6_-_Collaborative_Program_PWS_1.pdf

Performance Work Statement (PWS)

Program and Science Support Services for the Middle Rio Grande Endangered Species Collaborative Program

Terms and Abbreviations Terms Abbreviations

1 Introduction

1.1 Mission

1.2 Background

1.3 Scope

2 General Requirements

2.1 Non-Personal Services

2.2 Business Relations

2.3 Contract Management

2.4 Subcontract Management

2.5 Functions of Contractor Personnel

2.5.1 Contract Management

2.5.2 Collaborative Program Coordination

2.5.3 Collaborative Program Assistance

2.5.4 Science and Adaptive Management Coordination

2.6 Location and Hours of Work

2.7 Travel

2.8 Period of Performance

3 Performance Requirements

3.1 Contract Management

3.1.1 Kick-off Meeting

3.1.2 Monthly Conference Calls

3.1.3 Monthly Budget Summary with Invoice

3.1.4 Semi-annual and Annual Contract Status Reports

3.2 Collaborative Program Support Services

3.2.1 Collaborative Program and Executive Committee Support

3.2.2 Fiscal Planning Committee Support

3.2.3 Administrative Ad Hoc Group Support

3.2.4 Annual Work Plan

3.2.5 Annual Long-Term Plan Update

3.2.6 Record-keeping and Administrative Record

3.2.7 Support Signatory Efforts

3.2.8 Distribution of Program Materials and Maintenance of Email List

3.2.9 Newsletters

3.2.10 Public Outreach Events

3.2.11 Signatory Meeting Attendance

3.2.12 Collaborative Program Annual Report

3.3 Science Support Services

3.3.1 Science Program & Science and Adaptive Management Committee Support

3.3.2 Science & Technical Ad Hoc Group Meeting Support

3.3.3 Annual Science Symposium

3.3.4 Signatory Science & Technical Workshops & Meetings

3.3.5 Brown Bag Events

3.3.6 Annotated Bibliography

3.3.7 Adaptive Management (AM) Relational Database Maintenance

3.3.8 Subject Matter Expertise & Focused Technical Support

4 Special Requirements and Considerations

4.1 Intellectual Property and Data Ownership Rights

4.2 Independent Publication by the Contractor

4.2 Government Furnished Materials

4.2.1 Government Furnished Services

4.2.2 Government Furnished Information

4.2.3 Government Furnished Facilities

4.6 Quality

5 Deliverables

5.1 Deliverable Submission Guidelines

Terms and Abbreviations The following terms and abbreviations are used throughout this PWS.

Terms Contracting Officer (CO). The person with the authority to enter into, administer, and/or terminate federal contracts and make related determinations.

Contracting Officer's Representative (COR). The person who is designated and authorized in writing by the CO to be responsible for surveillance/monitoring of the Contractor's performance.

Contractor. The term Contractor refers to both the prime Contractor and any subcontractors. The prime Contractor will ensure that subcontractors comply with the provisions of this contract.

Period of performance. This contract has a duration of 1 year after contract award, with up to four option years.

Program Area. The Collaborative Program area extends from the New Mexico/Colorado state line in the north to the Elephant Butte Reservoir in the south. See Figure 1 for a map of the project area.

Quality Assurance Surveillance Plan (QASP). An organized, written, "living document" outlining the Government's methodology for monitoring Contractor performance.

Quality Assurance. Those actions taken by the Government to ensure services and deliverables meet the acceptable quality level established by the contract between the Contractor and the Government.

Quality Control. Those actions taken by the Contractor to ensure Contractor performance meets the requirements of the contract.

Records. The term "records" includes all recorded information, regardless of form or characteristics, made or received by a federal agency under federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them.

Abbreviations AAO Albuquerque Area Office of Reclamation AM Adaptive Management AQL Acceptable Quality Level CO Contracting Officer Collaborative Program Middle Rio Grande Endangered Species Collaborative Program COR Contracting Officer's Representative DOI Department of the Interior EC Executive Committee ESA Endangered Species Act FPC Fiscal Planning Committee MRG Middle Rio Grande MRGESCP Middle Rio Grande Endangered Species Collaborative Program PST Program Support Team PWS Performance Work Statement QASP Quality Assurance Surveillance Plan SAMC Science and Adaptive Management Committee

1 Introduction The Bureau of Reclamation (Reclamation) seeks services for coordination of the Middle Rio Grande Endangered Species Collaborative Program (Collaborative Program). The Collaborative Program (https://webapps.usgs.gov/MRGESCP/) is a group of 17 Memorandum of Understanding (MOU) signatories representing federal, state, and local governments, the University of New Mexico, non-profit organizations, Pueblos, utilities, and irrigators; stakeholders representing diverse interests that collaborate to make more informed management decisions regarding endangered species and water delivery. The objective of the Program and Science Support Services contract is to facilitate achievement of the Collaborative Program’s Long Term Plan (LTP) by providing program management services, science coordination services, and technical support services. The specific work requirements are described below.

1.1 Mission

The mission of Reclamation is to manage, develop, and protect water and water related resources in an environmentally and economically sound manner in the interests of the American public. The mission of the Albuquerque Area Office (AAO) is to lead innovative and collaborative efforts as stewards of water and https://webapps.usgs.gov/MRGESCP/ related resources, in a safe, transparent, and economically sound manner, while developing our personnel as leaders and technical experts, in order to provide exceptional service to the public in a dynamic and changing environment. The Collaborative Program fits well within the Reclamation and AAO missions as its own mission is "to provide a collaborative forum to support scientific analysis and implementation of adaptive management to the benefit and recovery of the listed species pursuant to the Endangered Species Act within the Program Area, and to protect existing and future water uses while complying with applicable state, federal and tribal laws, rules, and regulations.” As Collaborative Program staff, the Contractor will work to fulfill these missions as well.

1.2 Background

A Middle Rio Grande Endangered Species Act Working Group (ESA Working Group) was formed in 2000 following conflict that arose from the federally endangered listing of the Rio Grande silvery minnow in 1994, the southwestern willow flycatcher in 1995, and drought conditions in 1996 that exacerbated already stressed conditions in the Middle Rio Grande. The ESA Working Group was established with the intent of developing the Collaborative Program, which was formally established in 2002 with the signing of an MOU.

Since then, MOU signatories have continued to collaborate on the best available science to create practicable approaches to achieve the Collaborative Program’s mission. An updated MOU is currently being drafted.

The Collaborative Program is governed by an Executive Committee (EC) of the 17 Collaborative Program participants, including the Bureau of Reclamation (Reclamation). The Collaborative Program, and this contract, are authorized by Congress through Sections 206(b) and (c) of Public Law 111–8, Omnibus Appropriations Act of 2009, which states:

“(b) The Secretary of the Interior (referred to in this section as the ‘‘Secretary’’) shall establish and maintain an Executive Committee of the Middle Rio Grande Endangered Species Collaborative Program (referred to in this section as the ‘‘Executive Committee’’) consistent with the bylaws of the Middle Rio Grande Endangered Species Collaborative Program adopted on October 2, 2006.

(c) Hereafter, in compliance with applicable Federal and State laws, the Secretary (acting through the Commissioner of Reclamation), in collaboration with the Executive Committee, may enter into any grants, contracts, cooperative agreements, interagency agreements, or other agreements that the Secretary determines to be necessary to comply with the 2003 Biological Opinion described in section 205(b) of the Energy and Water Development Appropriations Act, 2005 (Public Law 108– 447; 118 Stat. 2949) as amended by section 121(b) of the Energy and Water Development Appropriations Act, 2006 (Public Law 109–103; 119 Stat. 2256) or any related subsequent biological opinion or in furtherance of the objectives set forth in the collaborative program long-term plan.”

The Collaborative Program area follows the Rio Grande, including its tributaries, stretching from the New Mexico/Colorado border downstream to the elevation of the spillway crest of the Elephant Butte Reservoir, excluding the land reserved for the full pool of the Elephant Butte Reservoir. Four reaches are delineated within the Middle Rio Grande (MRG): Cochiti, Angostura (Albuquerque), Isleta, and San Acacia (see Figure 1).

One of the Collaborative Program’s long-term accomplishments is bringing diverse participants together to provide a variety of support to the MOU signatories for activities that benefit the MRG’s listed species. The long-term goals of the Collaborative Program are as follows:

Figure 1: Map of MRGESCP Area

• Establish and maintain a self-sustaining population of endangered Rio Grande silvery minnow (RGSM) distributed throughout the MRG.

• Maintain and protect the MRG recovery unit goals for endangered southwestern willow flycatcher

(SWFL).

• Maintain and protect suitable threatened yellow-billed cuckoo (YBCU) habitat in the MRG.

• Establish and maintain a self-sustaining endangered New Mexico meadow jumping mouse

(NMMJM) population in the MRG.

• Maintain and protect the threatened Pecos sunflower (PESU) in the MRG.

• Avoid the future listing or up-listing of species in the Collaborative Program area.

• Manage available water to meet the needs of endangered species and their habitat.

The Collaborative Program promotes recovery of the listed species through an adaptive management process that provides recommendations to the EC on activities and projects, which are then conducted by federal agencies and nonfederal entities. The Collaborative Program’s organizational structure, shown in Figure 2, includes subcommittees and technical workgroups, MOU signatory staff, contractors, and other interested participants, which accomplish Collaborative Program activities and provide guidance to the EC.

The EC has chosen to contract out program coordination, science coordination, and administrative activities.

Figure 2: MRGESCP Organizational Structure

1.3 Scope

The objective of this contract is to provide the services necessary to coordinate the Collaborative Program using the established Administrative Schedule & Tasks (Table 1) and personnel functions (section 2.5).

Table 1 comes directly from the Collaborative Program's Long-Term Plan approved by the Executive Committee in December 2020 after several years of work. The Contractor will provide all personnel, subcontractors, office space, equipment, materials, supervision, and other items and services necessary to https://webapps.usgs.gov/mrgescp/documents/MRGESCP_2020_MRGESCP-Long-Term-Plan.pdf complete the tasks defined in this PWS, except as specified in section 4.2 as government furnished materials and services. The Contractor will perform to the standards in the contract.

Table 1. Collaborative Program Annual Administrative Schedule. Highlighted time periods refer to the development of specific work products, while an “X” indicates a deadline or a review and approval point.

Because of the collaborative nature of the Program and the Contractor’s role in coordinating activities with 17 signatories, the Contractor may receive requests to complete tasks from entities other than Reclamation. Should that occur, and should the tasks appear outside the scope of this PWS or present a conflict or appearance of a conflict of interest, the Contractor will discuss the request with the COR and CO

COMMITTEE TASKS Ja n

Fe b

M ar

A pr

M ay

Ju n

Ju l

A ug

Se p

O ct

N ov

D ec

Executive Committee X X X A. Collaborative Program Evaluation X B. Develop and Approve Annual Report X C. Develop and Approve Annual Work Plan X D. Review & Approve SAMC Work Plan and Summary Report X

E. Review & Approve FPC Work Plan and Summary Report X

F. SAMC Membership Applications Due X G. Review and Approve SAMC Membership X H. Update Long-Term Plan X X X Science & Adaptive Management Committee X X X X X X X I. Develop Annual Work Plan X J. Develop Summary Report X K. Evaluate Objectives and Assign Annual Priority X

L. Hold Science Symposium (Biennial) X Fiscal Planning Committee X X X X M. Develop Annual Work Plan X N. Develop Annual Summary Report X O. Gather and Report Cost Share Contributions X

P. Update AM Database w/Signatory Activities X X X X Q. Coordinate Signatory Activity Interest/Capacity X X

R. Submit Priority Activity Placeholders to

USBR X

S. Submit Priority Activity Recommendations:

Albuquerque-Bernalillo County Water Utility X City of Albuquerque X Middle Rio Grande Conservancy District X N.M. Department of Game and Fish X N.M. Interstate Stream Commission X U.S. Army Corps of Engineers X

T. Submit Legislative Support Letters to signatory partners X

U. Submit Support Letters to Legislative Parties X X

V. Submit Annual Report to Legislative Parties X before proceeding. It will be understood that all work reimbursed under this contract is performed for Reclamation through the Reclamation COR, not directly for the EC.

Scientific integrity is vital to DOI activities under which scientific research, data, summaries, syntheses, interpretations, presentations, and/or publications are developed and used. All work performed will comply with the DOI Scientific Integrity Policy posted to https://www.doi.gov/scientificintegrity, and Reclamation's Scientific Integrity Policy posted to https://www.usbr.gov/recman/cmp/cmp-p13.pdf.

2 General Requirements This section describes the general requirements for this effort. The following sub-sections provide details of various considerations on this effort.

2.1 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances will the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It will be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it will be the Contractor's responsibility to notify the CO immediately.

2.2 Business Relations

The Contractor will successfully integrate and coordinate all activity needed to execute the requirements of this work statement. The Contractor will manage the timeliness, completeness, and quality of problem identification. The Contractor will provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors. The Contractor will seek to ensure customer satisfaction and professional and ethical behavior of all Contractor personnel.

2.3 Contract Management

The Contractor will establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor will maintain continuity between the support operations at the project area and the Contractor's corporate offices.

The Contractor will establish processes and assign appropriate resources to effectively administer the requirements of the work statement. The Contractor will respond to Government requests for contractual actions in a timely fashion. The Contractor will assign work effort and maintain proper and accurate timekeeping records of personnel assigned to work on the project.

The Contractor will provide personnel management and support as required. The Contractor will maintain the currency of their employees by providing initial and refresher training as required to meet the work statement requirements. The Contractor will make any necessary travel arrangements for employees. The Contractor will provide necessary infrastructure to support contract tasks. The Contractor will provide administrative support to employees in a timely fashion (e.g., timekeeping, leave processing, pay, emergency needs).

https://www.usbr.gov/recman/cmp/cmp-p13.pdf

2.4 Subcontract Management

The prime Contractor will be responsible for any subcontract management necessary to integrate work performed on this work statement and will be responsible and accountable for subcontractor performance.

The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest considerations. The prime Contractor may add subcontractors to their team after notification to the CO and COR.

2.5 Functions of Contractor Personnel

The Contractor will provide members of the Program Support Team (PST) who are experienced and trained in appropriate professions and have the knowledge, skills, experience, and training required to complete the tasks outlined in this PWS. Resumes of PST members will be submitted with Contractor’s proposal.

Before replacing any PST members under this contract, the Contractor will consult with the COR, then seek written approval from the CO.

The Contractor will not employ any person working on this contract if such employee is considered by the CO to be a potential threat to the health, safety, security, general well-being, or operational mission of Reclamation and its employees. The Contractor will not employ any person who is an employee of the U.S.

government, if employing that person would create a conflict of interest or the impression of it.

The PST will provide the following functions:

2.5.1 Contract Management

The Contractor will provide a contract point of contact (POC) responsible for the performance of the work.

The name of this person, and an alternate or alternates, will be designated in writing to the CO. The contract POC or alternate will have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. The contract POC or alternate will be available during normal business hours. The contract POC and the alternate will have a minimum of five years of demonstrated contract management experience.

2.5.2 Collaborative Program Coordination

The Contractor will provide a Program Coordinator to act as the hub for the Collaborative Program. The Program Coordinator oversees all operations of the Collaborative Program and ensures that all activities and committees are working toward the long-term goals outlined in the Long-term Plan. The Program Coordinator also acts as the primary liaison between Reclamation's COR and the Contractor’s Program Support Team. The Program Coordinator will have a minimum of five years’ experience serving as a Program Coordinator, Manager, Executive Director, or other comparable position for an adaptive-management-driven program or other program(s) of similar size, complexity, and mission, and demonstrate how the program(s) made progress toward their goals under their direction.

2.5.3 Collaborative Program Assistance

The Contractor will provide personnel to assist the PST with whatever tasks the Program Coordinator deems necessary. Personnel qualified for this position should demonstrate the ability to take direction and efficiently complete numerous administrative tasks, such as scheduling meetings, taking notes, distributing meeting materials via email, and updating the website. This position requires a working knowledge of standard office software. Website experience is recommended.

2.5.4 Science and Adaptive Management Coordination

Science and Adaptive Management Coordination requires the Contractor to appoint an individual with expertise and experience implementing science-based adaptive management programs. The Science and Adaptive Management Coordinator acts as the main point of contact for science support services, works to implement the Science and Adaptive Management Plan, and oversees the Science and Adaptive Management Committee (SAMC) to address critical scientific uncertainties. Candidates for the Science and Adaptive Management Coordinator should review both the Long-Term Plan and the Science and Adaptive Management Plan available on the Collaborative Program website. Personnel qualified for this position must possess a PhD in ecology, biology, zoology, fisheries, environmental science, or other relevant field, and demonstrate a minimum of 5-years' prior experience successfully implementing an adaptive management program.

2.6 Location and Hours of Work

The geographic extent of the Collaborative Program is provided in section 1.2. Most work is expected to be performed at the Contractor's office or at meeting locations rotated between Collaborative Program Signatories who have sufficient conference room space. Most work activities will occur during normal business hours; however, evening and weekend meetings or events will occasionally need to be attended.

2.7 Travel

Travel to other stakeholder facilities or other Contractor facilities may be required. All travel requirements (including plans, agenda, itinerary, and dates) must be pre-approved by Reclamation, and is on a strictly cost-reimbursable basis. Costs for travel will be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs. Most work activities will be in Albuquerque and nearby, not requiring overnight travel.

2.8 Period of Performance

The period of performance is from the date of award through one year from date of award with four one-year option periods. The exercise of each option year will take into consideration recommendation(s) from the COR and EC, with the approval of the CO.

3 Performance Requirements It is important that the transition from the existing contract to this new contract does not disrupt or delay the operations and activities of the Collaborative Program. To help with this transition, Reclamation anticipates at least a 3-month overlap with the current contractor. The Contractor will provide a staffing plan as part of their proposal to describe their preparedness to begin work when the notice to proceed is issued by the CO and how they will ensure a smooth transition between contractors.

Contract management, Program, and Science Support services specifically include the tasks enumerated below. The Contractor is encouraged to seek clarification on any seemingly ambiguous or implied tasks before contract award.

The Contractor will avoid conflicts of interest and ensure compliance with applicable regulations and policies. Reclamation, or another Collaborative Program Signatory, will retain responsibility to manage and administer all contracts (or parts of contracts) with which the Contractor cannot assist.

https://webapps.usgs.gov/mrgescp/documents/MRGESCP_2020_MRGESCP-Long-Term-Plan.pdf https://webapps.usgs.gov/mrgescp/documents/MRGESCP_2020_SAM-Plan.pdf

The following sections specify the Performance Objectives and Standards for the contract.

3.1 Contract Management

The tasks associated with contract management pertain to successful implementation of the contract, from initiation to closure.

3.1.1 Kick-off Meeting

The Contractor will organize, attend, and document a kick-off meeting within 2 weeks following contract award. At a minimum, individuals performing program coordination, science and adaptive management coordination, and contract management will attend. The meeting may be held virtually, or, if deemed safe, the Contractor may provide a meeting facility in or near the project area (or it may be held at AAO). The Contractor will prepare an agenda in coordination with the COR and current Program Support Team, have appropriate staff attend, and provide meeting minutes. The purpose of the meeting is to ensure a common understanding of the work to be performed under this PWS and to agree on work plans, methods, and schedule for all work activities and deliverables. A plan to hand-off the Collaborative Program from one contractor to the next will be developed at the kickoff meeting.

No later than one week following the kick-off meeting, the Contractor will submit to Reclamation a Draft Schedule of contract and program deliverables, including proposed due dates for all PWS deliverables.

Reclamation will approve, or request modification of, the Draft Schedule within 2 weeks of receiving it, and Contractor will incorporate Reclamation's feedback and submit the Final Schedule within 2 weeks of receiving feedback from Reclamation.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Kick-off meeting agenda & minutes

b. Draft Schedule of Contract and Program Deliverables

c. Final Schedule of Contract and Program Deliverables

a. Documents are submitted within stated timeframes. AQL: 90%

b. Documents address all required topics. AQL:

100%

3.1.2 Monthly Conference Calls

The Contractor will organize, attend, and document monthly conference calls. The purpose of the conference calls is to ensure coordination of work activities with Reclamation and to answer any questions that may arise. Participants in the calls should include, at a minimum, the COR and Contractor's key personnel. Each call will have minutes prepared and delivered to the COR within 3 business days of the call.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Monthly conference call agenda and minutes a. Meeting minutes are complete and accurate. AQL:

95%

b. Meeting minutes are submitted within stated timeframes. AQL: 95%

3.1.3 Monthly Budget Summary with Invoice

The Contractor will submit a budget summary with their monthly invoice. Each year the contractor will prepare a spreadsheet that tracks monthly labor hours, monthly invoice amount, and percent of annual funds remaining. This helps the Contractor and COR understand how much time is being charged, how much money is being spent, and how much funding remains.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Monthly budget summaries a. Budget summaries are complete and accurate.

AQL: 95%

b. Budget summaries are submitted with the contractor’s monthly invoice. AQL: 95%

3.1.4 Semi-annual and Annual Contract Status Reports

The Contractor will prepare and submit to the COR a draft and final semi-annual contract progress report that covers all activities completed during the prior 6 months, all activities planned to be completed within the six (6) months following the report date, schedule, and identify any outstanding issues.

The Contractor will prepare and submit to the COR a draft and final annual contract progress report that covers all activities completed during the prior 12 months, identify outstanding issues, and provide commentary on resolved issues.

The draft reports will be submitted for review electronically within 30 days of the 6-month mark and end of the contract year. All files will be submitted in their original format (Word, Excel, etc.). Final files will also be submitted in pdf format.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Draft & Final Semi-annual Contract Status Report

b. Draft & Final Annual Contract Status Report

a. Complete and accurate information. AQL: 100%

b. Relevant information. AQL: 100%

c. Reports are submitted within stated timeframes.

AQL: 95%

3.2 Collaborative Program Support Services

The tasks associated with Collaborative Program Support pertain to working with Program committees and signatories and providing the support necessary to achieve the long-term goals of the Collaborative Program.

3.2.1 Executive Committee Support

The Contractor will provide planning, communication, and logistical support for a minimum of 3 Executive Committee (EC) meetings annually. Additional meetings will likely be required at the direction of the EC.

Support for EC meetings includes follow up and work product development, as requested by the EC, and as outlined in Administrative Schedule (Table 1). This task includes:

• planning, communication, and logistical support prior to the meeting;

• distributing agendas and read-aheads 1 week prior to the meeting via electronic calendar appointments with links to where information is posted on the website;

• providing adequate public notice for all meetings open to the public;

• accommodating public attendance and opportunity for comment (at open meetings);

• facilitating questions and comments during meetings;

• meeting minutes;

• uploading material to the Collaborative Program website and providing links to all material and presentations given at EC meetings within three (3) days after the meeting.

a. Meeting material posted on Collaborative Program website

b. Calendar appointments sent to EC meeting attendees with link to posted meeting material (agenda and read-aheads)

a. All EC Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointments sent to EC attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 95%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL:

95%

d. Meeting materials are made available via the website within stated timeframes. AQL: 95%

3.2.2 Fiscal Planning Committee Support

The Contractor will provide planning, communication, and logistical support for quarterly Fiscal Planning Committee (FPC) Meetings. Additional support includes follow up and work product development for the committee as requested by the FPC and EC, and as outlined in Administrative Schedule (Table 1). This task includes:

• planning, communication, and logistical support prior to the meeting;

• drafting and distributing agendas and read-aheads 1 week prior to the meeting via electronic calendar appointments with links to where information is posted on the website;

• meeting minutes;

• uploading material to Collaborative Program website and providing links to all material and presentations given at EC meetings within three (3) days.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Meeting material drafted and posted on

Collaborative Program website

b. Calendar appointments sent to FPC meeting attendees with link to posted meeting material (agenda and read-aheads)

b. All FPC Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointment sent to FPC attendees within three days of the date the meeting is set. AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL:

95%

e. Meeting materials are made available via the website within stated timeframes. AQL: 95%

3.2.3 Administrative Ad Hoc Group Support

The EC charges Administrative Ad Hoc groups with carrying out tasks related to Collaborative Program administration (e.g., By-laws updates, process building, and drafting documents). The Contractor will coordinate meetings and facilitate completion of tasks assigned to the Administrative Ad Hoc Groups. This task includes:

• planning, communication and logistical support prior to the meeting;

• distributing agendas and read-aheads 1 week prior to the meeting via electronic calendar appointments with links to where information is posted on the website;

• meeting notes;

• uploading material to Collaborative Program website and providing links to all material and presentations given at EC meetings within three (3) days.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Meeting material posted on Collaborative Program website

b. Calendar appointments sent to Ad Hoc Group meeting attendees with link to posted meeting material (agenda and read-aheads)

c. All Ad Hoc Meeting materials (agenda, minutes, read-aheads, presentations, etc.) posted on website

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set.

AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL:

95%

e. Meeting materials are made available via the website within stated timeframes. AQL: 95%

3.2.4 Annual Work Plan

The Contractor will prepare an Annual Work Plan for the upcoming year based on recommendations from the Science and Adaptive Management Committee.

The Collaborative Program develops an annual work plan as a tool to assign, manage, and track work products aimed at achieving long-term goals. This tool allows the EC to assign work to committees, ad hoc groups, or signatory members, and monitor Collaborative Program initiatives.

In coordination with the EC, FPC, and Science and Adaptive Management Committee (SAMC), the Contractor will draft and present the annual work plan as shown in the administrative schedule (Table 1).

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Draft Work Plan

b. Final Work Plan

a. Plan is complete with accurate and relevant information. AQL: 100%

b. Plan is submitted within stated timeframes. AQL:

95%

3.2.5 Annual Long-Term Plan Update

The Collaborative Program uses the Long-term Plan as a guidance and planning tool, and to track the completion of activities that inform adaptive management in the Middle Rio Grande (MRG). Regular updates to the Long-term Plan are necessary to maintain consistency with other Collaborative Program efforts, including the Science & Adaptive Management Plan and Adaptive Management Relational Database. In coordination with the Science and Adaptive Management Committee (SAMC) and EC, the Contractor will provide an updated Project Bank, as well as track Collaborative Program activities, and maintain the relevance of the Long-term Plan.

The Contractor will draft and present the annual updates to the Long-Term Plan as shown in the administrative schedule (Table 1, line H and Long-Term Plan).

a. Draft updated Long-term Plan

b. Final updated Long-term Plan

a. Plan is complete with accurate and relevant information. AQL: 100%

b. Plan is submitted within stated timeframes. AQL:

95%

3.2.6 Record-keeping and Administrative Record

The Contractor will keep records documenting all Collaborative Program activities in an organized and orderly manner for compilation into an official administrative record on an annual basis. The Contractor will maintain an administrative record of Collaborative Program information per industry standards and in accordance with the Department of Interior’s Standardized Guidance on Compiling a Decision File and an Administrative Record and the Deputy Secretary's memorandum on Compiling Contemporaneous Decision Files.

The Collaborative Program's administrative records, including final and approved meeting agendas, read ahead materials, presentations, minutes, and various planning documents are maintained on the Collaborative Program’s website, hosted by the U.S. Geological Society. The Contractor will keep the Collaborative Program’s website up-to-date.

The Contractor will ensure the complete annual Administrative Record is uploaded to the Collaborative Program’s website and Reclamation is sent notification and a link to the information within 10 business days of the end of the annual contract.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Electronic Administrative Record provided annually

a. Record is complete with accurate and relevant information. AQL: 100%

b. Record is submitted within stated timeframes. AQL:

95%

3.2.7 Support Signatory Efforts

The Contractor will assist with meeting scheduling for the Minnow Action Team (MAT) meetings. The Contractor will also coordinate volunteers for signatory events and data collection initiatives (e.g., fish identification workshop, egg collection, fish surveys) related to Collaborative Program efforts.

• Schedule up to 9 MAT meetings per year

• Coordinate up to 3 volunteer events per year

Deliverables Standards & Acceptable Quality Levels (AQL)

a. MAT meeting schedule posted on website

b. Calendar appointments sent to MAT meeting attendees with material provided by the MAT

c. Facilitate volunteer efforts through coordination

a. Meeting schedule posted on website within one week of being set. AQL: 100%

b. Electronic calendar appointments sent to attendees within three days of the date the meeting is set.

AQL: 100%

c. Record is submitted within stated timeframes. AQL:

95% https://www.fws.gov/midwest/endangered/permits/hcp/pdf/DecFileAdminRecordGuidance.pdf https://www.fws.gov/midwest/endangered/permits/hcp/pdf/DecFileAdminRecordGuidance.pdf https://www.usbr.gov/recman/temporary_releases/envtrmr-121-AppE.pdf https://www.usbr.gov/recman/temporary_releases/envtrmr-121-AppE.pdf

3.2.8 Distribution of Program Materials and Maintenance of Email List The Contractor will maintain an up-to-date database of contact information for Collaborative Program signatories, committee members, and other interested parties who will receive updates and information on Collaborative Program activities and events.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Database of contacts a. Database is updated regularly. AQL: 90%

b. Database is effective at contacting the correct people, as evidenced by attendance and responses.

AQL: 90%

3.2.9 Newsletters

The Contractor will produce an electronic newsletter every other month to inform signatories, MRG stakeholders, and members of the public of Collaborative Program and signatory updates and events. The newsletter allows for shorter EC meetings as fewer updates are needed, facilitates sharing of information, and gives Collaborative Program members the chance to widely announce events and other information relevant to the MRG.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Six electronic newsletters a. Newsletters are relevant and professional. AQL:

95%

b. Newsletters are distributed approximately every other month. AQL: 95%

3.2.10 Public Outreach Events

The Contractor will represent the Collaborative Program at appropriate public outreach events as needed, approximately quarterly. Tasks include determining which events require Collaborative Program representation, working with signatories to gather material, coordinating with the event, and staffing the event.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Materials, coordination, and staffing for approximately 4 outreach events

a. Up-to-date informational materials about the

Program are provided. AQL: 100%

b. Staff members that attend outreach events are informed about the Program and engage positively with the public. AQL: 100%

3.2.11 Signatory Meeting Attendance

The Contractor will attend meetings related to Collaborative Program topics and initiatives to stay apprised of signatory efforts that relate to the long-term goals of the Collaborative Program. Information learned at these meetings will be synthesized for Collaborative Program committees and ad hoc groups that could benefit from the information. The Contractor may attend signatory planning meetings, signatory contract presentations, state meetings, signatory board meetings, or other meetings related to Collaborative Program efforts.

Documentation is provided as a read-ahead or provided at appropriate committee meetings.

a. Documentation for up to 10 meetings annually relating how efforts by individual signatories are related to or affect Collaborative Program activities

a. Documentation is relevant. AQL: 95%

b. Information from meetings is shared with appropriate groups. AQL: 95%

3.2.12 Collaborative Program Annual Report

The annual report is used to inform non-signatory stakeholders, including legislative representatives and the public of Collaborative Program activities as a science-based program that supports and informs management related to MRG listed species. The report focuses on Collaborative Program activities and highlights accomplishments. The Contractor will coordinate activity write-ups, edit and author content, and finalize the draft for Collaborative Program review and EC approval.

The Contractor will draft and provide the electronic annual report as shown in the administrative schedule (Table 1, line B).

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Draft Collaborative Program Annual Report

(Word Document)

b. Final Collaborative Program Annual Report (PDF

Document)

a. Report contains accurate, relevant, and complete information. AQL: 95%

b. Report is timely according to the administrative schedule. AQL: 90%

3.3 Science Support Services

The tasks associated with Science Support pertain to working with the Science and Adaptive Management Committee (SAMC), ad hoc Technical Workgroups, maintaining and facilitating use of the Adaptive Management Relational Database (AM Database), and providing the support necessary to achieve the long-term goals of the Collaborative Program.

3.3.1 Science Program & Science and Adaptive Management Committee Support The Contractor will work to align Collaborative Program activities with guiding principles under the Science & Adaptive Management Plan, lead the SAMC and other scientific and technical groups to produce evidence-based management alternatives; provide input to contracting agencies on technical support provided to the Collaborative Program by other contractors; communicate and coordinate with subject matter experts for Collaborative Program initiatives; coordinate SAMC efforts with the Program Coordinator, the EC, and the FPC; coordinate the annual SAMC membership application process; and provide general oversight of the Collaborative Program science program.

The Contractor will provide meeting support for SAMC meetings, including planning and communication tasks, logistics, and other support. Tasks typically include follow up and work product development, such as Science & Technical (S&T) Ad Hoc Group charges and briefing documents, as requested by the SAMC, and as outlined in Administrative Schedule (Table 1).

The Contractor will draft and deliver an agenda for each Adaptive Management Committee, and other workgroup meetings at least 5 calendar days before the applicable meeting.

Approximately 7 meetings per year can be assumed.

a. Meeting agendas

b. SAMC meeting materials posted on website

c. Calendar appointments for SAMC meetings with website link to meeting material (agenda, read-aheads, etc.)

d. Meeting minutes and presentations posted on the website within 3 days

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set.

AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL:

95%

e. Meeting materials are made available via the website within stated timeframes. AQL: 95%

3.3.2 Science & Technical Ad Hoc Group Meeting Support

The SAMC charges S&T Ad Hoc groups with carrying out tasks related to implementation of the Collaborative Program’s science program under the Science & Adaptive Management Plan and Long-Term Plan.

Administrative Support

The Contractor will coordinate administrative support meetings including logistics and correspondence with group leads and members, and complete follow up communications to coordinate for SAMC meeting presentations. Approximately 24 meetings per year may be assumed.

Scientific & Technical Support

The Contractor will facilitate and attend S&T Ad Hoc Group meetings, draft work products, and follow up on work requests, including subject matter expertise coordination and gathering participant input between meetings on draft work products. The Contractor will ensure sound scientific principles are followed, information under evaluation for assimilation into EC decision making is appropriate, and work is completed in accordance with the specified scopes, deliverables, schedules, and budgets.

Approximately 24 meetings per year can be assumed.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Meeting agendas

b. S&T Administrative and Technical meeting materials posted on website

c. Calendar appointments for S&T Administrative and Technical meetings with website link to meeting material (agenda, read-aheads, etc.)

d. Meeting minutes and presentations posted on the website within 3 days

a. Electronic calendar appointment sent to attendees within three days of the date the meeting is set.

AQL: 100%

b. All meeting materials are provided at least one week prior to the meeting via a link to the Collaborative Program website. AQL: 100%

c. Meeting agendas and additional materials are complete and accurate: AQL: 100%

d. Meeting minutes are complete and accurate. AQL:

95%

e. Meeting materials are made available via the website within stated timeframes. AQL: 95%

3.3.3 Annual Science Symposium

The Collaborative Program holds an annual 2-day Science Symposium (3 virtual half-days in 2020) for approximately 80 to 200 people to foster sharing of scientific information related to MRG endangered species and their habitat. The Contractor will plan the event, arrange facilities, solicit abstracts, work with a small group of signatories to plan the agenda and review abstracts, arrange presenters, and coordinate the event logistics. Contractor will promote the symposium using the Collaborative Program's listserv, arrange for registration through the website, and post the symposium abstracts and agenda on the website at least 2 weeks prior to the symposium. At the end of the symposium, Contractor will collect evaluations from participants. After the symposium, Contractor will add slides and recorded presentations to the website within 2 weeks after the symposium.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Abstracts and symposium agenda

b. 2-day Science Symposium promoted through listserv, newsletter, website, and mentioned at appropriate meetings

c. Recorded presentations

d. Slides, and recorded presentations posted on website

e. Event evaluations with summary of what worked well and what needs improvement

a. Symposium agenda and abstracts posted to website at least 2 weeks prior to the event. AQL: 100%

b. Promotional emails sent to potential attendees at least 8 weeks prior to the event. AQL: 100%

c. Symposium agenda and additional materials are complete and accurate: AQL: 100%

d. Slides and recorded presentations are made available via the website within stated timeframes.

AQL: 95%

e. Evaluations from symposium participants are satisfactory or better. AQL: 90%

3.3.4 Signatory Science & Technical Workshops & Meetings

The Contractor will attend scientific and technical meetings, workshops, and events related to Collaborative Program topics and initiatives to remain aware of external and signatory efforts and scientific information.

Information learned at these meetings will be synthesized to inform Collaborative Program committee and ad hoc group meetings, update decision-support tools, and reprioritize objectives and scientific hypotheses as needed. Attendance may include meetings for signatory efforts as relates to the science and management of species.

Documentation is provided as a read-ahead or provided at appropriate committee meetings.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Documentation for up to 10 meetings annually relating how efforts by individual signatories are related to or affect Collaborative Program activities

a. Documentation is relevant. AQL: 95%

b. Information from meetings is shared with appropriate groups. AQL: 95%

3.3.5 Brown Bag Events

As part of its mission, the Collaborative Program is a collaborative science forum. Hosting regular “brown bag” seminars allows Collaborative Program members and other MRG stakeholders to learn about ongoing or recently-completed scientific studies and relevant findings that affect the MRG, and to discuss opportunities for collaboration and coordination. Additionally, signatories are able to use the event as a venue for their contractors to present contract deliverables to the Collaborative Program and others. The Contractor will plan and coordinate these events approximately monthly. The Contractor will promote the events to appropriate groups with emails and calendar invites at least two weeks prior to the events and will post meeting presentations to the Collaborative Program website within 3 days after each event.

Deliverables Standards & Acceptable Quality Levels (AQL)

a. Brown bag meeting materials posted on website

(agenda, read-aheads, etc.)

b. 10-12 calendar appointments for brown bag meetings with website link to meeting materials

c. Meeting presentations posted on the website within 3 days after event

a. Brown bag meetings are relevant to the Collaborative Program. AQL: 95%

b. Presentations are promoted and posted to website within stated timeframes. AQL: 95%

3.3.6 Annotated Bibliography

The Contractor will develop an annual bibliography of literature published in the previous calendar year related to the MRG and its listed species. This bibliography helps Collaborative Program signatory scientists and technical experts keep abreast of the latest scientific information, is used to track new…