Statement_of_Work.pdf

PROJECT: Database Management System

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Statement of Work General Conformity and Emissions Database Management System

1. Background

The BLM is required to comply with General Conformity regulations in 40 CFR 93 Subpart B and the State of Wyoming Conformity requirements contained in Chapter 8, Section 3 of the Wyoming Air Quality Standards and Regulations for any federal actions undertaken within a designated nonattainment area. The EPA officially designated the Upper Green River Basin (UGRB) an ozone nonattainment area on April 30, 2012 with a marginal nonattainment classification. This area covers lands within BLM’s Pinedale Field Office and portions of the Rock Springs and Kemmerer Field Offices. The BLM must conduct a conformity analysis for any proposed federal action located within the UGRB nonattainment area that has the potential to generate emissions of nitrogen oxides (NOx) or volatile organic compounds (VOCs) to determine if emissions from the proposed action exceed the de minimis threshold of 100 tons/year of NOx or VOCs. The BLM has been conducting general conformity analyses on proposed projects and actions within nonattainment area since August of 2014.

In addition to conducting general conformity analyses for projects with the nonattainment area, the BLM requires oil and gas operators within the Continental Divide – Creston (CD-C) oil and gas field to submit annual emissions data. The CD-C project is a large oil and gas development project located adjacent to the nonattainment area. The purpose of the annual submittal is for BLM to track actual emissions against what was analyzed in the project proposal and to provide data to help with planning and strategies to improve air quality within the nonattainment area and maintain air quality within the project area.

2. Scope

The BLM is in need of technical assistance in developing a database management system (DMS) for its general conformity analyses and annual emissions data submittals. The system would provide a single location for BLM to store and use emissions data from general conformity analyses and annual submittals as well as provide a system for tracking compliance and trends over time. In addition, BLM staff would use the DMS to respond to public inquiries and comments on air resource management within the UGRB nonattainment area and the CD-C development area. The primary users of the DMS would be:

a. BLM staff in the field offices who would primarily enter and download data,

b. BLM technical specialists in the state office who would enter, download, access and query data, as well as generate reports,

c. Project proponents and/or permittees who would enter data.

The Scope of this project includes two tasks to begin the conceptual design of the DMS and includes three optional tasks to complete the development of the DMS after a conceptual model is developed.

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3. Tasks

Due to budget constraints and the complexity of the regulatory framework and user needs encompassing the design of the DMS, the BLM is segregating this project into a conceptual design phase and a construction phase. The conceptual design phase is described in Task 1 and Task 2. At this time, the BLM is including optional tasks for the construction phase as described in Tasks 3, 4, and 5. The BLM may or may not implement the three optional tasks.

3.1. Task 1 - Develop a Database Management System Conceptual Model

3.1.1. The contractor will work closely with BLM staff to develop a conceptual model for the desired Database Management System. The result should be a wireframe model (or similar schema) that includes input from BLM staff in the three field offices and the state office. The model will address the needs for the DMS as expressed by staff to streamline processing of general conformity analyses, provide for ease and consistency in submitting annual emissions data, and maintaining a robust documentation system for compliance with General Conformity rules and Records of Decisions.

3.2. Task 2 - Conduct Project Planning Team Meetings and Reporting

3.2.1. The contractor shall conduct a minimum of two team meetings with appropriate

BLM staff before development of the DMS to develop a wireframe model (or similar schema) to clarify the needs of the database users. These meetings will be located in one of BLM”s Wyoming offices and are anticipated to be 2 to 4 hours in length. BLM Project Manager will assist with the logistics and staffing for these meetings.

3.2.2. The contractor shall conduct monthly progress meetings with BLM Project Manager. It is anticipated that these meetings will be virtual and one to two hours in length.

3.2.3. The contractor shall provide Monthly Progress Reports (see Table 1 for details).

The format for submitting monthly invoices is provided in Table 2.

3.3. OPTIONAL Task 3 - Develop a Database Management System

3.3.1. The contractor will develop a database management system to be used on BLM staff computers and compatible with existing BLM technology for the purpose of compiling, storing, and accessing data used in general conformity analyses and emissions tracking. The specific uses for and requirements of the DMS include:

a. Accept and store data submitted to BLM from project proponents and permittees. This includes primarily Excel spreadsheet based air emissions data.

b. Associate submitted emissions data with BLM permit numbers, BLM well and pad numbers, API well numbers, Operator well and pad numbers and other BLM activity associations,

c. Accept, store, and associate word processing documents such as letters, permits, and similar documents in Word and/or .pdf format, P a g e | 3

d. Accept, store, and associate maps, schematics, photos, or similar documents in .pdf format,

e. Conduct queries by analysis type, permit type, activity type, emissions, location, date, and other queries as identified in project planning meetings,

f. Generate reports such as emissions trends over time or other as identified in project planning meetings,

3.4. OPTIONAL Task 4 - Provide DMS Training for DMS users

3.4.1. The contractor shall develop training modules on how to use the DMS for BLM staff and other users. The contractor shall develop a training module geared towards BLM staff who only need to enter and/or download data from the DMS. The contractor shall develop a training module geared towards project proponents and permittees who need to upload data. The contractor shall develop a training module for BLM technical specialists who need to access data to develop queries and reports. The modules should be computer based, self-paced, and accessible when using the DMS.

3.5. OPTIONAL Task 5 – Develop a DMS User Manual

3.5.1. The contractor shall develop a written user manual for the DMS that includes details on how to use the system, how to change or modify the system if applicable, how to troubleshoot issues, and basic system configuration.

3.6. OPTIONAL Task 6 – Incorporate Additional Nonattainment Areas into the DMS

3.6.1. The contractor shall modify the DMS to include the capacity to compile, store, and access data used in general conformity analyses and emissions tracking for BLM actions within additional nonattainment areas (and associated pollutants) such as the Uintah Basin ozone nonattainment area in Utah.

4. Deliverables:

Task 1 – A written report that includes the outcome of meetings with BLM staff, identification of needs and uses for the DMS, and the wireframe model (or similar schema).

Task 2 – Two facilitated in-person meetings with BLM staff. Monthly conference call or webinar meetings with BLM Project Manager. Monthly written progress reports.

OPTIONAL Task 3 – An interactive Database Management System that addresses the objectives described under Section 2, Scope and the needs and uses identified under Section 3, Tasks 1 and 2.

OPTIONAL Task 4 – Computer based training modules.

OPTIONAL Task 5 – Written user manual for the DMS in Word and/or Portable Document Format (.pdf) format.

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OPTIONAL Task 6 – Build capacity in the DMS to incorporate additional nonattainment areas.

5. Acceptance of Work:

5.1. All work shall be subject to acceptance by the COTR.

5.2. Acceptance criteria are based upon elements that include accuracy, clarity, format, and timeliness.

5.3. The BLM may require re-performance of nonconforming services at no additional cost.

6. Reporting and Invoicing:

6.1. Monthly Progress Reports shall briefly detail work accomplished, identify issues and propose resolutions to the issues. See Table 1 for a suggested reporting format.

6.2. Invoices shall contain an accurate up-to-date account of all work conducted during the billing period. Invoices should be current and reflect work performed since the last invoice. Invoices shall display the remaining funds in the contract task and clearly indicate the billing period (period of performance).

6.3. Documentation information to be contained in the invoice is provided in Table 2.

Invoices shall be accompanied by the most recent Monthly Progress Report.

6.4. Invoices without proper supporting documentation as described above will be returned to the contractor for corrections and resubmittal.

7. Contractor Performance Measures:

7.1. Progress against an established schedule and budget.

7.2. Contractor’s response to and management of problems, identification of key issues, and resolution of issues.

7.3. Overall quality of work and customer satisfaction.

8. Location of Work:

8.1. Primarily at the contractor’s location. Two scheduled meetings at a BLM-Wyoming

Field Office or State Office.

8.2. Monthly meetings at the contractor’s location or virtual.

9. Period of Performance:

9.1. One year from contract award (base year) with four optional years.

10. Proposal Page Limitation:

10.1. The combined technical and cost proposal shall not exceed ten (10) pages using

12-font type. A two-sided page with text counts as two pages and single-sided page with text as one page.

10.2. The proposal shall include a cost proposal clearly itemized by task.

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11. Importance of Cost Compared to Technical Merit of Proposal:

Relevant Experience and technical approach is more important than cost.

12. Evaluation Criteria:

12.1. Relevant Experience - The successful bidder will provide demonstrated expertise in developing and maintaining database management systems particularly with regard to air quality data. The successful bidder will provide demonstrated experience in compiling air emissions inventories and estimates for a broad range of activities including but not limited to oil and gas development, mobile sources, mineral development, and construction activities. In addition the successful bidder shall demonstrate a thorough working knowledge of the General Conformity requirements contained in 40 CFR 93 Subpart B and the State of Wyoming Conformity requirements contained in Chapter 8, Section 3 of the Wyoming Air Quality Standards and Regulations and possess the technical competency and knowledge to interpret and analyze activities with respect to those regulations. In addition, the successful bidder shall clearly identify an understanding of the project and provide a general description of the technical approach for addressing the statement of work (tasks) (60%)

12.2. Performance - Past performance on Federal contracts. (10 %)

12.3. Project Team - Qualifications of key personnel who would be assigned to perform or oversee the work. (25%)

12.4. Cost – Present a cost proposal by task and clearly identify how the cost per task was derived. Include the number of labor hours for each of the tasks and the hourly labor cost [fully burdened rate]). In addition, clearly list any assumptions. (5%)

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Table 1 – Suggested Monthly Progress Report Format

1. Period of Report (provide period of performance).

2. Person Preparing the Report (Name, Phone #, and e-mail address).

3. Date Report Prepared.

4. Accomplishments.

5. Completed Subtasks this Reporting Period Plus Cumulative Listing of Completed Subtasks.

6. Issues Identified.

7. Proposed Resolution to the Issues.

8. Upcoming (Near –Term) Subtasks to Complete.

9. General Comments (if applicable).

Table 2 – Documentation to be Clearly Provided with Submitted Invoices

1. BLM Contract/Task Number.

2. Contractor Invoice Number.

3. Invoice Date.

4. Invoice Period of Performance.

5. Total Amount of the Invoice.

6. Itemization of Expenses for Tasks and Deliverables:

A. Hours Charged per Labor Category x Hourly Rate (fully burdened rate).

B. Other Direct Costs (e.g., Reproduction Costs, Supplies, Mailing, and Printing, etc.).

7. Amount and Percentage of Funds Expended upon Payment of Invoice.