A04 0040535544 SOW IR2 EA AHS.pdf

STATEMENT OF WORK

Environmental Management Program Audits and Support

PROJECT MANAGER: TBD

ENVIRONMENTAL PROTECTION SPECIALIST

NATIONAL PARK SERVICE, INTERIOR REGION 2, SOUTH ATLANTIC - GULF

Scope:

The Contractor shall perform the work of this requirement for the National Park Service (NPS) Interior Region 2 South Atlantic - Gulf (IR2) Environmental Management Branch (EMB).

Confidentiality: The Contractor acknowledges and agrees that it shall obtain no ownership of or other rights in any materials or information provided by the NPS and the NPS shall own all rights in any information or materials that are derivative thereof. The Contractor further acknowledges and agrees that all materials prepared or provided in connection with the Agreement and all rights therein (“Work Product”) shall be owned by the NPS, and the Contractor hereby assigns such rights to the NPS. The Contractor agrees that the NPS shall have an unlimited non-terminable license to use and allow use of any information given to the NPS by the Contractor in connection with this Agreement.

If requested by the NPS, the Contractor shall destroy its copies of all same materials returned to the NPS, along with all derivative material. The Contractor shall not use or disclose, or allow others to use or disclose, to anyone in any manner, directly or indirectly, any materials or information related to this Agreement. In no event shall the Contractor use or disclose any materials or information if such use or disclosure would violate applicable laws or other requirements.

Period of Performance: The period of performance for this Task Order shall be for the 18-month period of 1 August 2021 through 30 January 2023.

Project Identification: The purpose of this requirement is to obtain environmental management support services for the IR2 EMB to include environmental compliance auditing and other environmental services. The reference number for this project will be the Task Order number when awarded.

I. Background

A. Description

Interior Region 2 South Atlantic-Gulf (IR2) of the National Park Service (NPS) strives to be a leader in environmental management. IR2 constantly seeks opportunities for improvement of the parks by providing high-quality and reliable services, support and interaction. As a means of being proactive in the fields of environmental compliance, sustainability, assistance, communications, and regional decision-making and priority setting, the IR2 implements a regular, region-wide environmental audit and compliance-assistance program.

B. Purpose

The purpose of this task order is to assist the Environmental Management Branch with implementing a systematic, user-friendly and reliable approach to environmental compliance and sustainability within the NPS IR2.

II. Scope of Work

FY 2020/21 Environmental Management Program Audit and Support Scope of Work National Park Service Southeast Region

The contractor shall perform the work included in this task order, which consists of the following:

1. Project kickoff meeting and bi-weekly progress meetings with project manager

2. Environmental compliance audits, and

3. Ad Hoc services.

Unless otherwise agreed upon or specified by the EMB, the following tasks shall be performed by the contractor:

A. Project Kickoff and Bi-Weekly Progress Meetings

Within three weeks of the contract award, the contractor’s project manager or task order point-of-contact shall participate in a conference call/virtual meeting, not to exceed two hours, to discuss detailed aspects and the logistics of this task order. In addition, bi-weekly (every two weeks) conference call/virtual meetings will be held, not lasting more than one-half hour, to discuss audit and Ad Hoc plans and progress. Though not mandatory, MS Teams, GoToMeeting, or another similar video conferencing software is the preferred format.

B. Environmental Audits

The contractor shall provide at least one auditor of P4 or P5 level to complete environmental audits and environmental condition assessments at the following parks.

Park Count Alpha Code Park State

Estimated Duration (in days)

Superintendent

1 BICY Big Cypress NP FL 2 Tom Forsyth 2 BISC Biscayne NP FL 2 Penny Del Bene 3 BLRI Blue Ridge Parkway NC, VA 4 Alexa Viets (Acting) 4 CAHA Cape Hatteras NS NC 2 Dave Hallac 5 CARL Carl Sandberg Home NHS NC 1 Polly Angelakis 6 CASA Castillo de San Marcos NM FL 1 Gordie Wilson 7 CUIS Cumberland Island NS GA 2 Gary Ingram 8 FOMA Fort Matanzas NM FL 1 Gordie Wilson 9 FORA Fort Raleigh NHS NC 1 Gary Ingram

10 GRSM Great Smoky Mountains NP NC, TN 5 Cassius Cash 11 JELA Jean Lafitte NHP&P LA 3 Chuck Hunt 12 JAZZ New Orleans Jazz NHP LA 1 Chuck Hunt 13 JICA Jimmy Carter NHP GA 2 Jill Stuckey 14 MALU Martin Luther King Jr. NHP GA 2 Judy Forte

Time on-site for the audits shall be conducted in accordance with the NPS Environmental Audit Guide, established by the NPS Environmental Audit Program (see the three steps below). The contractor(s) shall accomplish the field work in one to five days. No Environmental Management System (EMS) reviews shall be conducted. Parks will not be audited against HAZCOM regulations or respiratory protection.

Step 1: Pre-Site Visit

Pre-Site Visit activities include coordinating and arranging schedules and logistics, updating environmental protocols, pre-visit questionnaire and inventory forms, reviewing facility documentation, researching selected state and applicable local regulations, and developing an audit plan. During the Pre-Site Visit period, the Audit Team shall coordinate all audit activities through the identified park contact(s) and will:

Gain an understanding of Park conditions, especially environmental aspects, and begin preparatory work with Park staff.

Administer a pre-visit questionnaire (PVQ) or environmental questionnaire (EQ) and waste inventory form (WIF) consistent with the Guide. Note: The results of the final PVQ/EQs should be included in the final environmental audit report.

Administer an internal control questionnaire consistent with the Guide.

Review most recent Routine Environmental Audit Report.

Contact Park and Regional Staff to obtain copies of existing plans and documentation related to hazardous waste management, environmental disposal liability sites, and emergency and spill response so that these documents may be reviewed prior to the Site Visit.

Prepare and distribute a Logistic Plan to the Region and Park representatives prior to all audits. The Logistic Plan shall include all important agreed upon times/dates, meeting & planned audit locations, visitor's flight and hotel info, contact phone numbers while on travel, and any other important general information.

These activities will prepare the Audit Team for the Site Visit (step 2).

Step 2: Site Visit (for non-virtual audits)

The Site Visit consists of:

Opening meeting (In-brief) with Park management and appropriate personnel.

Park inspections to physically observe and document (with photographs) facility operations.

Interviews with facility personnel responsible for operations that may impact the environment and/or affect compliance.

Complete NPS Environmental Audit Check sheets.

Gather data and complete NPS Environmental Condition Assessment/Inventory Check sheets.

Record reviews.

Identify possible new contaminated sites and review the status of existing Environmental Disposal

Liability sites.

Closing meeting (Out-brief) with Park management and appropriate personnel.

If requested to provide any additional services during the site visit that would typically be provided by Regional representation and would not normally be considered as part of the audit process (e.g. general Regional training or other program guidance), it shall be considered as Ad Hoc Assistance.

Step 3: Audit Completion

Following the Site Visit, the Audit Team will confirm audit findings, rank audit findings, prepare a draft report, and submit that report electronically to the superintendent, park’s audit point-of-contact, and project manager for a three-week review. Unless the Park Superintendent requests otherwise, separate reports shall be produced for each park audited, whether or not they are both managed by that same Superintendent. After review, the Contractor will prepare and submit a final audit report to the Park Superintendent, park’s audit point-of-contact, and project manager, with courtesy copies provided to the Washington Support Office Environmental Management office. The final audit report shall be completed and delivered within three weeks of the contractor’s receipt of the comments to the draft from the park and project manager. The environmental compliance audit report shall be in a format that addresses findings in a programmatic manner and provides park staff with clear corrective actions. After report delivery, the Contractor will be available by telephone to discuss the report with appropriate personnel as needed.

The contractor’s auditor(s) may be accompanied by the project manager or other regional representatives. If attending an audit, that participation will only be as an observer, to attend the in an/or out-briefs, or to conduct other business while at the park or another nearby park unit.

C. Ad Hoc Assistance

An hourly rate is to be provided by the contactor, for as-needed assistance that they may be requested to provide in the areas of environmental compliance and sustainability services and technical support to parks and the Regional Office staff in coordination with the project manager. The technical support provided will assist park staff in achieving audit and other environmental compliance. This compliance assistance includes but is not limited to: EMS and sustainability training, review and creation of documents (SOWs, cost estimates, letters, SPCC and other work plans, etc.), audit finding resolution, on-site support of parks, virtual or on-site training, and web site maintenance. Support will also include direct support to Regional EMB staff including drafting language for internal briefing memos, developing content for presentations and briefings, developing park or Regional guidance documents, and conducting regulatory research and technical analyses.

Contractor may be tasked to travel to and investigate potential contaminated sites (Locations of Concern) to determine, make recommendations, and provide “due care” documentation whether the site should be included in the NPS “Environmental and Disposal Liabilities” reporting database.

III. CONTRACT ADMINSTRATION

A. Monthly Invoicing

The Contractor will be paid based on the applicable rates identified in the task order or contract for the tasks identified. Interim payments to the Contractor will be made based on proper and acceptable monthly invoices and supporting documentation submitted. The Contractor shall submit electronically invoices with a summary of work and any supporting documentation no later than the 15th day of each month for work completed during the prior month to the Contracting Officer. The project manager (see Section IV titled “Designated NPS Officials”) shall be included in the correspondence. The project manager will be sent a draft invoice in advance of contractor submittal and, if acceptable, recommend approval of the invoice.

If the project manager rejects the Final invoice, the Contracting Officer shall send written notice to the Contractor specifying the reasons for the rejection. The Contractor shall remedy the Final invoice and supporting documentation as necessary. The Contractor shall then re-submit the Final invoice per the process stated above.

Each monthly invoice shall also be accompanied by supporting documentation, to include, at a minimum, the following:

A Total Labor Summary (that identifies tasks and hours charged to each by Professional Level (Levels 1 through 8) and total hours billed to each task category for the prior month period and totals for year to date, A Total Cost Summary (that identifies tasks, task descriptions, and labor, travel, and other direct costs (ODCs) (e.g., telephone calls, photocopying) charged to each and provide a total of the costs billed to each task category for the prior month period and totals for year to date, A Program Management Detail Summary, Audit Detail Summary, and Travel Expense Detail Summary.

All travel in connection with the work to be performed under this TO shall be identified as a separate cost on the invoices submitted. The contractor will be reimbursed for such travel as follows:

Commercial Carriers: As outlined in the Federal Travel Regulations (commercial coach or tourist rate), Taxi: As outlined in Federal Travel Regulations, Automobile: As outlined in Federal Travel Regulations, Commercial: As outlined in Federal Travel Regulations, Private: As outlined in Federal Travel Regulations, Subsistence: As outlined in Federal Travel Regulations, and No general and administrative costs will be authorized for travel.

B. Performance Assessments

All draft and final work products should be processed through the Contractors’ quality assurance procedures to ensure accurate, high quality documents and final products. All documents shall also undergo a technical content review before being submitted to the project manager. All work products are to be submitted to the project manager unless directed otherwise.

C. Confidentiality

The Contractor should respect the value and ownership of information they receive and shall not intentionally publicly disclose confidential information without appropriate authority unless there is a legal or professional obligation to do so.

All data, information, and deliverables provided to the Contractor under this TO remain the property of the U.S. Government and shall be kept in strict confidence. If the Contractor is compelled to disclose confidential information to other than the CO or project manager, they shall provide advance verbal (followed up with written) notice to the CO.

D. Conflict of Interest

The Contractor will not exploit its professional relationship with or use NPS confidential policy or information to provide an economic or operational advantage to NPS park units or in any manner that would be contrary to law. When a potential conflict of interest is discovered by the contractor, it must be reported immediately to the CO and project manager. The CO will seek resolution with the contractor and project manager. A confidential record of potential conflict issues and their resolution shall be maintained by the contractor and the CO.

E. Contractor Staffing

The Contractor shall provide technically qualified and enough supervisory and administrative personnel to ensure completion of the work in accordance with the work plan.

i. Personnel

The Contractor shall designate a contract task order manager responsible for coordinating the work of this TO, supervising critical and support personnel and serving as the principal liaison with the project manager.

The work in relation to the auditing portion of this TO requires the contractor to provide at least one technical employee per audit at the P-4 or P-5 level, who shall serve as the primary auditor for the auditing tasks of this TO.

The contractor shall provide ad hoc support on average three (3) hours per week over the contract’s period of performance. The approximate average rates charged under this subtask should be at the P-3 level. Technical support will assist park staff in achieving audit compliance as indicated and specified in section II.C. above. The contractor shall provide an estimate of the time and cost for any proposed Ad Hoc task and receive approval before commencing any Ad Hoc tasks.

ii. Work Location(s)

The Contractor will perform work remotely, from the Contractor’s office location, except when travel is required. The Contractor will be required to travel for auditing purposes as described below, as well as up to 4 additional trips for a single person to a unit in the Region, for an average duration of 3 days per trip. Travel associated with audits should combine trips to multiple parks, wherever possible, to minimize travel costs. The Contractor will be required to perform Environmental Compliance Audits at the park units referenced in Section II.B. above.

iii. Experience and Skills

The Contractor shall have the capability and experience to perform a wide range of services related to environmental management. This includes, but is not limited to, the following: a professional understanding and working knowledge of federal, state, local and tribal environmental compliance and environmental management standards; working knowledge and application of environmental auditing standards, including the NPS Environmental Audit Guide; environmental management and sustainability best management practices; and Safety and Health requirements including OSHA regulations as well as NPS Standards to include RM 50B. Required expertise includes, but is not limited to, the following: environmental auditing; environmental compliance; environmental planning; environmental cost estimating; information technology/database/web development; and technical assistance research and writing.

Familiarity and working knowledge and experience with current environmental, public health and risk management regulations, NPS and industry environmental auditing standards and protocols and Environmental Management Systems is essential to perform the work under this TO. Environmental Management System is defined by the National Park Service as, “a systematic approach to managing a park’s environmental affairs based on continual improvement and strategic planning principles. An EMS provides for the organizational structure, planning activities, roles and responsibilities, work practices and procedures, necessary to support the environmental commitment statement of each national park unit.”

F. Product Rights and Data Management The U.S. Government will own all products developed under this contract (and Task Order). The Contractor will be responsible for collecting, processing, and storing substantial volumes of electronic data. Pertinent data management systems include but are not limited to the following:

i. Document Management Copies of work products and other significant documents and file materials should be maintained in a central document system by the Contractor. These documents may be kept by the Contractor in both hard copy and electronic format. For most tasks, work products shall be retained for one (1) year following completion of the task. Prior to deleting these work products, the project manager will be notified for concurrence. Copies of any work products and file materials associated with the environmental audits (e.g., Exit-Brief, In-Brief and Exit-Brief sign-in sheets, auditor notebooks, any concessioner documents gathered during site) shall be forwarded to the project manager following completion of the Final Environmental Audit Report Package.

ii. Computer Systems and Software All reports and/or documents prepared under this SOW shall be prepared and delivered in Microsoft Office (Access, Word and Excel) and Adobe Acrobat software unless otherwise specified. A copy of all draft and final reports shall be submitted to the Park Superintendent and Project Manager in electronic form. Upon completion of this task order, all final project deliverables shall be submitted to the Project Manager. All final reports shall be 508 compliant.

G. Extra Services

The Contractor is not to perform any services requested by any person verbally or in writing, which could be considered a change in the terms or scope of this TO necessitating an adjustment in contract price. In the event that such additional work is called for, the Contractor shall submit a written proposal to the CO and project manager. No additional work shall be performed until such time that a mutually satisfactory fee is negotiated, and written confirmation to proceed is given by the CO.

H. Government Furnished Materials

Excepting Government Furnished Materials, the Contractor shall furnish all services, labor, materials and equipment to perform work specified herein. Services shall be performed to standards, qualities, and schedules described within this TO. The project manager will provide, or when possible, assist the Contractor in obtaining pertinent information, reports or documentation essential to ensuring successful completion of tasks required under this TO. The Contractor shall accept all documents/information provided at face value.

The government shall provide all technology necessary for the completion of audits, to include digital cameras, presentation laptops and projectors, and conference phones. Additionally, all deliverables for this TO should be delivered in electronic format, and all efforts should be made to reduce printing and mailing.

I. Possible COVID-19 Virus Concerns

At the time of the preparation of this SOW, many States and National Parks in the South Atlantic - Gulf Region are experiencing impacts on and disruption of normal work operations and associated travel due to COVID-19 virus issues. In the event that similar continuing or new issues are experienced at any time during the period of performance of this contract that impact the contractor’s performance of work, those issues shall be immediately brought to the attention of the Contracting Officer (CO) and Contracting Officer's Representative (COR). If that is the case, social distancing and other established NPS and local health and safety procedures shall be maintained during all park visits. Additionally, communications (e.g. in/out briefs and other meetings) shall be conducted remotely by conference/video calls to the maximum extent possible.

Rescheduling of audits can be made by mutual agreement of the contractor and the parks without the need of a contract modification or involvement of the CO. If any changes are required that impact the terms of the contract or cost, they should be promptly identified in writing to the CO and an equitable adjustment and/or modification will be considered.

IV. DESIGNATED NPS OFFICIALS

Shall be named at award

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STATEMENT OF WORK