1240BE25Q0002.pdf

Solicitation Number: 1240BE25Q0002

(i) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12.6 of the Federal Acquisition Regulation (FAR), as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

(ii) This solicitation is issued as a Request for Quotation (RFQ).

(iii) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2025-01.

(iv) This procurement is set aside for 100% Small Business. The NAICS code is 115310 and the Small Business Size Standard is $7.5 million.

(v) Schedule of Items/Price Schedule

Project Description: ___________________________________________________________

Vendor Name: __________________________________Vendor UEI:___________________

ITEM

NO

SCHEDULE OF SUPPLIES/SERVICES UNIT UNIT

PRICE

AMOUNT

01 Botanist – Level 1 Hour Level 1: Bachelor of Science (B.Sc.)

degree in relevant field of study with up to 1 year of field experience performing botanical surveys in the Pacific Northwestern United States. Experience must be of the type of plant survey being asked for in each specific BPA call.

Most BPA calls will be awarded by ACRE, not hourly

02 Botanist – Level 2 Hour Level 2: Bachelor of Science (B.Sc.)

degree in a relevant field with 1 to 3 years of field experience in the Pacific Northwestern United States, OR a Master’s (M.Sc.) degree in relevant field of study and up to 1 year of experience performing botanical surveys in the Pacific Northwestern United States.

Experience must be of the type of plant survey being asked for in each specific BPA call.

Hourly rates were requested only to be able to determine fair and reasonable pricing

03 Botanist – Level 3 Hour Level 3: Bachelor of Science (B.Sc.)

degree in relevant field of study with 3-5 years of experience in the Pacific Northwestern United States, OR a Master’s (M.Sc.) degree in relevant field of study and 1 to 3 years of experience in the Pacific Northwestern United States, OR a Doctor of Philosophy (Ph.D.) degree in a relevant field of study and up to 2 years of field experience performing botanical surveys in the Pacific Northwestern United States. Experience must be of the type of plant survey being asked for in each specific BPA call.

04 Botanist – Level 4 Hour Level 4: Bachelor of Science (B.Sc.)

degree in relevant field with 5+ years of experience in the Pacific Northwestern United States, OR a Master’s (M.Sc.)

degree in relevant field and 3+ years of experience in the Pacific Northwestern United States, OR a Doctor of Philosophy (Ph.D.) degree in a relevant field of study and more than 2 years of field experience doing botanical surveys in the Pacific Northwestern United States. Experience must be of the type of plant survey being asked for in each specific BPA call.

Schedule Notes:

The hourly rates shown in the Schedule of Supplies or Services are not a representation of actual quantities or unit of measure to be ordered but serve as a means of developing a pool of contractors for competing BPA calls.

Specific BPA calls will be solicited separately and by any Contracting Officer (CO) of any Federal agency in the states of Oregon and Washington. Each BPA call will be site specific and will be advertised amongst the awardees of each specific area/kind of surveys. Each BPA call can be structured the way that makes the most sense to the program manager/COR/Botanist and the CO. BPA calls can be structured as per acre unit of measure or on an hourly basis, for example, again what makes sense to the CO and program manager, using the hourly rate to develop a firm-fixed price instrument.

CAUTION: Issuance of a call order for hours and no deliverable may violate HR law or result in an OIG finding regarding the purchase of merely a level of effort as opposed to completion of a specified task.

Please respond fully to the solicitation requirements (e.g. pricing, representations and certifications, and selection criteria). The rates your firm proposes shall be commercial “shelf” rates that will be used for award evaluation purposes. Vendors are cautioned that as awards of a Blanket Purchase Agreement are based, in part, on the pricing quoted herein, subsequent vendor quotes for specific unit BPA calls must be representative and reflective of those rates or they shall be removed from the pool of vendors for that work activity.

Therefore it is imperative that each vendor provide the Government with their best commercial rate for each activity they are capable of performing and that those rates be similar to the quotes on individual BPA calls submitted for specific units.

Vendors must indicate which areas they are available to work in. Check all that apply.

Area No. Areas and kinds of Surveys I will work in this area

1 Vascular Plant Surveys, Western Oregon

2 Vascular Plant Surveys, Western Washington

3 Vascular Plant Surveys, Eastern Oregon

4 Vascular Plant Surveys, Eastern Washington

5 Non-Vascular Plant Surveys, Western Oregon

6 Non-Vascular Plant Surveys, Western Washington

7 Non-Vascular Plant Surveys, Eastern Oregon

8 Non-Vascular Plant Surveys, Eastern Washington

9 Fungi Surveys, Western Oregon

10 Fungi Surveys, Western Washington

11 Fungi Surveys, Eastern Oregon

12 Fungi Surveys, Eastern Washington

Vascular, Non-Vascular, Fungi Surveys, Rogue River-Siskiyou National Forest in California

Due to the wide variety of habitats in Oregon and Washington, which may affect survey timing and intensity, the scheduled items are divided into four geographic areas based on the crest of the Cascade Mountains: western Oregon, eastern Oregon, western Washington, and eastern Washington. Some National Forests contain lands on both sides of the crest of the Cascade Mountains. Each BPA call will provide the number of acres that need to be surveyed in each geographic area.

Project sites may be located within Washington and Oregon and portion of the Rogue River- Siskiyou National Forest in California, in Forest Service Region 6. Work may occur, but is not limited to, federal lands administered by the Forest Service (FS), National Park Service (NPS), Bureau of Land Management (BLM), Bureau of Indian Affairs (BIA), and National Fish and Wildlife Service (NFWS). Note to Federal Agencies: Some Federal Agencies will require Interagency Agreements before issuing BPA calls.

Multiple awards will be made from this solicitation, contractors must submit pricing for all items.

The total amount of call orders among all BPA holders will not exceed $7,500,000.00.

On Ramp Procedures: The Government will review BPA performance and requirements on a regular basis (at least yearly) and determine the necessity of on ramping. The Government reserves the right to announce and issue a new solicitation for the purposes of: (i) adding additional Contractors to expeditiously meet the requirement as the need for increased assessments materialize; and (ii) increase the small business pool of Contractors; and (iii) increase competition. The Government may implement on-ramp procedures at any time by reopening the competition and utilizing the same basis of award established in the initial solicitation. Quotes submitted in response to the solicitation amendment for on-ramping must be rated equal to or higher than the lowest rated contractor originally awarded BPA in order to be considered for an award. Quotes submitted in response to a previous solicitation shall not be evaluated unless company has received certification/license/authority since previous submission.

Any resulting BPA awarded will include the same terms and conditions as the current agreement holders. Implementing this procedure will not affect the overall period of performance for the basic agreement.

Off Ramp Procedures: The Government reserves the right to implement off-ramp procedures, which would result in the removal of BPA holders. The criteria for off-ramping may include, but not limited to, BPA holders not proposing on order request(s), not having at least one order awarded beyond guaranteed quantity, and/or unsatisfactorily meeting the PWS requirements. If implemented, off-ramp procedures will remove BPA holders by cancelling the BPA.

SCOPE OF WORK

The purpose of this contract is to provide a pool of contractors available to accomplish botanical surveys to determine the presence or absence of target species, document and map locations and populations of target species, and provide an ecological description of the areas surveyed. Work can be on lands managed by federal agencies anywhere in the states of Oregon and Washington and portion of the Rogue River-Siskiyou National Forest in California. Botanical surveys may include vascular plants (including rare and invasive plants), non-vascular plants (bryophytes [mosses and liverworts] and lichens), and/or fungi, for an assortment of projects in diverse ecological settings over a broad geographic area. This is a Blanket Purchase Agreement (BPA) that spans multiple years (10 years – will be reviewed every year for relevancy). This contract requires surveys and documentation to be in compliance with its terms, specifications, clauses and provisions.

Over the duration of the contract, individual BPA calls with actual quantities will be issued and price competed. Only vendors in the initial contract award pool will be allowed to submit a quote on the work offered but are not required to quote on all orders. No restrictions have been set regarding the number of vendors in the award pool; however, sufficient awards will be made to provide for adequate competition for BPA calls. The Government anticipates approximately 3-5 awards per location.

The products of this contract will be:

1. Conduct botanical surveys according to protocol(s) for target botanical species.

2. Document and map target species when located by surveys, using GPS and field forms. Fill out appropriate forms legibly so they are able to be printed or copied.

3. Document and map areas surveyed whether or not target species were found on appropriate forms filled out legibly and able to be printed or copied.

4. Provide habitat information for target species populations and areas surveyed.

5. Provide maps delineating survey routes and populations of target plant species, or GPS Tracks of survey routes with locations of target plant species.

6. Appropriately collected and annotated voucher specimens of target plant species.

7. Monumenting of verified or potential target species.

8. Provide photos of each target species showing the entire plant as well as photos showing diagnostic characteristics (see each species protocol for additional requirements), and the habitat it occurs in.

9. Written report summarizing areas surveyed and target species located/mapped. If surveys span more than one season, then annual reports will be provided. If one-season surveys, then a final report will be provided. Reports include associated species, habitat descriptions, and habitat threats/disturbances.

10. Provide GIS mapping files and include a complete list of target species per unit and their location coordinates in an excel spreadsheet. Each BPA call will specify which mapping coordinates are to be used (e.g. UTM in Datum NAD 1983, Zones 10 North or 11 North, or latitude and longitude in decimal degrees).

LOCATION

Project sites would be located on Federal lands within the states of Oregon and Washington. All Federal agencies located in the states of Oregon and Washington may utilize this contract, but it is not required. The main federal agencies using this contract will likely be the U.S. Forest Service (USFS) and U.S. Bureau of Land Management (BLM).

ACCESS

Survey area maps will be provided with each BPA call Request for Quotes. Work areas may be reached by Forest Service or BLM roads that are accessible by a standard two-wheel drive or four-wheel drive vehicle during normal operating seasons, unless otherwise indicated on Project Maps or Federal Travel Management maps. The cost of standard access described above should be included in the unit pricing on any BPA call. Some areas may require a walk-in distance to reach the survey site. If access is limited, the individual BPA call may request the Quoter to reflect access cost in their quotes. Vehicles shall not operate off system roads without prior written approval of the Contracting Officer.

In case of inaccessibility due to snow, mud, washouts, rock, slides, or fallen trees, the Government may, (1) clear the blockage or (2) provide an alternative route or (3) delete the inaccessible unit(s) or (4) substitute similar unit(s).

No vehicle shall by-pass any officially blocked road (barriers, locked gates, posted signs, rock/log/dirt, etc.) without approval of the Contracting Officer. If approval is granted to go past locked gates, then a Government-furnished key will be made available to the Contractor.

CONTRACT TYPE AND CONTRACT PERIOD

A BPA is a simplified method of filling anticipated repetitive needs for supplies or services by establishing “charge accounts” with qualified sources. The period of performance of each BPA is from: November 15, 2024 through November 14, 2029.

An annual review will be conducted and at that time, Contractors may be offered an opportunity to adjust their prices. If a revised rate is not submitted during the period set forth by the Contracting Officer, the prices proposed in the original agreement (or latest update if applicable) will remain in effect.

ISSUANCE OF BPA Calls

All work will be ordered by Firm-Fixed-Price, or Labor Hour BPA call. Calls may be based on the fixed prices as shown in the Schedule of Items or quoted per BPA call. Some calls will include a mix of fixed prices and quotable line items of work. BPA Calls may be issued orally and followed up in writing, by facsimile, or by electronic commerce methods.

The following individuals may place Individual Project calls against this BPA: Any FS and BLM warranted Contracting Officer with proper delegated authority.

BPA calls will be issued as work becomes available.

Calls may be issued continuously with no time discounted for normal weather conditions or fire restrictions.

The contractor is not required to quote for every call. However, there is a general expectation that the Contractor will be available for most calls.

Service contract wage rates will be added via attachment per BPA call/award.

DELVIERY TICKETS

A requirement that all shipments under the agreement, except those for newspapers, magazines, or other periodicals, shall be accompanied by delivery tickets or sales slips that shall contain the following minimum information:

(i) Name of supplier.

(ii) BPA number.

(iii) Date of purchase.

(iv) Purchase number.

(v) Itemized list of supplies or services furnished.

(vi) Quantity, unit price, and extension of each item, less applicable discounts (unit prices and extensions need not be shown when incompatible with the use of automated systems, provided that the invoice is itemized to show this information).

(vii) Date of delivery or shipment.

INVOICES

An itemized invoice shall be submitted at least monthly or upon expiration of this BPA, whichever occurs first, for all deliveries made during a billing period and for which payment has not been received. These invoices need not be supported by copies of delivery tickets. Invoices shall be submitted electronically at: www.ipp.gov

CONTRACTOR OBLIGATIONS

The contractor shall furnish everything necessary to perform this contract including, but not limited to, all labor, equipment, supervision, materials/supplies (except those materials designated as Government furnished and incidentals necessary to perform vascular and nonvascular plant surveys in accordance with the enclosed specifications, terms and conditions.

All federal and state rules and regulations will be followed as well as appropriate federal agency jurisdictional guidelines unique to each agency.

Follow Federal and state rules and regulations which include but are not limited to:

• Transportation

• Equipment Operation

• Licensing

• Permitting

• Safety

• Labor Laws

• Federal Travel Regulations

The Contractor shall be liable for all loss or damage of such Government-furnished property until completion and final acceptance of work required under this contract.

The Contractor shall provide field personnel who have experience and knowledge of the following:

a. Are proficient in the identification of target species which pertain to the type of http://www.ipp.gov/ survey being conducted.

b. Experience in proper collection techniques for voucher specimens.

c. Experience in field techniques including aerial photo, map interpretation, and floristic field observation skills. This includes the identification of vascular plant species and plant communities for the geographical area of interest (to be able to make a list of associated species).

d. Ability to document location, ecological condition, habitat, and survey routes for areas occupied by target species.

Specifically, but not necessarily all inclusive, the Contractor shall furnish:

a. Compass with azimuth and the appropriate declination setting for the geographic area.

b. Clinometer

c. Hand Lens (minimum magnification 10X).

d. A handheld GPS receiver or mobile device will be used to map each target species site. The tablet or GPS receiver shall have a 16-meter (50 feet) accuracy or less.

National Technology Development Program GPS Receiver accuracy reports by GPS manufacturer and model are available at:

https://www.fs.usda.gov/database/gps/mtdcrept/accuracy/index.htm

e. Protective covering for original aerial photos (large “Ziploc” freezer bags).

f. As specified in the BPA call, wide-lined permanent markers for marking flagging and fine-lined permanent marking pens for marking topographical maps and/or aerial photos.

g. Appropriate technical references (i.e., plant keys and monographs) to accurately identify botanical species encountered during the inventory. Examples include:

1. Vascular Plants – Flora of the Pacific Northwest (Hitchcock and Cronquist, et.

al. Second Edition, 2018); Jepson Manual (Baldwin et al. 2012); Field Guide to the Sedges of the Pacific Northwest (Wilson et al. 2014); Flora of Oregon volume 1: Pteridophytes, Gymnosperms, and Monocots (Meyers et al. 2015); Flora of Oregon. Volume 2: Dicots A-F (Meyers et al., 2020).

2. Bryophytes – California Mosses (Malcom, Shevock, and Norris 2009); Keys to the Liverworts and Mosses of California (Norris 2004); Moss Flora of the Pacific Northwest (Lawton 1971).

3. Lichens – Macrolichens of the Pacific Northwest (McCune and Geiser 2023)

4. Fungi – Mushrooms of the Pacific Northwest (Trudell and Ammirati 2009);

Phaeocollybia of Pacific Northwest North America (Norvell and Exeter, 2009);

Field Guide to North American Truffles (Trappe et al., 2007); Mushrooms Demystified (Arora 1986); Ramaria of the Pacific Northwestern United States (Exeter et al., 2006); Handbook to Strategy 1 Fungal Species in the Northwest

Forest Plan (Castellano et al., 1999), Handbook to Additional Fungal Species of Special Concern in the Northwest Forest Plan (Castellano et al., 2003). On-line keys can be found at the Pacific Northwest Key Council:

http://www.svims.ca/council/

h. A digital camera with a minimum resolution of 5 mega-pixels, JPEG format.

i. Compound and dissecting microscopes and chemicals required for proper identification of target species, and packets or other appropriate containers for vouchering specimens (see https://www.fs.usda.gov/r6/issssp/inventories/?identification)

j. USB/thumb drives and/or shared cloud drives for submitting electronic forms, maps, photos, summary report, and electronic data files.

k. Contractors must have access to a computer with an internet connection, email, and Microsoft Word and Excel programs and GIS mapping software if specified in BPA call.

INSPECTION

The Government will conduct inspections of random survey units and all paperwork to determine work quality. Each BPA call will specify what percent or how often inspections will occur of field forms, voucher specimens, and inspections of field surveys.

Table 1 provides an example of a scenario for inspecting work on this contract.

Table 1. Example of Government Quality Assurance Surveillance Plan for Vascular, Non-Vascular, and Fungi Surveys.

Performance

Requirement

Performance

Standard

Performance Measurement Penalties and Incentives

Adhere to all survey protocols

The procedures and documentation of the survey protocols are completed as described.

• Inspect 100% of survey and site forms to ensure compliance to protocols.

• Inspection of the survey procedures may be ongoing while survey is in progress.

(Inspection of Services) ; (Rework) and (Payment)

Performance

Requirement

Performance

Standard

Performance Measurement Penalties and Incentives

Documentation forms and maps

All forms (survey form, population site forms) and maps are filled out completely and legibly according to contract specifications and survey protocols. Able to relocate site from map. There is a linking identifier to all maps and voucher specimens. All forms are turned in on the agreed upon schedule.

Forms and maps must be legible and copyable.

Inspect 100% of survey and site forms to ensure compliance to protocols.

See (Inspection of Services); (Rework) and (Payment)

Monument Field Sites for each target species population

Able to relocate sites.

Flagging and tags according to specifications.

Inspect a % (to be determined with each BPA call) of target species populations to determine that contract specifications are followed.

See (Inspection of Services); (Rework) and (Payment)

Voucher Specimens

Entire specimen is collected. Field tag is completed and legible and has a linking identifier to survey and sighting forms and maps. All identifying features are described. If applicable, specimen is dried. Photo(s) are provided. All vouchers are turned in on the agreed upon schedule.

Inspect 100% of voucher specimens for quality of preparation and timeliness of submission.

See (Inspection of Services); (Rework) and (Payment)

Field Procedures

Survey maps or GPS tracks show that each unit area was surveyed so that a representative cross section (at least 80%) of all major topographic features and special habitat features were surveyed.

Inspect a % (to be determined with each BPA call) of survey units and target species site locations to determine that contract specifications are followed, and performance standards met.

See (Inspection of Services); (Rework) and

Performance

Requirement

Performance

Standard

Performance Measurement Penalties and Incentives

Final Report

Contractor provides (1) hard copy and (1) electronic copy of a Final Report. Also, for those taxa in which surveys span multiple years (fungi), Annual Reports are provided.

Inspect the annual and/or final survey report for quality of preparation and completeness of information.

See (Inspection of Services); (Rework) and

REWORK

The Contractor will be required to rework any area or portion thereof that does not meet the terms of the contract. If the inspection reveals the need for rework, the COR will notify the Contractor immediately in writing. All rework must be completed prior to proceeding with new areas, unless otherwise specified in the BPA call.

The following deficiencies will require rework:

1. Populations or habitats not identified.

2. Survey and/or Sighting forms not filled out completely and correctly, or do not have linking identifier to any voucher specimen and map.

3. Voucher specimen field tags not completely filled out or do not have linking identifier to any sighting form or map, or missing photos of target species and habitat.

4. Maps that do not thoroughly or accurately portray the survey route, have target species incorrectly located, are not legible, and do not have a linking identifier to any sighting forms, and voucher specimens.

5. Sites that cannot be relocated by flagging or do not have a linking identifier to any sighting forms, voucher specimens and maps.

6. GIS data that is the wrong datum, not digitized correctly, unique identifier does not match data form or is missing a required attribute and.

7. Final reports that are not complete.

Unless otherwise specified in the BPA call, if work falls below minimum standards for field work (e.g., inaccurate GPS coordinates, monumenting) and documentation (e.g., maps, sighting forms, vouchers, and report), the Government will immediately notify the Contractor in writing and order improvement of the quality of future work. Reinspection after rework will be made in the same manner as the first inspection but in a different area. If the quality of future work is not raised to a satisfactory level within three consecutive workdays after receipt of notice in writing of unsatisfactory work, the Contractor’s right to proceed may be terminated and the contract considered in default. Repeated failure to perform work at an acceptable performance shall also be considered reason for contract termination and default action.

CONTRACTOR’S QUALITY CONTROL PLAN

For contract evaluation purposes only, the Contractor shall provide a detailed Quality Control Plan (QCP) in their proposals specific to the Technical Approach requirements. In general, the Quality Control Plan must demonstrate how the contractor will assure quality and meet the requirements and specifications of the contract. It shall describe how quality will be monitored to assure the performance standards are met; the supervision of the work; and personnel that will be performing the quality control. In addition, the Contractor should address industry standard guidelines, and any applicable State or Federal specifications, protection to the environment and wildlife habitat, and public safety in constructing a Quality Control Plan.

The Government may or may not require a specific quality control plan for each BPA call competed. If required, it will be described in the BPA call. The Government may ask for additional information in the Quality Control Plan prior to acceptance.

When required and after the Contractor’s Quality Control Plan has been accepted by the Government, it will be incorporated into the Government’s Quality Assurance Surveillance Plan.

GOVERNMENT QUALITY ASSURANCE SURVEILLANCE PLAN

The Contracting Officer or the Contracting Officer’s duly authorized representative COR will inspect and accept the supplies and/or services to be provided under this contract.

Monitoring may consist of:

a. Field operations by visiting job site(s).

b. Compliance to Quality Control Plan.

c. Compliance to any requirements listed on individual BPA calls, including adherence to performance period and timetable for subitems.

The Government will incorporate a mutually agreed upon Contractor Quality Control Plan into a Government Quality Assurance Surveillance Plan.

PAYMENTS

Payment will be made at the unit price offered in the schedule of items in each BPA call, for the unit of measure completed and accepted. A mutually agreed upon schedule for periodic payments will be arranged at the post award conference. When inspection results are not at a satisfactory level and the deficiency is correctable, payment will not be made until the deficiency has been corrected. Final payment under the contract will not be made until all Government-furnished property utilized during performance of the contract has been returned as directed by the COR.

The following is an example, as the Payment schedule will be determined by the CO for each BPA call. FULL PAYMENT meets all of the following 4 conditions:

1. If >95% of the field forms turned in for payment meet the performance standards and Contractor has corrected the deficiencies within three days of notification by the COR.

2. If >95% of the inspected mapped target species locations meet the performance standards.

3. If > 95% of voucher specimens are submitted are properly prepared with the required forms attached.

4. If >95% of the inspected units meet the performance standards for field procedures and species identification.

PARTIAL PAYMENT is based on the average percentage of the above 4 conditions when at least one condition falls below the threshold. The conditions are evenly weighted.

Example: Contractor meets conditions 1, 2 and 4 above for 100% but meets condition 3 at 60%.

Partial payment would be calculated as follows:

100% condition 1 completed x 25% weighted average = 25 (100 x .25 = 25)

100% condition 2 completed x 25% weighted average = 25 (100 x .25 = 25)

60% condition 3 completed x 25% weighted average = 15 (60 x .25 = 15)

100% condition 4 completed x 25% weighted average = 25 (100 x .25 = 25)

For a total of: 90 % of quote price

DELIVERABLES/TASKS

Field Work and Documentation

BPA calls may be issued for field work between the contract award date and when the BPA’s are terminated. The period of performance for BPA calls will be indicated in each BPA call.

The Contractor shall conduct surveys following the most current, established written protocols for target species. Potential survey protocols to be used in the BPA calls are available at the following websites:

https://www.fs.usda.gov/r6/reo/ https://www.fs.usda.gov/r6/issssp/downloads/xfungi/inv-sp-fu-ver1-200812.pdf

If there is no survey protocol for the target species, surveys would be conducted using the Intuitive Controlled Survey Method. The Contractor shall survey units by walking routes that cover a representative cross section (at least 80%) of all major topographic features (slopes, draws, benches, ridges, etc.) and special habitat features (wet areas, rock outcrops, ridges, https://www.fs.usda.gov/r6/reo/ https://www.fs.usda.gov/r6/issssp/downloads/xfungi/inv-sp-fu-ver1-200812.pdf riparian areas, etc.) of each unit. In areas of high potential habitat, a more thorough and intensive survey shall be made. Two or more entries into portions of units may be needed in order to identify the target plant or fungal species likely to occur during its flowering/fruiting period.

All field work shall be fully documented using forms provided by the government agency (see examples in Attachments 2-5 and 7-10). In order to receive full payment, all required fields must be properly and legibly completed.

Units where boundaries are not clearly identified on the ground shall be surveyed by approximating the boundary location from maps and photos provided by the Federal Agency.

For every survey unit, the Contractor shall:

a. Complete the appropriate Survey Field Form(s) (see Survey Field Form example, Attachment

2) as specified in the BPA call. Survey Field Form(s) must be completed whether or not target species were found and shall have a map attached that shows the approximate location of the survey routes traveled. All required fields on the form must be completed and legible. Forms will be filled out electronically or hardcopy, depending on what is specified in each BPA call.

Forest Service and Bureau of Land Management Survey field forms can be found at the following website: https://www.fs.usda.gov/r6/issssp/inventories/?protocols

b. Complete a list of all plant species encountered during the survey that are either in flower/fruit at the time of the survey or are readily identifiable vegetatively. Lists will be provided in an Excel spreadsheet or hard copy field form, depending on the BPA call specifications.

c. Delineate survey routes with flagging (Government-provided) or GPS tracks, depending on the BPA call specifications. If routes are to be flagged, each BPA call will specify how to hang the flagging. The following is an example of what may be required. Double strands of route flagging shall be labeled/dated and hung at the beginning and end of each route. Single strands shall be hung approximately every 100 feet along the survey line to show the survey route.

When contours of the land and/or dense vegetation reduce easy visibility, flagging shall be hung at whatever intervals are needed to follow the survey lines. The survey route shall be accurately depicted on a separate topographic section map. Writing on all flagging shall be with a wide-tipped permanent black marker, and note the project for which the survey is being completed, date, and surveyor’s initials. The Federal Agency for which the task order is being accomplished shall select the appropriate color of flagging to be used to denote the survey route. If GPS tracks are used, then the tracks shall be turned “on” to record the survey routes taken.

d. Depending on the individual BPA call, the contractor may be required to provide a typed Word-compatible summary report, whether or not target species are found.

When a target species is found, each population will be given a unique identifier number, documented on the appropriate form(s), and may require collection of a voucher specimen, depending on the BPA call specifications. Target plant populations shall be mapped and must be re-locatable using flagging and coordinates as specified in BPA call.

https://www.fs.usda.gov/r6/issssp/inventories/?protocols

Forest Service TES Element Occurrence Field Forms and Bureau of Land Management GeoBOB Sites and Observations Form for Flora can be found at the following website:

https://www.fs.usda.gov/r6/issssp/inventories/?protocols

For every site, the following shall be completed by the Contractor:

a. Collect location coordinates at the site for populations of all target species and record the coordinates on the appropriate field form (e.g., see example of Element Occurrence Form, Attachment 3). The type of GPS equipment and the Datum and Zone if using UTMs shall be indicated on the site form (e.g., Garmin Map76, NAD83 Zone 10), as well as the accuracy level if provided on the GPS unit (e.g., accurate within 10 meters). Mapping accuracy shall be 50 feet or better. Depending on the BPA call, GPS the center of each target species population and/or the boundary. Shapefiles with data attribute tables and coordinates of the GPSed populations may need to be provided to the COR along with the required forms once every two weeks, depending on the BPA call specifications. All GPS point locations will be submitted to the COR in a shapefile as polygons. Minimum polygon size is 0.1 acre.

b. Each BPA call will define how to flag a site so it can be relocated. Depending on the BPA call, the Contractor may be required to monument sites for voucher specimens whose taxonomic identity is not yet determined. The following is an example of how a site may be required to be flagged:

1. Sites will be flagged so they can be relocated. Reference trees may need to be documented on the target species sighting form. For sites less than 30 feet in diameter, place 2 long flags as close to the center of the site as possible, but in a location where they can be easily seen from a distance. If no trees or shrubs are close to the species occurrence to attach the flags to, hang them on the closest trees or shrubs within 50 feet and indicate on the flagging the azimuth and distance to the actual species location. Hang single strands of flagging close to the actual location(s) of the target plants. Perimeter flags around the occurrence boundary are not required for these small sites. GPS the center of the population.

2. For occurrences greater than 30 feet and less than 100 feet in diameter, place 2 long flags in the approximate center of the site and clearly flag the perimeter of the polygon with single strands. Also hang single strands of flagging close to the actual location(s) of the target plants. Draw the population boundary on both the topographical map and the aerial photo. GPS the center of the population and map these sites as polygons.

3. If the occurrence is greater than 100 feet in diameter, mark the approximate center of the population with 2 long flags and hang single strands of flagging close to the actual location(s) of the target plants. Map the boundary of the population on both the topographical map and the aerial photo as a polygon, but no perimeter flagging is needed.

GPS each sub-population and show their locations on the topographical map. Indicate on the site form how any sub-populations were flagged within the polygon.

4. The central flagging at each target plant site shall be labeled with the plant code, date, site https://www.fs.usda.gov/r6/issssp/inventories/?protocols number, and surveyor’s initials. Writing shall be from the knot down on the upper end of the flag, using a wide-tipped permanent black marker. Multiple sightings of the same species with a survey unit shall be clearly labeled in sequence, for example, “species, population 1, date, surveyor’s initials,” “species, population 2, date, surveyor’s initials,” etc. The single strands of flagging marking the actual location of the species occurrence and at least some of the perimeter flagging should be marked with the species code and site number to help distinguish it from adjacent populations. Plant species codes are found in the PLANTS Database at: https://plants.usda.gov/home.

If a PLANTS Database species code does not exist for a non-vascular or fungal species, write enough of the scientific name for the species to be properly identified on the flagging.

c. The location of the sites shall be accurately marked on an aerial photo and on a topographical map as a point or polygon, as appropriate. The species code and site number shall be used. If the site is a polygon that contains multiple patches of plants, number these sub-populations and show their locations on the map. The site number on the flagging shall match that on the site forms and the maps.

d. All required data fields must be completed on the appropriate site forms (see form examples in Attachments 2 and 3). Electronic or hardcopy forms shall have a map attached that shows the location of the site.

e. At least one photograph of the target species itself and one of the general habitat where it is located shall be taken after hanging the identifying flagging. Each photograph shall be labeled with an Image ID number and the number recorded on the appropriate field form. Photos may be submitted electronically or hardcopy once every two weeks for the corresponding site forms.

Any data, photos, findings, survey results etc.…are the property of the Government. The Government will retain the rights to use this intellectual property as needed.

f. Voucher collections, if required, will be appropriately collected, and annotated according to protocols for these species. Each BPA call will describe the vouchers that need to be collected.

Depending on the individual BPA call, the Contractor may be required to submit vouchers to the Regional Inventory Coordinator Assistant.

Specific vouchering instructions are found on the “Identification Services” section of the Interagency Special Status/Sensitive Species Program (ISSSSP) web page:

https://www.fs.usda.gov/r6/issssp/inventories/?identification Voucher specimen description forms for each taxa group are also located on the website.

Resource Protection – The Contractor shall take all practical precautions while working to minimize soil damage, and damage or destruction of sensitive status plants and animals, and archeological resources. The work is limited as follows:

a. Utilize existing roads to fullest extent without creating new roads.

b. Utilize foot or ATV travel, when permitted, keeping in mind fire precaution levels, as the main mode of travel to survey areas where off road travel is necessary.

c. All roads (public and private) damaged by the Contractor shall be restored (at no cost https://www.fs.usda.gov/r6/issssp/inventories/?identification to the Government) to their condition prior to commencement of work.

REPORTS

The contractor shall provide one (1) electronic copy (Microsoft Word-compatible document on a of a Report for each fungi survey season or a Final Report for one-season botanical surveys.

Reports must include color copies of a map of the project area, designating the survey routes and element occurrences, areas of populations of known or potential target species, list of vouchers completed, including the dates, acres surveyed, and element occurrences found, and a summary of habitats found in the different units, including information on elevation ranges, topography (including relationship to watershed), soil types, plant communities, dominant trees, shrubs, and forbs, special habitats, apparent history (e.g., burned), and observations (e.g., presence of invasive plants, OHV impacts, etc.).

In addition to the written report(s), the Contractor will also provide:

a. An Excel spreadsheet summarizing target species locations by unit with 5 columns of information:

1. Genus

2. Species specific epithet

3. Species code (using the PLANTS database as a source for the code names; If the PLANTS database does not list the species, then a code will be entered that is the first 3 letters of the genus plus the first 3 letters of the species)

4. Unique identifier (collector’s numbering system discussed earlier)

5. Location coordinates as specified in BPA call (x,y coordinates)

b. An Excel spreadsheet summarizing associated species.

The specific BPA call may require additional data such as:

i. Tables and/or charts indicating target species occurrences, habitat, abundance and plant communities or plant associations.

ii. If more than 10 specimens of one species are found, summarize the habitat, substrate, site types and other relevant ecological information.

TIMEFRAMES FOR SUBMITTING DOCUMENTATION

Each unit issuing a BPA call will determine timelines for submitting documents.

Table 2. Forest Service example of potential timeframes for submitting documentation. Each BPA call will determine the timeframes.

Process Who When

NRM TESP and/or Invasives Survey Forms

(Attachments 1 and 3)

Contractor Every two weeks

Process Who When

NRM TESP Element Occurrence Forms

(Attachment 2)

Contractor Every two weeks

Voucher specimens, required forms, data and photos

(Depending on species, Attachments 4-7)

Contractor Every two weeks

Inspect documents, vouchers and electronic shapefiles/data files to ensure all information provided

Government Within 5 calendar days from receiving the documentation.

Notify Contractor of any documents that need to be redone, maps/photos that are missing, mis-identified or incomplete voucher specimen(s), or incomplete shapefile/data files

Government Within 3 calendar days after Government’s inspection.

Resubmit documents, missing or inaccurate maps/photos, incomplete voucher specimens, or electronic data files.

Contractor Within 7 calendar days of notification.

Conduct random inspections of surveyed units Government Within two weeks of receiving Survey Forms, Element Occurrence Forms, and maps and/or GPS tracks.

Notify Contractor of units requiring resurvey Government Within 3 calendar days after Government’s inspection.

Resurvey Units Contractor Within 7 calendar days of notification.

For one season surveys (vascular plants, nonvascular plants): Electronic Final Report, final batch (not already submitted) of forms, maps, photos, electronic data files, and aerial photos (if requested) for task order

Contractor Within 14 calendar days after all work completed on task order

For fungi surveys (two year surveys): After each season (i.e., spring, fall): Electronic Interim Report, forms, maps, photos, electronic data files, and aerial photographs (if requested) for task order

Contractor Within 14 calendar days after all work completed (each season) on task order.

Process Who When

Final Report Contractor No later than 30 days after field work is completed.

Invoice submitted Contractor Within 14 calendar days of Government acceptance date of document and field inspections.

Invoice processed Government Within 7 working days of invoice receipt date – per Prompt Payment Act.

PERFORMANCE REQUIREMENTS SUMMARY

Adhere to all survey protocols.

All documentation forms and maps shall be accurate and legible and completely filled out.

Monument field sites for each target species population.

Voucher specimens are properly prepared and submitted.

Field procedures adhere to contract requirements (as stated in each BPA call).

Progress updates are provided regularly (unit issuing BPA call will determine the time schedule).

Final report is complete, providing all required information (each BPA call will specify that is required).

POST-AWARD CONFERENCE

Prior to beginning work, the Contractor shall meet with the Contracting Officer (CO) and the Contracting Officer’s Representative (COR) to ensure understanding of the scope of the BPA call, the sequence of work, submission times for weekly progress reports, documentation requirements, inspection, and payment schedules. The meeting will be held at a mutually agreed upon location.

GOVERNMENT-FURNISHED PROPERTY AND SERVICES

The Government furnished property shall be determined by each BPA call. Some examples are:

a. Electronic data files and maps of the units to be surveyed.

b. Agency (e.g., Forest and/or District) transportation maps.

c. One copy of NAIP color image maps at 1:12,000 (or 1:24,000 depending on project size), and/or one color photo copy of aerial photos are also available upon request.

d. Electronic and paper copies of Word-compatible required forms, instructions and lists of target species. For some agencies, the field forms may be available for use with handheld mobile devices. If a unit has developed a form specific to their unit, then they will supply these form(s). Depending on the BPA call, the forms may include:

• USFS TESP Survey Field Form and Field Guide instructions

• USFS TESP Element Occurrence Field Form and Field Guide instructions

• BLM GeoBOB Flora/Fauna Survey Form

• BLM GeoBOB Flora Site & Observation Form

• Invasive Species Survey and Inventory Field Form

• Field tags and Voucher Collection Packets located at:

https://www.fs.usda.gov/r6/issssp/inventories/?identification

• Lists of vascular plants, non-vascular plants and/or fungi target species

e. Hard copies or internet links to the most current species survey protocols.

f. At least two colors of heavy duty flagging – one color for marking survey routes and a different color for marking locations of target plant population.

g. Electronic and/or paper copies of lists of target plants.

h. Gate keys to access federal lands as necessary. Some federal agencies require a financial deposit that will be returned when the gate key(s) are returned.

The Government makes no warranty regarding the suitability for use of the Government property specified in this contract. The Government bears no responsibility for repair or replacement of any lost, Government property. If any or all of the Government property is lost or becomes no longer usable, the Contractor shall be responsible for replacement of the property at Contractor expense. The Contractor shall have title to all replacement property and shall continue to be responsible for contract performance.

https://www.fs.usda.gov/r6/issssp/inventories/?identification

DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE

The Contracting Officer designates the Contracting Officer's Representative (COR).

The COR is responsible for administering the performance of work under this contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless formalized by proper contractual documents executed by the Contracting Officer prior to completion of the contract.

The Contracting Officer should be informed as soon as possible of any actions or inactions by the Contractor or the Government, which will change the required delivery or completion times stated in the contract, and the contract will be modified accordingly. (This does not apply to individual task assignments which were issued by the COR provided they do not affect the delivery schedule or performance period stated in the contract.)

On all matters that pertain to the contract terms the Contractor must communicate with the Contracting Officer. Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor should so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer should be notified immediately, preferably in writing if time permits. Proceeding with work without proper contractual coverage could result in nonpayment or necessitate submittal of a contract claim.

LANDSCAPE PRESERVATION

The Contractor shall give attention to the effect of contract operations upon the landscape, shall take care to maintain natural surroundings undamaged, and shall conduct the work at all times in compliance with the following requirements.

a. Prevention of Landscape Defacement: The Contractor shall not remove, deface, injure, or destroy trees, shrubs, lawns, or other natural features or any other improvements in the work area unless specifically authorized by the Government.

Unless otherwise provided herein, the Contractor shall confine contract operations to within the area designated in contract documents.

b. Protection of Streams, Lakes and Reservoirs: The Contractor shall take sufficient precautions to prevent pollution of streams, lakes, small ponds, and reservoirs with fuels, oils, bitumen, calcium chloride, silt or other harmful materials. Mechanical equipment shall not be operated in live streams without written approval of the Government.

PROTECTION OF EXISTING VEGETATION, STRUCTURES, EQUIPMENT,

UTILITIES, AND IMPROVEMENTS

(a) The Contractor shall preserve and protect all structures, equipment, and vegetation (such as trees, shrubs, and grass) on or adjacent to the work site, which are not to be removed and which do not unreasonably interfere with the work required under this contract. The Contractor shall only remove trees when specifically authorized to do so, and shall avoid damaging vegetation that will remain in place.