1_SOW_UMA_EllisBotanySurvey_2024.pdf

Heppner RD - Umatilla National Forest Botanical Survey - Ellis 2024

1. DESCRIPTION/STATEMENT OF WORK

Introduction/Background The work to be performed consists of botanical field surveys to detect and document vascular Regional Forester Sensitive Species and ORBIC List 1 and 2 species in specified polygons (subunits) in proposed vegetation management areas on the Umatilla National Forest. Surveys will be conducted within proposed vegetation management units on the Heppner Ranger District on the southwestern end of the Umatilla National Forest (Morrow County, Oregon).

Recommended survey times are in the period of May 1 – July 15, 2024. All survey products shall be completed and submitted by September 15, 2024. See Section 6 for the specific work requirements including survey documentation requirements for the various species. See attachments for detailed information on the species of interest.

Time Limits The deadline for all data and final reports for this project is September 15th, 2024. Typically, the area will be accessible for survey work in late April to July.

2. PROJECT AREA LOCATIONS AND ACCESS

From either Heppner or Ukiah, Oregon, the Ellis area can be reached on the paved, double lane ‘Western Route’ (county road 603/Forest Road/Hwy 53); it is a 30-45 minute drive from either starting locations.

Quote Item 1: Unit 1. Subunits are close to Cutsforth Park (county campground), Coalmine Campground, and Penland Lake (which offers public lakeside camping and vault toilets). There are 4 subunits comprising a total of approximately 245 acres; all subunits are within ½ mi of a road or trail. Units 1c and 1d follow the Gibson Cave/Little Bald Mountain trail #3058.

The elevation ranges from 4,800 feet near Hwy 53 to 5,900 feet near Black Mountain.

Northern subunits are mixed upland conifer, including tamarack, douglas fir, white fir, ponderosa, and lodgepole.

Quote Item 2: Unit 2. Subunits are close to both Penland Lake (to the west) and Divide Well Campground (to the south). Ample dispersed camping opportunities are available. All subunits are within ½ mi of a road. The elevation ranges from 5,000 feet to 5,300 feet within the unit.

There are 8 subunits comprising approximately 667 acres.

Subunits are mixed upland conifer, including tamarack, douglas fir, white fir, ponderosa, and lodgepole; special habitats include springs, wet meadows, and lithosols. Springs tend to become dry relatively early in the season.

Quote Item 3: Unit 3. The elevation ranges from 4,500 feet in northern areas to 3,500 feet near the southern end of the unit. The nearest camping is Penland Lake; ample dispersed camping opportunities are also available.. There are 7 subunits comprising approximately 301 acres.

These subunits transition for unit 2 and 3 ecotypes to primarily ponderosa, lodgepole, and juniper; special habitats include springs (which become dry early in the season), sage steppe, grasslands, and lithosols/scabland.

General Access Information See Ellis Vicinity Map for the general location of the area and the units.

Survey areas are not physically identified on the ground. Many of them are bounded by roads, streams, or differing forest stand conditions. Detailed geo-referenced maps with detailed road and trail information status, documented rare plant sites, and aerial imagery will be provided to the successful Quoteder.

Field surveys shall be conducted on Forest Service lands within the delineated boundaries of the National Forests. This contract does not include surveying private land, although travel across some private land may occur. Coordination with the COR will be necessary to ensure private land access permission and availability of keys to locked or private land gates.

All work areas may be reached by driving on open Forest Service roads, motorized trails, or by walking on closed roads, trails, and cross country. Walking distances to reach units will vary within the project areas. Most units are generally within one mile of an open road. Most units not adjacent to open roads can be reached by hiking on closed roads. Walking distances will be considered incidental to the work and no additional payment will be made. Temporary road closures may come into effect in the event of a large wild fire incident. More detailed maps with road numbers will be provided to the successful quoter.

3. DEFINITIONS

Complete Survey Method: For smaller areas (less than two acres) of high probability habitat, conduct a complete survey. These surveys are defined as a 100 percent visual exam of the area.

Forest Service vascular sensitive plants (Attachment A): Regional Forester’s Sensitive Species species that are either documented or suspected of occuring on the Oregon portion Umatilla National Forest.

Intuitive Controlled Survey Method: For large areas (greater than one hectare or 2.47 acres), an intuitive controlled survey should be used. This method includes a complete survey in habitats with the highest potential for locating botanical species. The surveyor traverses through the project area enough to see a representative cross section of all major habitats and topographic features, looking for the target species while en route between different areas. When a surveyor arrives at an area of high potential habitat, a complete survey for the target species should be made. Major habitats and topographic features within the planning area include various slopes and aspects, draws, benches, ridges, riparian or wet areas, rock outcrops, and meadows. Each unit shall be surveyed intensively enough to locate special habitats and high probability areas.

Intuitive level surveys can generally be accomplished by physically covering at least 60% of the ground and leaving no un-surveyed areas greater than 10% of the total unit size within any given survey unit.

Occurrence(s): An individual, or group of individuals of a botanical species of interest (see above) in close proximity to each other, or a group of individuals that occur scattered throughout what appears to be contiguous habitat. For more information on how to delineate the boundaries of botanical occurrences refer to Section 6.3 Documentation of species of interest populations.

Survey Area: The entire area surveyed for botanical species of interest, even if no target Species were detected.

Target Species: Forest Service sensitive plants, 2023 ORBIC list 1 and 2 plants, and Species of Interest (SOI).

4. CONTRACTOR OBLIGATIONS

The Contractor shall furnish all labor, personnel, supervision, equipment, materials, supplies, tools, transportation, travel, and incidentals (except those designated as Government-furnished property) to perform all work necessary for completion of the BPA call. The Contractor has the responsibility for all other data collection and reports that will be used as the basis for deliverables resulting from the BPA call. The Forest Service retains approval authority for these documents. All federal and state rules and regulations will be followed as well as appropriate federal agency jurisdictional guidelines unique to each agency.

All data, reports, pictures, analysis, etc. collected or produced related to this contract shall remain the property of the government.

The Contractor shall specifically furnish the following items needed to complete the fieldwork (not necessarily all inclusive):

a) A GPS unit capable of recording feature locations within 10-meter accuracy. A phone or tablet with Avenza maps is recommended.

b) Compass with azimuth settings calibrated in 2-degree increments, set to local declination.

c) Clinometer or other device enabling one to measure slope in percent.

d) Flora guides appropriate for the area.

e) Hand lens, dissecting equipment, and any other specialized equipment necessary to identify species.

5. GOVERNMENT FURNISHED PROPERTY

The Government will deliver to the Contractor the following listed materials, supplies, property, and/or services (hereinafter referred to as "Government-furnished property"). This shall be delivered either through email, surface mail, or in person.

a) Ranger District maps (digital and paper copies)

b) Topographic and road maps of the project and survey areas (digital and paper copies)

c) Maps of the project and survey areas overlain with aerial photos (digital and paper copies)

d) Electronic versions of all taxa of interest lists, reporting forms and directions

e) Existing Sensitive Species occurrence and location information for populations within, or adjacent to, the survey areas

f) Vegetation classification keys and plant association guides for the Blue Mountain

National Forests (digital and paper copies)

g) Field Guide to Oregon Rare Plants of Umatilla NF (digital copy)

h) Blue polka-dot plastic flagging, brightly colored pin flags, and steel nails for marking tiny species

i) Updated (2023) ORBIC plant lists

The Contractor shall be liable for all loss or damage of such Government-furnished property until completion and final acceptance of all work required under the contract. The Contractor shall sign a Transfer of Government property receipt upon acceptance of Government-furnished property. All Government-furnished property will be available after award and before the pre-work meeting.

6. SPECIFIC WORK REQUIREMENTS

6.1 Pre-field review and survey planning

a) The Contractor shall familiarize themselves with the species to be searched for, and the potential habitats in which they are likely to exist. Field Guides to Rare Plants of the Umatilla National Forest provide identification tips, season of identification, photographs, and habitat and distribution information for most of the Forest Service sensitive species.

Digital copies of these guides will be provided to the Contractor immediately after contract award.

b) The contractor shall develop and submit a work plan and survey design. This workplan shall include a pre-filed review list of targeted sensitive species by habitat types, and when to search for each species. This will demonstrate the contractor’s knowledge of potential sensitive plants and associated habitats in the project area.

c) The work plan and survey design shall outline a survey strategy and how the results will be reported. The survey design should generally account for areas with low, moderate, or high potential habitat for the various species, and addresses the requirements of the field survey as described below. The Contractor shall prioritize when surveys will take place in various locations, to accommodate the proper timing for identification of each species The work plan shall also include a proposed schedule of when various units and/or habitats will be surveyed.

d) The contractor shall submit, and the COR shall accept, the pre-field review and work plan and survey design before field surveys commence.

6.2 Field Surveys

a) The Contractor shall complete field surveys for botanical species of interest within designated units within the project areas. The contractor shall use the ‘intuitive’ survey approach for the general forest types (see details under Section 3 definitions). This requires that all that major topographic features and areas of high probability potential habitat for all species of interest are surveyed intensively by walking routes through each unit. All areas with high probability habitats shall be surveyed at the 100% level. All open and closed roads, proposed new temporary roads, old logging landings, and other areas of disturbance shall be surveyed for species of interest (especially non-native invasive plants) at the 100% level also. A representative cross-section of minor topographic features, plant associations, and moderate to low probability habitats are also surveyed by walking routes.

b) Most vascular species in each unit will be identified and recorded to species and subspecies or variety. A complete list of all vascular plant species encountered in each survey unit shall be recorded by NRCS PLANTS codes. An excel spreadsheet with expected species on the Umatilla National Forest with PLANTS Codes will be provided.

Some species that may be encountered may not be on this list. The contractor shall add any additional species or new names as needed.

c) A field survey form for each unit shall be submitted digitally. See Attachment B Field

Survey Form for details of the required information.This shall be in a format that allows cutting and pasting the data.

d) If good potential habitat for a species of interest is encountered, but due to season of survey, grazing impacts, or other disturbance it is impossible to identify properly, then the Contractor shall document where the habitat is, when a recheck is recommended, and which species they think may possibly be present. The GPS location of these areas shall be documented on the Field Survey Form. If it is just too early in season to properly identify a species, a second visit to the spot shall occur to search again and/or confirm the identification of an unknown potential species of interest.

e) GPS tracks of survey routes shall be recorded and submitted. The name of each day’s tracks shall be reported on the field survey form for each unit.

f) All target botanical species that are found will be documented with GPS coordinates and the appropriate reporting data. The information collected varies depending on the species group. See Section 6.3 Documentation of target species for details of the required reporting. All data shall be submitted digitally in a format that allows cutting and pasting the data.

6.3 Documentation of target species

Full element occurrence reports are required for each population located more than 300 feet apart. See Attachment D Element Occurrence Field Guide and Attachment C Element Occurrence Form. The protocol, specifications, and instructions described in the User Field Guide for the R6 TES Plant Element Occurrence Field Form shall be used to document and map the full extent of the population. All fields with a ® (required) in the R6 TES Plant Element Occurrence Field Form need to be complete. However, some of the required fields and those fields with an ®* (conditionally required) may not need to be completed; these will be discussed at the pre-work meeting.

Relocation directions shall be detailed enough to ensure that the COR (and/or the designated inspector) can find the population without Contractor presence or without the use of GPS or flagging. Relocation directions shall include the nearest road junction, and any other details to assist relocation.

The outside boundaries of each site shall be marked with blue polka-dot plastic flagging on trees or shrubs. If no trees or shrubs are present, use brightly colored pin flags instead.

The perimeter of the populations shall be flagged. These flags shall be hung close enough together that the perimeter can be easily seen and followed (genereally about every 100 feet). Flagging shall be hung with long streamers to increase visibility (~3 ft. long). For tiny hard to see species, a pin flag and/or brightly colored nail shall be inserted in the ground within two inches of visible plants in the center of the population. The perimeter of these popultions shall also be flagged as described above. If the occurrence overall (all patches/sites) is larger than 5 acres, or is near a high use, or high visibility recreation site, contact the COR (and/or the designated inspector) and propose a flagging strategy based on professional judgment. The intent is to provide the minimal amount of flagging or pin flags that will function to mark the site on the ground (as a complement to the mapping and GPS work). The Contractor and the COR (and/or the designated inspector) may also conduct a joint site visit to develop a manner of delineating the site on the ground to make it easy to relocate on subsequent visits.

For all sites, one averaged GPS point in the center of the population is required. In addition, a polygon of the entire population (or a line for linear sites) shall be recorded.

This data shall be tracked via recreational grade Garmin (or similar) GPS units. GPS points should have an accuracy of 25-ft. or better; the error distance shall also be recorded.

Use of data point averaging is required for the center points. Alternatively, individual GPS points at the four cardinal directions may be recorded for sites smaller than 100 feet by 100 feet.

A fine scale 8.5” by 11” sketch map of each occurrence site shall be drawn and submitted digitally with the site report. This map will replace the space provided on the Plant Element Occurrence Field Form. This map will be used to help relocate the population;

any information that will aid in relocation shall be included. For example, the map shall include local features (streams, cliffs, meadows), and habitat information (slope, aspect, edge of forest, etc.). The map shall be clearly marked with the Township, Range, and Section in which the population occurs. An estimated scale shall be included. The map shall be oriented with north at the top of the page. The map shall also include the nearest road or trail, with estimated distances and bearings both to the site and to the nearest road junction, section corner, or other easily identified geographic markers.

A voucher specimen shall be collected at each population (if there are more than thirty plants present). Each collection shall include enough material for two sheets of vouchers.

The specimen shall be submitted to the COR (and/or the designated inspector) within eight calendar days of discovery. It shall be accompanied by a fully completed R6 TES Plant Element Occurrence Field Form and digital photos of the occurrence. If the population size does not allow for collection, the COR (and/or the designated inspector) shall be provided with a completed R6 TES Plant Element Occurrence Field Form and digital photos within eight calendar days of discovery. This requirement may be waived after at least one population is confirmed by the COR when mulitiple populations of the same species are found.

Photos of each population to include shots close up enough to identify the species, and habitat shots that will help to relocate the population. Habitat shots must indicate the direction the photographer was facing when they took the photos. These photos shall be submitted as jpeg file type.

6.4 Project level summary reports and documenation

A final report summarizing and detailing the findings of the project, as well as all survey forms and reports, and Sensitive Species site forms, shall be submitted both electronically and in hard copy form by Septemeber 15th, 2023. However, a draft report shall be submitted to the COR (and/or the designated inspector) in time to allow for a minimum two week review and comment period prior to the final report due date. The final report and other documentation shall include the following information:

a) Title page: name and address of Contractor, date of report, and title

b) An overall summary of survey methods, including a table of unit numbers, survey date, and any species of interest found in each unit.

c) Complete list, in Excel spreadsheet format, of all vascular species encountered in the survey units (one list containing all subunit species), as described in Section 6.2b. One spreadsheet with columns for each unit with an x marked for species found shall be submitted for each project area. This list shall be available for inspection throughout the contract time.

d) Geospatial data for all survey tracks, and locations of species of interest shall be provided as shapefiles or kml files.

e) Appropriately documented collections of target species. Requirements for collection vary depending on the species group.

f) Results of surveys by unit. All information listed on Attachment B Field Survey Form shall be provided digitally. This shall be in a format that allows cutting and pasting data.

g) Summary list of all voucher specimens and photographs.

h) Digital photographs (as jpg files) labeled to correspond to information in survey and occurrence forms.

7. COMMENCEMENT PROSECUTION, AND COMPLETION OF WORK

(FAR 52.211-10) (APR 1984)

The Contractor shall be required to (a) commence work under this contract within 7 calendar days after the date the Contractor receives the notice to proceed, (b) prosecute the work diligently, and (c) complete the entire work ready for use not later than September 15th, 2023.

The time stated for completion shall include all required documentation. Work is estimated to begin May 1st, 2023.

8. INSPECTION/GOVERNMENT QUALITY ASSURANCE

8.1 The COR (and/or the designated inspector) shall review the Contractor’s work for compliance with contract specifications, completeness and accuracy; however, the responsibility for specification compliance and inspection of work remains the Contractor’s. Failure of the Contractor to meet the specifications shall require prompt corrective action. Repeated failure to meet specifications may be cause for termination.

8.2 The Contractor shall notify the COR (and/or the designated inspector) when work commences and shall keep the COR (and/or the designated inspector) informed of any changes in the Contractor's work schedule. A specific request for inspection will not be needed.

8.3 The Contractor shall communicate (via phone, email, or in-person) with the Contracting Officer’s Representative (COR) and/or the designated inspector prior to pre-field review and planning to receive any compiled information regarding Sensitive Species habitat and taxonomy, and any maps that may be useful for the pre-field review. The pre-work meeting date and fieldwork start date will also be determined at that time.

8.4. A pre-work meeting shall be held between the Contractor, the CO, and the COR (and/or the designated inspector) before fieldwork commences. This will allow a review of the pre-field review and survey design. Any remaining government furnished materials will be provided at this meeting.

8.5 The Government may accompany the Contractor through the first area to be surveyed to establish field guidelines for survey and documentation. The Government may randomly inspect portions of the project areas. All areas inspected will be surveyed in the manner specified in the contract. The results of the inspector's survey will be compared with those of the Contractor.

These results shall agree.

8.6 Following the first week of surveys, the Contractor shall provide survey and location documentation to the COR (and/or the designated inspector) upon request. This will allow for feedback and any clarifications early in the process.

8.7 Following the initial first week meeting, communications shall be held between the Contractor and the COR (and/or the designated inspector), at least once every two weeks, to discuss work completed to date. This communication may be done by email, telephone, or in-person. The Contractor may report more frequently if the situation warrants (when an important new find is discovered, or if there is a need for contract clarification). Any questions or problems shall be discussed at these meetings.

8.8 Field inspections will be performed to determine completeness and accuracy of locations of species of interest. If any occurrences of sensitive species are found, the Government should be able to clearly relocate occurrences. If occurrences are not documented in the field correctly, Contractor is responsible for re-flagging and documenting the site. Government survey results will be compared with those of the Contractor. These results shall agree.

8.9. All field survey work on this contract shall be accomplished by August 31st, 2023. A final inspection shall be held before final payment is approved. The Contractor shall provide all deliverables as outlined in Section 6.4 Project level summary reports and documentation. All Government Furnished Property shall be returned before final payment is approved.

8.10 The Contractor's work will be inspected prior to acceptance through field reviews, examination of survey and site documentation, and review of the final report. All reports and forms will be reviewed for completeness and legibility. Work that does not conform to the specifications will be judged unacceptable, and shall be corrected at no additional expense to the Government. If an inspection locates a species of interest population that was not found by the Contractor a resurvey of the work unit will be required.

8.11 A final inspection meeting between the Contractor and COR (and/or the designated inspector) shall be held before final payment is approved (this may be done by phone). Final decisions concerning the technical phases of the work and its acceptance will rest with the Contracting Officer (CO).

9. PAYMENTS

Upon completion and acceptance of the Final Report and all other items listed in Section 6, the Government will pay 100% of the quote price for each sub-item of the contracted work.

Measurement All unit acres are estimates, based upon GIS layers. The acreages were measured on the horizontal plane within the established boundaries.

Payment Calculation of Payment

a. After inspection of completed acreage, forms, maps, voucher specimens, and final report the Contracting Officer’s Representative (COR) will recommend payment.

b. The pay rate will be calculated by acre surveyed.

Final payment will be made on the basis of the number of acres satisfactorily completed as determined by the Contracting Officer’s Representative.

10. LIST OF ATTACHMENTS

The following attachments are made a part of this solicitation and any resultant contract.

Attachment A Umatilla OR Vascular Sensitive and ORBIC 1 and 2 list Attachment B Field Survey Form Attachment C Element Occurence Form Attachment D Element Occurence Field Guide Attachment E Heppner Sensitive List by Habitat Attachment F Blue Mountain Forested Plant associations Attachment G Bunchgrass Plant Communities Attachment H List of UMA OR invasive species