your facility?
Please specify which agency/organization:
state/local
health/food safety.
independent (AIB, Fair Trade, etc.)
other
SECTION D. CHAIN OF CUSTODY
1. Please indicate which handling categories apply to this facility and your company. Please check all that apply.
Processor of multi-ingredient products
Wholesale Grocery Distributor
Marketing Company
Processor of single-ingredient products
Warehouse/Storage Facility
Brokerage
Packer of raw agriculture products
Re-pack of previously packaged and/or
Other (please specify):
processed products
2. What specific type of handling or processing occurs at this facility (i.e. baking, milling, canning, grain cleaning, repacking etc.)?
Yes
No
3. Does your company own the organic products that are handled at this facility?
3a. If “Yes,” at what point do you take ownership the ingredients or products handled at your facility?
Both
4. Organic & Non-Organic percentage of annual production :
% Organic
% Non-Organic
5. Do you handle or process (or plan to) the same product in both organic & non-organic form?
Yes
No
5a. If “Yes,” please provide a list of the products that you handle or process in both an organic and non-organic form.
Please attach a separate sheet of paper if necessary.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 9 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
PRIVATE LABELING
6. Do you plan to custom process or custom label organic products for other companies?
Yes
No
6a. If “Yes,” please complete the table below listing the company or companies that you plan to custom label or custom
process for. Please attach a separate sheet of paper if necessary.
Is the contracting
If yes, please identify the
Product Name
Company Name
company certified certification agency to be listed
(exactly as appears on label)
organic?
on the label.
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
SUB-CONTRACTS
7. Do you plan to contract with any farms or other facilities to produce, process, store, or label
organic products?
7a. If “Yes,” please complete the table below.
Please attach a separate sheet of paper if necessary.
Contracted Farm or Company
Yes
No
Certifier of the
Contracting
Company
Contact Info
8. Is your company responsible for sourcing the ingredients for the organic products processed
at your facility?
Yes
No
8a. If “No,” please identify the responsible party or parties.
9. Please indicate how organic products handled or processed by your company are marketed. Please check all that apply.
Bulk Sales to Food Processors
Export to EU
Retail or Bulk Sales to Food Distributors or Retail Stores
Export to Japan/Taiwan
Direct Sales to Consumers
Export to Canada
Other (specify):
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 10 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION E. HARVEST AND TRANSPORTATION OF ORGANIC CROPS
§ 205.103, 205.270, 205.272
1. Does your company arrange for, or is your company responsible for, the HARVEST of organic crops?
Yes
No
If “No,” move onto question #2.
1a. If “Yes,” how do you ensure there are no non-organic crop residues in harvest equipment?
Equipment used for organic crops only
Equipment is cleaned prior to organic crop harvest or use
1b. Is harvest equipment cleaning documented?
Yes
No
Yes
No
1c. If “Yes,” please indicate what type of cleaning documentation is maintained.
Clean truck/equipment affidavits
Clean out records
Other (please specify):
2. Does your company arrange for, or is your company responsible for, the TRANSPORTATION of organic
crops?
If “No,” move onto question #3.
2a. If “Yes,” how do you ensure there are no non-organic crop residues in transport equipment?
Equipment used for organic crops only
Equipment is cleaned prior to organic crop harvest or use
2b. Is transport equipment cleaning documented?
Yes
No
Yes
No
2c. If “Yes,” please indicate what type of cleaning documentation is maintained.
Clean truck/equipment affidavits
Clean out records
Other (please specify):
3. Does your company provide HARVEST CONTAINERS to farms for organic products?
If “No,” move onto Section D – Receiving – Incoming Organic Products.
3a. If “Yes,” describe them:
Are the containers
New
Used for organic crops only
Cleaned prior to use
Lined prior to use
3b. How are harvest containers identified/labeled as “organic”?
SECTION F. RECEIVING – INCOMING ORGANIC PRODUCTS
§ NOP 205.103, 205.270, 205.272
1. How are organic products received at your facility? Please check all that apply.
Bins
Totes
Retail packages
Bulk trailer
Drums
Other (please specify):
Bulk bags
Wholesale boxes
2. What receiving/shipping documents accompany incoming organic products? Please check all that apply.
Organic Certificate/Product Lists
Invoice
Contracts
Transaction Certificate
Purchase order
Certificates of analysis
Field ticket
Bill of lading
Other (please specify):
Clean truck/equipment affidavits
Scale ticket
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 11 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
3. How are products identified as “organic” on your internal receiving documents?
4. Do you assign an internal lot code at the time of receipt of ingredients/products?
Yes
No
4a. If “Yes,” please describe the lot code system.
5. Please describe how your company ensures incoming organic ingredients/products are protected from contamination by prohibited
substances and commingling with non-organic ingredients/products.
SECTION G. CLEANING, SANITATION
§ 205.103, 205.270, 205.272
Handling practices and procedures must present no contamination risk to organic ingredients and products from commingling with nonorganic products or contact with prohibited substances. Procedures used to maintain organic integrity must be documented.
1. Check all cleaning methods used prior to processing or handling organic products.
No Cleaning or Purging Occurs - Move onto Section F – Packing-Processing
Sweeping
Compressed air
Steam cleaning
Scraping
Manual washing
Sanitizing
Vacuuming
Clean in place (CIP)
Other (please specify):
Soap and water
Purging of equipment
2. Please list all cleaning / sanitation materials used on food contact equipment / surfaces.
Cleanser / Sanitizer
On which equipment or surface?
3. Is the use of cleansers/sanitizers followed by a potable water rinse?
None Used (skip to question #7)
Used prior to
organic
handling or
processing?
Frequency
of Use
Yes
2016 NMDA Organic Processor/Handler Application – [email protected]
Check if cleaning
is documented.
No
Page 12 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
4. Does your facility test food contact surfaces or rinsate water for cleaner/sanitizer residues?
Yes
No
5. Are Quaternary Ammonia products used prior to processing and/or handling organic products?
Yes
No
5a. If “Yes,” what steps are taken to prevent contamination of organic food?
Quaternary Ammonia is designed to leave residuals on surfaces. If Quaternary Ammonia is used at your facility: (a) you must
prevent contamination of organic ingredients and products; and (b) NMDA requires residue testing for Quaternary Ammonia.
6. Please describe how your operation ensures organic products are not contaminated by a cleansers/sanitizers.
7. Is equipment purged prior to handling or processing organic products?
Yes
No
7a. If “Yes,” please describe purge procedures, quantities purged, documentation of purge and disposition of purged
ingredients.
8. Please describe how your operation documents and records ALL cleaning, sanitation, and/or purge practices and procedures.
SECTION H. PACKING, PROCESSING
§ 205.103, 205.270, 205.272
1. Which types of production records are kept?
Equipment clean-out logs
Ingredient usage reports
Shrinkage log
Product specification sheet
Production log
Ingredient inventory reports
Ingredient inspection forms
Shift production log
Finished product inventory reports
Ingredient inventory
QC reports
Packaging reports
Batch logs
Waste log
Other (please specify):
2. Are products identified as “organic” on production documents?
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 13 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
3. Are your packing or processing lines and/or equipment dedicated for use with organic products only?
Yes
No
3a. If “No,” please describe how you ensure organic products are not contaminated with prohibited materials or commingled with nonorganic products during packing and/or processing.
4. How are partial pallets/boxes/drums of organic products handled and how does your company ensure they are protected from
commingling with non-organic products during packing or processing?
N/A
SECTION I. POST-HARVEST MATERIALS
§ 205.272, 205.601
A post-harvest material is a substance that is used on a raw organic crop prior to packaging or processing of the crop. In order to use
a post-harvest material on an organic crop product, the material must be an approved agricultural product or must be listed in section §
205.601 of the National List.
1. Please indicate what type(s) of post-harvest materials are at your facility. Check all that apply.
NONE USED – Move onto Section H – Processing Aids
Waxes
Anti-Microbial Agents
Sanitizers
Floatation Agents
Anti-Fungal Agents
Other (please specify):
Anti-foaming agents
Sprouting Inhibitors
2. Please list all post-harvest materials used at your facility in the table below. Please be sure to indicate which materials are used
with organic products. Please attach a separate sheet of paper if necessary.
Used with
organic
products?
Post-harvest Material
What is its function?
Source / Contact
2016 NMDA Organic Processor/Handler Application – [email protected]
Is the substance
on the NOP
National List?
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Yes
No
Page 14 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION J. PROCESSING AIDS
§ 205.272, 205.605-205.606
A processing aid is defined as (a) substance that is added to a food during processing, but is removed in some manner from the food
before it is packaged in its finished form; (b) a substance that is added to a food during processing, is converted into constituents normally
present in the food, and does not significantly increase the amount of the constituents naturally found in the food; and (c) a substance
that is added to a food for its technical or functional effect in the processing, but is present in the finished food at insignificant levels and
does not have any technical or functional effect in that food.

To use a processing aid in an organic product labeled as “100% Organic” the processing aid must be Certified 100% Organic.
 To use a processing aid in or on an organic product labeled as “organic,” or “made with organic (specific ingredients or food groups),”
the processing aid must be an approved agricultural product or must be listed in section 205.605 of the National List.
1. Please indicate what types of Processing Aids are used in the manufacturing of products at your facility. Check all that apply.
NONE USED – Move onto Section I - Water
Filtering agent
Anti-sticking or release agents
Anti-caking agent
Enzymes
Other (please specify):
2. Please list ALL processing aids used at your facility. Please indicate which materials are used with which organic products.
Please attach a separate sheet of paper if necessary.
Processing Aid
(Brand Name)
Used on which product?
What is its function?
Source of aid and
contact information
SECTION K. WATER
On the
National
List?
§ 205.103, 205.272, 205.601, 205.605
1. How is water used at your facility?
NOT USED – Move onto Section J - Storage
Ingredient
Product transport (fruit floating, etc.)
Cleaning equipment
Cooking
Cleaning organic products
Other (please specify)
Steam
Cooling
2. Source of water:
Certified
Organic
?
Municipal
On-site well
Other (please specify):
3. Does the water meet the Safe Drinking Water Act?
Yes
No
4. Is water treated on-site?
Yes
No
4a. If “Yes,” please indicate what water treatment processes are used.
5. Do you use municipal water?
Yes
No
5a. If “No”, please describe source.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 15 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
5b. If “No”, please describe how you monitor water quality.
6. Is bleach, chlorine, calcium hypochlorite, chlorine dioxide, or sodium hypochlorite used for disinfecting and
sanitizing food contact surfaces at your facility?
Yes
No
6a. If “Yes”, how do you test chlorine levels to ensure levels do not exceed the maximum residual disinfectant limit under the Safe
Drinking Water Act (4ppm)?
Chlorine /bleach testing frequency:
Daily
Weekly
Monthly
Annually
Other (please specify):
6b. Please describe how you document the results of your monitoring or testing.
7. Is steam used in the processing or packaging of food products?
Yes
No
Yes
No
Yes
No
7a. If “No,” move onto to Section J - Storage.
7b. If “Yes,” does steam have direct contact with organic food products?
7c. If “Yes,” which of the following do you use?
Steam filters
Condensate traps
Testing of condensate
Testing of finished products
Other
7d. Are boiler water additives used during food handling or processing?
7e. If “No,” move onto to Section J – Storage.
7f. If “Yes,” please list all products used as boiler additives in the table below. Please indicate which boiler water additives
will be used during handling or processing of organic food products.
Name of Boiler Water Additive
Used During
Organic Handling or
Processing?
Source Name and Phone #
Is it on the
National
List?
Attach MSDS and/or label information for boiler additives you plan to use during organic handling or processing.
8. If boiler water additives are used during organic processing, please indicate how you use them and how organic integrity is
maintained.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 16 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION L. STORAGE
§ 205.270, 205.272
Yes
1. Does your company store organic products?
No
If “No,” move onto Section K – Packaging and Shipping Containers
1a. If “Yes,” please provide details:
Off Site?
Use
Location and Name/Number of
Storage Area(s)
*
yes
Type
no
(bin, bay, etc.)
Capacity
Storage
Unit
Dedicated
Organic?
Incoming Raw Product Storage
Ingredient Storage
Packaging Material Storage
In-process Storage
Finished Product Storage
Other (Please specify):
Other (Please specify):
* Off Site storage name, location and contact:
2. Please describe how you ensure organic products are not contaminated with prohibited materials or commingled with nonorganic products at ALL storage locations.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 17 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION M. PACKAGING AND SHIPPING CONTAINERS
§ 205.270, 205.272
Practices and procedures must present no contamination risk from commingling with non-organic ingredients/products or contact with
prohibited substances. Packaging materials, bins, and storage containers must not contain any synthetic fungicides, any preservative,
or any fumigants. Reusable bags or containers must be cleaned if they have been in direct contact with prohibited substances or nonorganic ingredient/product. Procedures used to maintain the organic integrity of ingredients or products must be documented.
1. Does this facility pack organic products into retail packages or place organic products in storage or shipping
containers?
Yes
No
1a. If “No,” move onto Section L – Shipping-Outgoing Products. If “Yes,” what type(s) of packaging materials or
storage/shipping containers do you use? Please check all that apply.
Paper
Cardboard
Wood
Plastic
Glass
Metal
Foil
Waxed paper
Poly
Other (please specify):
2. Are all packaging materials and/or storage and shipping containers food grade?
Yes
No
3. Have any packaging and/or storage and shipping containers been exposed to synthetic fungicides,
preservatives, or fumigants?
Yes
No
4. Are packaging materials and/or storage and shipping containers reused?
Yes
No
4a. If “Yes,” please describe how organic ingredients/products are protected from contamination when placed in the reused container.
5. Please describe how you identify packages or containers as organic (signage, lot numbers, etc.)
6. Is all packaging and labeling equipment cleared of organic identification prior to all subsequent
conventional runs?
SECTION N. SHIPPING – OUTGOING ORGANIC PRODUCTS
Yes
No
N/A
§ 205.103, 205.270, 205.272
1. How do organic products leave your facility? Please check all that apply.
Bins
Bulk trailer
Drums
Bulk bags
Totes
Wholesale boxes
Retail packages
Other (specify):
2. Please indicate what shipping or sales documents are maintained by your company. Please check all that apply.
Pallet/tote ticket
Contracts
Bill of lading
Sales invoice
Clean truck affidavit
Purchase order
Scale ticket
Other (please specify):
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 18 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
3. Do all documents clearly identify products as organic?
Yes
No
4. Does your company arrange outgoing product transport?
Yes
No
Yes
No
Yes
No
4a. If “No,” move onto Section M. Pest Management
4b. If “Yes,” have transport companies been notified of organic handling requirements?
5. How does your company ensure outgoing transport units are cleaned prior to loading loose, bulk organic products?
Not Applicable, only packaged products are shipped
Clean out records
Clean truck/equipment affidavits
Other (please specify
6. Are organic products shipped in the same transport units as non-organic products?
6a. If “Yes,” please indicate what steps are taken to segregate organic products.
Use of separate pallets
Organic product sealed in impermeable containers
Organic product shrink wrapped
Other (please specify)
Separate area in transport unit
SECTION O. PEST MANAGEMENT
§ 205.271
● Pest management practices begin with the removal of pest habitat, food sources and breeding areas, and prevention of access to
the facility. Environmental factors such as temperature, light, humidity, atmosphere, and air circulation may also be used to prevent
pests. Control of pests may be accomplished by mechanical or physical controls including, but not limited to, traps, light, sound, or
lures and repellants that use non-synthetic or synthetic substances consistent with the National List § 205.605-606.
● If these measures are not effective, a synthetic substance on the National List may be used, provided the certifying agent approves
use of the substance, method of application, and measures taken to prevent contact with ingredients or organic products. Use of pest
control products must be documented and included as part of the organic system plan.
1. What type of pest management system does your facility use?
N/A
In-house: Name of responsible person:
If in-house please complete the Pest Control Materials Table on following page.
Contract pest control service: Name, contact info:
If contract pest control service, please attach a copy of contractor’s current report which specifies pest control materials applied &
location.
2. Check all pest problems at your facility.
No pest problems
Crawling insects
Flying insects
Rodents
Birds
Other (please specify)
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 19 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
3. Check all pest management practices used at your facility.
Good sanitation
Incoming ingredient inspection
Vitamin baits
Removal of exterior habitat/food
Ultrasound/light devices
Fumigation*
Clean up spilled product
Release of beneficials
Fogging*
Sealed doors and/or windows
Sticky traps
Sprays-- crack, crevice, perimeter, etc*
Repair of holes/cracks
Electrocutors
Other
Screened windows/vents
Pheromone traps
Physical barriers
Mechanical traps
Air curtains
Freezing treatments
Monitoring
Heat treatments
* The use, frequency, and method of application of all pest controls -- especially fumigants, fogs and sprays ---must be approved by NMDA.
Please explain how organic ingredients, products and organic product packaging are protected from exposure to these substances at your facility.
Pest Control Materials applied in-house
Material & Brand Name
Purpose
Please be specific
Is this material
OMRI Listed?
http://www.omri.org/o
mri-lists
Yes
example: Evergreen Pyrethrum Concentrate
crawling insects
2016 NMDA Organic Processor/Handler Application – [email protected]
No
X
Page 20 of 24
ORGANIC SYSTEM PLAN – PROCESSOR/HANDLER
SECTION P. QUALITY ASSURANCE
§ 205.103, 205.270, 205.272
A certified operation must maintain records regarding the handling of organic products. These records must be adapted to the
particular business or operation, must fully disclose all activities and transactions of the certified operation in sufficient detail to be
readily understood and audited, must be maintained for five years, and must be sufficient to demonstrate compliance with NOP Rule.
1. Do you have standard operating procedures for organic processing and/or handling? If “Yes,” please
attach a copy.
Yes
No
Yes
No
2. Do you have a Quality Assurance program in place?
2a. If “Yes,” please indicate what type of program.
ISO
HACCP
Total Quality Management
GAPS
Other (please specify)
Section O. RECORDKEEPING
§ 205.103
National Organic Standards require organic producers to maintain records concerning the production and handling of organic products.
These records must fully disclose all activities and transactions of the operation in sufficient detail to be readily understandable and
auditable and must be available for inspection and copying. You are required to maintain records related to organic production for 5
years and have them available during inspections. Records include but are not limited to product formulas/profiles, labels, facility
maps/flow chart, ingredient organic certificates/ purchases/receiving, production/batching records, residue testing,
shipping/transportation logs, storage/inventory records, sales.
1. Be prepared to submit copies of all records requested by NMDA.
2. Be prepared to produce all records requested by your inspector at the time of inspection.
Organic recordkeeping forms are available at https://attra.ncat.org/organic.html
SECTION Q. MAP & PRODUCT FLOW
see page 22
§ 205.270, 205.272
Please attach a FACILITY MAP/ DIAGRAM and a FLOW CHART for each different processing and/or handling line at your facility.
The flow chart(s) must:

Show the movement of all organic products, from incoming/receiving through production to outgoing/shipping.

Indicate where ingredients are blended, added, etc.

Indicate all equipment and storage areas associated with organic products.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 21 of 24
Updated maps are required EACH year; use this form or equivalent
SUBMIT MAP/DIAGRAM of your facility that includes a complete floor plan :(1) all locations and buildings (2) rooms &
their usage(3) processing machinery/equipment (ovens, mixers, etc.) (4) storage (coolers, freezers, dry storage, etc. of
ingredients, cleaning materials, pest control materials, etc.) (5) receiving (6) staging (7) shipping (8) total square footage.
Attachment (Check if map/diagram is attached rather than detailed below)
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 22 of 24
New Mexico Department of Agriculture, Organic Program
BUSINESS NAME:
OWNER NAME:
FEE SCHEDULE part 1 of 2
ASSESSMENT FEE is three-fourths of one percent (¾ percent) of the first million dollars of gross organic sales,
plus seventy-five one thousandths of one percent of the gross organic sales over one million dollars.
Total Gross Certified Organic Sales for the 2016 Calendar Year
(Jan. 1, 2016 – Dec. 31, 2016) rounded to the nearest dollar
$0 to $1,000,000 (one
million)
For sales between zero and the first
one million dollars, multiply Box A
amount by .0075
Are gross organic sales over one million
dollars?
Yes
A: $
B: $
No
If “No”, enter amount from box B into box D
If “Yes”, your total assessment is the sum of the assessment on your first one million dollars (box B), plus the
assessment on sales over your first one million dollars (box C).
Over $1,000,000 (one
million)
For sales over one million dollars,
multiply the amount over one million
by .00075
C: $
D: $
Total Organic Sales Assessment Fee (the sum of box B & C) =
LATE FEE - for RENEWAL applications postmarked after April 1, 2017
Late Fee: renewals received after April 1, 2017
$75.00
Late Fee: renewals received after May 1, 2017
$100.00
Late Fee: renewals received after June 1, 2017
$200.00
Late Fee: renewals received after July 1, 2017
$500.00
Late fees apply to
RENEWAL
applicants only.
Total Late Fees = E :
PROCEED TO NEXT PAGE TO COMPLETE APPLICATION FEE TOTALS
FEE SCHEDULE part 2 of 2
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 23 of 24
New Mexico Department of Agriculture, Organic Program
APPLICATION FEE
RENEWAL Application Fee
$200.00
Renewal applicants only
$250.00
New applicants only
OR
NEW Applicants Fee (first time )
Late Fee Renewal applicants ONLY
(see box E from page A above)
Applies to renewal applications
postmarked after April 1, 2017
Total Organic Sales Assessment Fee
(see box D from page A above)
Does not apply to new applicants
FEES ARE NOT REFUNDABLE
Total Fees =
PLEASE NOTE: If new or additional fields/products are
added after the annual inspection is complete,
additional costs will be incurred. A cost estimate will be
provided.
● If a second inspection is necessary you will be billed
for the actual cost of the inspection and the actual cost
of the office audit ($40/hr) to complete the addition.
●In cases where no second inspection is required, you
will be billed for the actual cost of the desk audit
($40/hr).
F:
CHECKS PAYABLE TO “NMDA”
Please mail Application, Payment and Cost Share
documents to:
NMDA Organic Program
2604 Aztec Rd NE
Albuquerque NM 87107
Or email application to [email protected]
● Payment must be received before the new or
additional fields/products are certified organic and
added to Organic Product List and the Organic System
Plan
Please complete the following pages to receive Cost-Share Reimbursement.
2016 NMDA Organic Processor/Handler Application – [email protected]
Page 24 of 24
Application for Cost-Share Reimbursement 2017
Name of Certified Organic Business: _________________________________________________
Your Name:_____________________________________________________________________
Type of Certification (crop, livestock, processor):_______________________________________
Address: _________________________________________________________
City: ______________________ State: ______
Zip: ___________________
Phone: __________________________ Fax: ____________________________
Email: __________________________________________________________
Name of your certifier (NMDA, etc.): ______________________________________________
Allowed reimbursement costs for certification include: application fees, inspection fees, user fees, postage and
assessments. Late fees and charges relating to violations of the organic standards are not eligible expenses. If you have
questions about a particular expense, please call (575) 646-2752. If you are certified by NMDA you do not need to
attach receipts unless you are claiming postage. If you are claiming postage or are not certified by NMDA you
must attach receipts. Everyone must attach an itemized list of items to be reimbursed.
A) During the year10/1/16-9/30/17 I spent (the following amount) $ _____________
on organic certification expenses.
B) Multiply the amount above x .75.
$______________
C) If the number on line B is larger than $750 you are eligible for a reimbursement of $750. If the number on line B is
less than $750, that amount will be the amount of your reimbursement.
D) If you were first certified in 2017, or are certified by a body other than NMDA, please attach a copy of your
certificate. This is REQUIRED!
TOTAL REIMBURSMENT:
I, ______________________________ understand that under the NOP cost-share program I am eligible to apply for 75%
of my annual certification costs up to $750/year for Federal FY 2017, and nothing more. Awards of funds will be made on
a first-come first-served basis (of the complete application); funds may not be available to reimburse every certified
business.
____________________________________
Date: __________________
(sign here)
Please follow the instructions on the next page.
Please follow these instructions.
1. The Organic Cost-Share Program is a federal program, funded by the 2014 Farm Bill, to reimburse producers and
processors for 75% of the cost of organic certification, up to $750. You must apply to receive reimbursement. If you have
more than one certification (e.g. crop and processor) you may apply for EACH current certificate, but you must complete
a separate application for each certified operation.
2. In New Mexico, the New Mexico Department of Agriculture is the agency responsible for distributing the federal
funds. All certified organic New Mexico businesses are eligible for reimbursement as long as they have successfully
completed the certification process and have a current certificate from a USDA-accredited certifier.
3. You must fill out the forms completely and include the required attachments to be reimbursed.
4. Requests for reimbursement must be received no later than 10/31/17.
5. There is no guarantee that funds will be available. Reimbursements will be issued on a first-come-first served basis
until the money runs out.
6. What is important in figuring your certification costs for a particular year is the date that you wrote the check to cover
those costs. Checks you wrote from 10/1/16-9/30/17 would be eligible for cost share reimbursement this year. Your
“certification year,” (the date on your certificate or renewal) is irrelevant to this program. Eligible expenses generally are
ones for which you paid your certifier. Application fees and assessments are eligible. Late fees charged for late
application submission are not eligible.
7. Please don’t hesitate to call Elaine Padilla at (575) 646-2752 if you have any questions about this program. We want
you to get your reimbursement.
What you have to do
Guided by the information above:
1) Fill out the cost-share application and sign it.
2) Fill out the NMSU Vendor Questionnaire form.
Section 1, Are you currently working with a department on a purchase-Although you are NOT actually
working on a purchase, Check Yes, and write in "NMDA". Section 2, Check your Business Type.
Section 3, Do Not select "One-Time Payment", as this will remove you from the system as soon as
payment is made to you. If you file as an individual, sole proprietor or any type of LLC, you MUST
complete Section 5: Independent Contractor Determination. For Question 2 of this section, please write
the following: “I am not providing a service to NMSU but am being reimbursed for fees paid to
NMDA.” Print, Sign and Date the form on page 4.
3) Include a copy of your current organic certificate if you were first certified in 2017, or are not
certified by NMDA.
4) Include an itemized statement of certification expenses; and, if not certified by NMDA or you are
claiming postage, please attach receipts.
5) Please confirm that the Vendor Questionnaire is complete and all questions answered.
6) Do NOT Send the VQ (Or any other documents) to NMSU. Send ALL the above items to:
Julia Conlogue
NMDA Organic Program
2604 Aztec NE
Albuquerque, NM 87107
2017
Vendor-Questionnaire-Domestic.pdf