AG-3604-S-17-0009_Mid-Atlantic_Urban_Solicitation_Package.pdf

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SOL NO: AG-3604-S-17-0009

UNIT: FIA

PROJ NAME: Mid-Atlantic Urban Data Collection Services

Contents

PART I—THE SCHEDULE

SECTION B--SUPPLIES OR SERVICES AND PRICES/COSTS

SCHEDULE OF ITEMS

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

A. General Information

B. Work Requirements:

C. Supporting Information

SECTION D--PACKAGING AND MARKING

SECTION E--INSPECTION AND ACCEPTANCE

E.1 FAR 52.246-1 Contractor Inspection Requirements (APR 1984)

E.2 FAR 52.246-4 Inspection of Services - Fixed-Price (AUG 1996)

E.3 AGAR 452.246-70 INSPECTION AND ACCEPTANCE (FEB 1988)

SECTION F--DELIVERIES OR PERFORMANCE

F.1 FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

F. 2 AGAR 452.211-74 Period of Performance (FEB 1988)

F.3 Deliverables

SECTION G--CONTRACT ADMINISTRATION DATA

G. 1 AGAR 452.215-73 Post Award Conference (NOV 1996)

G. 2 DESIGNATION OF CONTRACTING OFFICER'S REPRESENTATIVE

G. 3 PROJECT MANAGER

G. 4 INVOICE REQUIREMENTS

G.5 GUIDANCE FOR SUBMITTING A PROPER INVOICE FOR PAYMENT

G.6 FAR 52.232-25 -- Prompt Payment (Jul 2013)

G.7 GOVERNMENT FURNISHED PROPERTY

G.8 CONTRACTOR FURNISHED PROPERTY

SECTION H--SPECIAL CONTRACT REQUIREMENTS

H.1 AGAR 452.224-70 CONFIDENTIALITY OF INFORMATION (FEB 1988)

H.2 AGAR 452.228-71 INSURANCE COVERAGE (NOV 1996)

H.3 AGAR 452.237-74 KEY PERSONNEL (FEB 1988)

H.4 SAFETY

H.5 SUBMITTAL OF A SAFETY PLAN

PROJ NAME: Mid-Atlantic Urban Data Collection Services

H.6 SUSTAINABLE ACQUISITION

PART II--CONTRACT CLAUSES

SECTION I--CONTRACT CLAUSES

FAR 52.252-2 Clauses Incorporated by Reference (FEB 1998)

CLAUSES INCORPORATED BY FULL TEXT

PART III--LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

SECTION J--LIST OF ATTACHMENTS

PART IV--REPRESENTATIONS AND INSTRUCTIONS

SECTION K--REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

OFFERORS OR RESPONDENTS

SECTION L--INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS

FAR 52.252-1 Solicitation Provisions Incorporated by Reference (FEB 1998)

PROVISIONS INCORPORATED BY FULL TEXT

SECTION M--EVALUATION FACTORS FOR AWARD

ATTACHMENT A – SCHEDULE OF SERVICES (BASE PERIOD)

ATTACHMENT A – SCHEDULE OF SERVICES (OPTION PERIOD 1)

ATTACHMENT A – SCHEDULE OF SERVICES (OPTION PERIOD 2)

ATTACHMENT A – SCHEDULE OF SERVICES (OPTION PERIOD 3)

ATTACHMENT A – SCHEDULE OF SERVICES (OPTION PERIOD 4)

ATTACHMENT B – SAM Information

ATTACHMENTC – EXPERIENCE QUESTIONNAIRE – Page 1

ATTACHMENTC – EXPERIENCE QUESTIONNAIRE – Page 2

ATTACHMENT D1 - SERVICE CONTRACT ACT WAGE DETERMINATION

ATTACHMENT D2 - SERVICE CONTRACT ACT WAGE DETERMINATION

ATTACHMENT D3 - SERVICE CONTRACT ACT WAGE DETERMINATION

ATTACHMENT E - PROVISIONS OF FOOD SECURITY ACT OF 1985

PART I—THE SCHEDULE

SECTION B--SUPPLIES OR SERVICES AND PRICES/COSTS

SCHEDULE OF ITEMS

B.1 DESCRIPTION OF REQUIREMENT

The contractor shall provide appropriate and FIA-certified and approved contract employees (no more than four (4)) for contracting an annual statewide forest inventory data collection effort in urban areas of Philadelphia, PA; Baltimore, MD; Dover, DE: and NJ (most likely Trenton) as described in Section C.

The contractor shall provide all necessary management, supervision, manpower, labor, material, supplies, equipment (except Government Furnished Property), and transportation; and, shall plan, schedule, coordinate, and assure effective performance of all services described in Section C.

The term of this contract will be approximately a six-month Base Period (from approximately April 1, 2017 to September 30, 2017); and four (4) six-month Option Periods from approximately April 1, 2018 to September 30, 2021, if exercised. The base period of this contract shall commence in approximately April 2017.

B.2 OFFER FOR DATA COLLECTION – (Please complete Attachment A – Schedule of Services)

- See Attachment A

B.3 OFFERORS PLEASE NOTE:

A. For all travel costs, the contractor is to follow the Federal Travel Regulations.

Certification/Training for the Base Period is tentatively scheduled to be held the weeks of April 4, 2017 through April 14, 2017 in St. Louis or Springfield, Missouri.

B. Before preparing your offer, carefully review Sections K, L, and M. All questions must be e-mailed to the Contracting Officer, Maria Evans, at mtevans@fs.fed.us

C. One contract will be awarded in accordance with the evaluation factors in Section L and M.

D. A Pre-Proposal Meeting shall be held via teleconference on Friday, 20 January 2017 at

10:00 AM Eastern Time (09:00 AM Central Time). You must confirm your attendance by contacting Mr. Thomas Willard by e-mail at thomaswillard@fs.fed.us

a. Contractor’s may call in to the meeting by dialing the following:

CONFERENCE CALL NUMBER: 1-888-844-9904

ACCESS CODE: 7260702

E. A post award pre-work meeting will be scheduled with the successful offeror/contractor.

This meeting must take place within ten (10) days of contract award.

F. This requirement is UNRESTRICTED. The NAICS Code for this acquisition is 115310.

G. Contractors are required to be registered in the System For Award Management (SAM)

[Previously Central Contractor Registration (CCR)] per FAR 52.204-7, System for Award Management – See Attachment B.

B.4 PERIOD OF THE CONTRACT

This contract is for approximately a six (6) month Base Period (from approximately April 1, 2017 to September 30, 2017); and four (4) six -month Option Periods from approximately April 1, 2018 to September 30, 2021, if exercised. This is a unilateral right of the Government to extend. Each time an option to extend is exercised; it will be for a period of one additional period. Contractor will be notified in accordance with appropriate clause contained in Section I.

B.5 TYPE OF CONTRACT

The Government contemplates award of a Firm-Fixed Price Incentive, multiple year contract resulting from this solicitation.

SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT

Statement of Work (SOW) for Forest Inventory and Analysis (FIA) Data Collection Contract Urban Plots in the Urban Areas of the Mid-Atlantic region (Philadelphia, PA, Baltimore, MD, Dover, DE, and the state of NJ

(most likely Trenton)

A. General Information

A-1. Introduction

This Statement of Work (SOW) outlines requirements for contracting the urban forest inventory data collection effort in urban areas of Philadelphia, PA, Baltimore, MD, Dover, DE and NJ (most likely Trenton). The awarded contractor will provide inventory data to the USDA Forest Service, Northern Research Station’s FIA (Forest Inventory and Analysis) Unit. This data will be collected from predetermined urban forest inventory plots randomly located across the urban areas of Philadelphia, PA, Baltimore, MD, Dover, DE, and NJ. The protocols for this effort, including the inventory plot design, are outlined and described in the “Forest Inventory and Analysis National Urban FIA Plot Field Guide; Volume 1: Field Data Collection Procedures for Urban FIA Plots, Draft Version 7.1” (commonly referred to as the “NRS Urban FIA Plots Field Guide”) and “Forest Inventory and Analysis National Core Field Guide Volume I: Field Data Collection Procedures for Phase 2 Plots Version 7.0.1” (commonly referred to as the “NRS FIA P2 Field Guide”). The current versions of the “NRS Urban FIA Field Guide and the NRS FIA P2 Field Guide” serves as reference documents or instruction manuals for the life of the contract and are subject to change in option years 1 through 4.

Throughout this document the following terms are defined as follows:

Contracting Officer (CO): Administers all aspects of the contract. All contract related questions are handled by the CO and the CO is the only person that can make a constructive change to this contract.

Contracting Officer’s Representative (COR): Conducts certification sessions, conducts Hot Checks, inspects Crew Leader’s work, and provides technical assistance to the Contractor, Crew Leader(s), Inspector, and Contracting Officer.

Inspector: Assists with certification sessions, performs Hot Checks, and inspects Crew Leader’s work.

Contractor: The owner or proprietor of the company bidding on the contract. In some cases the contractor may also serve as the Project Leader, Crew Leader, and or an Assistant. In this document all references to the Contractor also apply to all of the Contractor’s agents as well.

Project Leader: Serves as the Contractor’s primary contact for interactions with the Forest Service.

There should only be one Project Leader assigned to this contract. If the Project Leader will also serve as a Crew Leader they must meet all the requirements of a Crew Leader and should be designated as such on the Experience Questionnaire form, Attachment C.

Assistants: Serves as an assistant to a Crew Leader on a plot. Assistants do not have any experience or education requirements and do not need to be certified in data collection procedures. They are considered the secondary data collector on the plot.

Crew Leader: Serves as a primary data collector for the contract. At least one Crew Leader must be present on each plot. The number of Crew Leaders the Forest Service will certify and allow on a contract will depend on the number of FIA plots in each year of the contract. For this contract the Forest Service will certify a maximum number of crew leaders as follows:

o One crew leader for every 75 urban plots.

o A Crew Leader must successfully pass the certification process as well as meet the contract’s experience / education requirements.

A-2. Background and Scope

A-2. Background and Scope

The U.S. Forest Service, Forest Inventory and Analysis (FIA) Program is a national program responsible for collecting, analyzing, reporting, and distributing information and data about the extent, content, and condition of the Nation’s forests as well as how much forest land exists and who owns it. The program is now expending into urban areas, collecting data on urban forest resources. There are four FIA Units nationally with the Northern Research Station’s FIA unit having the responsibility for the comprehensive forest inventory for 24 states:

Connecticut, Delaware, Illinois, Indiana, Iowa, Kansas, Maine, Maryland, Massachusetts, Michigan, Minnesota, Missouri, North Dakota, New Hampshire, New Jersey, New York, Nebraska, Ohio, Pennsylvania, Rhode Island, South Dakota, Vermont, West Virginia, and Wisconsin.

National, state, and local policymakers, universities, businesses, Tribal governments, National Forest managers, other natural resource agencies, and various interest groups depend on FIA for timely, scientifically credible information about our forests.

This contract will be for the data collection in the urban areas of Philadelphia, PA, Baltimore, MD, Dover, DE and NJ (most likely Trenton). The base year of the contract will be for Baltimore and Philadelphia only.

FIA’s Three-Phase Sample and FIA plot types:

Phase 1 (P1):

The FIA sample design consists of a three phase systematic sample of sites located across all lands in the United States. In Phase 1 (P1), approximately 108,514 points are evaluated by aerial photography and other imagery to determine the location of forested and urban lands. In order to meet national precision standards, these data are then stratified into Plot and Condition status classifications using satellite imagery and other remotely sensed data. Phase 1 evaluations are completed in the office as well as a subset in the field with on the ground verifications or Quality Assurance (QA) of the office classifications (phase 1 verification plots). Phase 1 office classifications are not part of this contract.

Phase 2 (P2):

Phase 2 plots:

Phase 2 plots are the on the ground plot data collection effort for plot locations identified in phase 1 as having the possibility of accessible forestland. These are commonly known as “P2 plots”.

Crew Leaders must visit plot locations identified as potentially having accessible forest land in Phase 1 and collect data on land ownership, forest type, tree species, tree size, tree condition, and site attributes (e.g., slope, aspect, disturbance, land use). A complete list of data items, plot design, and protocols for P2 plots can be found at:

http://nrs.fs.fed.us/fia/data-collection/.

Plot intensity for P2 measurements are approximately 1 plot for every 6,000 acres of forested land (Approximately 125,000 plots nationally). Phase 2 plots are only completed as dual FIA P2 Plots and Urban FIA Plots as described below.

P2 urban plots:

P2 urban plots are the on ground plot data collection for plot locations identified in phase 1 within an urban boundary as having the possibility of vegetation. P2 urban plots have a different plot design than P2 plots. P2 urban plots are currently completed during leaf on conditions. A complete list of data items collected, plot designs, and the protocols for P2 urban plots can be found at:

http://www.nrs.fs.fed.us/fia/urban/field-guides/regional/2017_Urban_FG_NRS_7.1_Draft-opt.pdf

Crew leaders must visit plot locations and collect land ownership, tree species, tree size, tree condition, site attributes, and ground cover types. If no trees are found, site attributes and ground cover data are collected.

Dual FIA P2 Plots and Urban FIA Plots:

Available in option years only, the option to offer dual plots is at the discretion of the Forest Service in each option year of the contract.

A small subset of plot locations will be both a P2 plot and a P2 urban plot. In phase 1 these plots were identified as potentially having accessible forest land and are located within an urban boundary. When visiting these locations both the P2 and the P2 urban plot designs will be installed.

More information about the FIA program can be accessed through:

National FIA web page: http://fia.fs.fed.us/

Northern FIA web page: http://www.nrs.fs.fed.us/fia/

P2 urban inventory plots are randomly located throughout the urban area with the vast majority of the plots occurring on private ownership. In most cases more than one owner may need to be contacted in order to gain permission to access the plot area. Determining ownership of plot locations and gaining permission from landowners to complete the inventory is critical to the success of the project. Communication skills and the ability to work independently at locations across city boundaries are essential requirements of the work.

Use of aerial photography, other imagery, maps, and previous FIA plot records will be necessary to accurately locate FIA plot locations and collect urban resource data. Contractors collect a broad range of inventory data, including: plot classification data, condition classification data, subplot condition class data, boundary references between condition classes, tree/sapling/seeding data (species, diameter, height, crown assessment, damage assessment, etc.), and ground cover information.

Contract Schedule: Table updated for the urban FIA contract:

YEAR PLOT TYPE CONTRACT PERIOD WORK PERIOD

BASE YR URBAN FIA PLOTS 6 MONTHS LEAF ON SEASON

OPTION YR 1 URBAN FIA AND DUAL PLOTS 6 MONTHS LEAF ON SEASON

OPTION YR 2 URBAN FIA AND DUAL PLOTS 6 MONTHS LEAF ON SEASON

OPTION YR 3 URBAN FIA AND DUAL PLOTS 6 MONTHS LEAF ON SEASON

OPTION YR 4 URBAN FIA AND DUAL PLOTS 6 MONTHS LEAF ON SEASON

For fiscal year (FY) 2017, the table below shows the plot numbers.

FY Baltimore Urban Area # of Urban FIA Plots

Philadelphia Urban Area # of Urban FIA Plots

Total plots

2017 58 68 126

Options years 1- 4

For FY2018 through 2021, the exact number of urban FIA plot won’t be known until the NJ sample is finalized and whether Dover will intensify and accelerate the urban plot sample and after the phase 1 is conducted and funding levels are known for that fiscal year. Estimated urban FIA plot areas covered by this contact are as follows and can be used as a very rough estimate of the number of plots to be expected in future years (assuming budgets don’t change). Prospective contractors should submit bids on a per plot pricing basis using the following range of potential plot numbers in any given option year:

80-130 plots – price per plot 131-180 plots – price per plot 181 – 230 plots – price per plot – this level covers Philly, Baltimore, New Jersey, and Dover 2x 231 – 400 plots – price per plot – this level covers Dover accelerated to one year and Philly, Baltimore, and New Jersey

This work requires regular and recurring physical exertion in the form of travel on foot over rough and uneven landscapes. This work requires several hours of driving, several days each week with work locations changing frequently, on a daily basis. Work areas may range from an urban environment to rural areas and everything else in between. The urban environment involves working in commercial, residential, and institutional areas often with high population densities and heavy traffic.

Overnight travel to access and complete some of the inventory plots in this contract will be a necessity due to the location of the cities.

Bid considerations for option years 1-4:

Over the course of this 5 year contact, both the NRS FIA P2 Field Guide and NRS Urban FIA Field Guide version may change. The contractor will be made aware of any change in of the Field Guide version prior to exercising the option year. New pricing may be negotiated between the contractor and the Contracting Officer, if the changes in new field guide version are deemed substantial.

Bid pricing summary:

Base year

Urban FIA Range of Plots Numbers Bid basis

001 - 080 plots price per plot 081 - 130 plots price per plot

All option years:

001 - 080 plots price per plot 081 - 130 plots price per plot 131 -180 plots price per plot 181 - 230 plots price per plot 231 – 400 plots price per plot

The option to offer dual plots is at the discretion of the Forest Service in each year of the contract.

Dual P2 Plots and P2 Urban Plots Range of Numbers Bid Basis

01 - 10 plots Option years 2018 – 2021 ONLY 11 – 20 plots Option years 2018 – 2021 ONLY 21 – 30 plots Option years 2018 – 2021 ONLY

See section: C-5 Qualifications and Limitations to Key Personnel for more information on FIA certification

A-3 Applicable Documents

Specifics on the data collected as outlined above for Urban FIA plots can be obtained in the “Forest Inventory and Analysis National Urban FIA Plot Field Guide; Volume 1: Field Data Collection Procedures for Urban FIA Plots, Draft Version 7.1” (commonly referred to as the “NRS Urban FIA Plot Field Guide”) at:

http://www.nrs.fs.fed.us/fia/urban/field-guides/regional/2017_Urban_FG_NRS_7.1_Draft-opt.pdf

For the P2 variables that are collected in addition to the urban FIA variables, please refer to “Forest Inventory and Analysis National Core Field Guide Volume I: Field Data Collection Procedures for Phase 2 Plots Version 7.0.1” (commonly referred to as the “NRS FIA P2 Field Guide”) at:

http://www.nrs.fs.fed.us/fia/data-collection/field-guides/ver7.0.1/NRS%20FG%207.0.1- Complete%20Document.pdf

In addition, the Microsoft Excel QA scoring program, Urban (version date).xlt is used to determine passing and failing QA plot inspections and can be accessed at http://www.nrs.fs.fed.us/fia/urban/ by clicking on the prompt title “QA Scoring Program”:

B. Work Requirements:

B-1 Technical Requirements

Ownership, Permission and Access

PRIVATE LANDS: It is the responsibility of the Contractor to obtain current ownership information on FIA plots that are located on private land. Under no circumstances will a Contractor enter private lands without verbal or written permission from the landowner or landowner agents. Any plot completed without landowner permission, will be evaluated as a failed plot. Additionally, it is strictly forbidden for any contractor to solicit work of any kind from landowner contacts made during FIA data collection work. Failure to comply with these requirements will result in revocation of the contract. SEE C-1 Security. The following information will be required on each privately owned plot to document that permission was provided by the private landowner:

If the contractor received verbal permission either on site or by phone conversation, the following should be written on the current plot sheet and entered into the PDR:

o Name of individual, phone number used in the contact, date, time permission was granted, and address of land owner. If on site, no phone number is required.

If the contractor was given permission in writing through mail correspondence, a copy of the letter or response form used should be included with the current plot sheet.

These requirements are stated in similar terms under deliverables relative to plots where access was denied.

STATE AND FEDERAL LANDS: The public agency managing these lands may require permission to access these lands or sections of these lands restricted by regulation or policy. Additionally, FIA crews should inform land managers of these agencies that they are conducting the inventory as a professional courtesy.

DENIED ACCESS OR HAZARDOUS PLOTS: Any denied access plots will be required to have the landowner’s complete mailing address and telephone number included on the plot sheet. DENIED ACCESS will be written in large block letters in the notes section of the plot sheet. Denied access plots will be identified by writing “denied access” next to plot number on invoice along with a note stating the name of the individual who denied access. If you send out letters/post cards with a YES/NO request for permission, this document will be attached and scanned with the plot sheets. All letters/postcards used for requesting permission must first be approved by the Contractor Officer Representative (COR). This method should be used as a last resort. We are now required to make a follow-up contact on all denied access plots. For more details on documentation requirements for denied access plots see “B2 Deliverables – Invoice blocks”

Similarly, for any plot where the entire plot area is inaccessible due to permanent hazardous conditions, “HAZARDOUS PLOT” will be written in large block letters in the notes section of the plot sheet as well as descriptive details explaining why the plot is classified as “HAZARDOUS”. Hazardous plots will be identified by writing “Hazardous” next to plot number on invoice along with a note stating why it was hazardous during the entire contract period. Conditions that are temporarily hazardous due to high water, wildlife, poor road conditions, etc. shall be re-visited at a later date when the temporary hazard is no longer a factor. It is critical to anticipate, to the best of your ability, such challenges at the start of the contract; and plan accordingly in order to complete the contract on schedule. The electronic plot file should be completed as described in the NRS Urban FIA Plot Field Guide.

For plots where only a portion(s) of a plot is classified denied access or hazardous condition, complete as described in the NRS Urban FIA Plot Field Guide.

Inspection and Acceptance

Urban FIA and Dual P2 FIA Plots:

Contract compliance to quality data objectives will be determined by the plot scoring program, Microsoft Excel QA scoring program, Urban (version date).xlt to be administered by FIA QA inspectors. Acceptable quality level will be defined by plot scores for FIA data collection using the QA Scoring program as 90 and above. Forest Service FIA employees who conduct QA/QC checks on FIA data collection will inspect contractor’s data collection using this program. The Scoring program mirrors the Field Guide layout section to section. Each section and variable is assigned a weighted point assessment. This program is designed to give a comprehensive check of data items on each plot visited for inspection. Plots in this contract will be inspected using this scoring program and the inspections will be conducted proportionally as contractor delivers plot data files described under deliverables. Additionally, Forest Service reserves the right to inspect any completed plot at their discretion. Plots inspected to verify payment and any additional inspections require access to the plot sheets as well as the plot data; therefore, contractors must scan and upload plot sheets into the FIA database as outlined in B-2 Deliverables.

The QA scoring program is subject to change throughout the contract period including option years. If NRS adjusts the weighted scoring system used in the QA scoring program, the minimum passing score, currently defined as 90, may change as well. It is required to run a PDR edit check of the plot to address all PDR warnings and correct any PDR errors before leaving the plot.

B-2 Deliverables

Urban FIA Plots and Dual P2 FIA Plots:

To assure that the contractor is making progress toward the completion of the current year’s contract plots, the contractor will meet completion benchmarks through the field season. These benchmarks are in addition to requirements outlined in providing invoice blocks for payment of services rendered.

Specifically, the contractor will follow this delivery schedule:

The first third of the total number of plots will be delivered to the COR by one third of the period from certification to the end delivery date.

The second third of the total number of plots will be delivered to the COR by two thirds of the period from certification to the end delivery date, No fewer than 100% of the total number of plots will be delivered to the COR by the end delivery date.

The end date for the base year is September 30, 2017 but this date is determined by the FS on an annual basis for all option years.

Completed plots are defined as being field visited, electronically collected and entered into a provided portable data recorder (PDR) free of PDR edit errors with all previous records reconciled and all plot data complete.

Additionally, plot data must be successfully loaded to the FIA database and all plot sheets, landowner letters, and associated SP maps must be scanned and loaded with the plot data file. If a plot file contains PDR errors, these errors must be resolved/corrected prior to being loaded to the FIA database. If a plot file contains PDR warnings, each must be resolved/corrected prior to being loaded to the FIA database (each warning requires a note in the data file stating that it has been addressed). Plots with partial data or plots with PDR errors are not defined as being complete.

Blocks of complete plots should: (1) have data files and scanned plots sheets (up to 4 pages) uploaded in to the FIA database. (2) Plot sheets should be shipped by a method that has a shipment tracking feature to: Contractor Officer Representative.

Plots can be completed prior to these specified due dates on an accelerated schedule if the contractor chooses to do so. Our goal is to have the contract completed in by the end date.

Invoice Blocks:

In addition to uploading plot files to FIA database at the specified dates outlined above, contractors will be delivering invoice blocks for payment of services rendered. Invoices for payment should be submitted in blocks with a minimum of 20 plots and no plot within the invoice should have a field completion date that exceeds 28 days from the date of the invoice submission. This will allow for plots to be inspected prior to significant biological change (growth, removals/harvests, and mortality) since the time of original data collection.

Invoice blocks will be defined as being complete when all of the plots in the block are successfully loaded to the FIA database as described above under “B2-Deliverables”. The contractor may be given one week to address any questions that arise from the initial office edit /inspection of the plot records and data in any invoice block.

Providing the contractor an opportunity to specifically address FIA NRS questions on plot edits will help ensure that potential problems/errors with plot data are addressed PRIOR to plot field inspection and invoice payment determinations. Once an invoice block meets each requirement, it will be defined as being complete and the final inspection process to determine payment will begin.

Request for payment will require a four-step process as follows:

1. The contractor shall upload the edited digital plot files and plot sheets and send a list of the plots completed (via email) to the Contracting Officer’s Representative (COR).

2. The contractor shall mail the corresponding plot sheets to the COR.

3. The COR shall notify the contractor regarding the QA results of the plots submitted for the inspection.

4. The contractor shall input their electronic invoice into the Invoice Processing Platform (IPP) system.

The (IPP) website is:

https://www.ipp.fms.treas.gov/login/IPPLogon_Index.htm

Invoices shall not be entered into IPP when the plot files and plot sheets are sent to the COR. Invoices are only entered into IPP AFTER the final inspection.

Invoice blocks may be broken up into more than one inspection block per invoice at NRS FIA’s discretion with a goal to inspect approximately 10% or more per invoice. For example, if an invoice block is submitted with 24 completed plots, the COR may break the invoice block into three 8 plot inspection blocks with each inspection block receiving one plot inspection. If the inspection verifies that the plot meets the prescribed accuracy standards, the inspection block will be accepted, and the contractor will be paid for the entire inspected block of plots.

If an inspection block fails the first inspection, the individual failed inspected plot will never be paid to the contractor. NRS FIA may give the contractor one week to revisit and/or correct any of the other plots in the inspection block that failed initial inspection. A second plot will be inspected. If the second plot passes inspection, the remainder of the plots in the inspection block will be accepted and the contractor will be paid for all but the initial failed inspection plot. If the second inspection plot fails, the entire inspection block is not paid. NRS FIA retains ownership of all data submitted by the contractor and has the option to correct, revisit, or keep data as is in NRS FIA database without compensation to the contractor.

Breaking an invoice into smaller inspection blocks protects the contractor from not being compensated for larger invoice blocks and helps NRS FIA manage and correct poor quality plot files. Payment will be based on individual inspection blocks opposed to an entire invoice. NRS FIA may designate which plots from an invoice or inspection block are checked and reserves the right to require the order in which plots are completed.

Failed inspection blocks may be cause for termination of the entire contract at the discretion of NRS FIA, and the Contractor may not be awarded future FIA contracts for a specified number of years.

When plots are classified as entirely denied access or hazardous, contractors will be compensated $50.00 per plot. All denied access and hazardous plots will be listed on each invoice block of plots submitted for payment as encountered (not all at once at end of contract) and must meet the submission requirement of 28 days since the plot was completed in the field. Inspection of denied access plots will be completed by follow up attempts to gain access by NRS FIA personnel or inspectors. Plots or parts of plots defined as denied access or hazardous by the contractor that are found to be accessible by NRS FIA personnel or inspectors may be defined as failed plot inspections. The contractor will not be paid for these plots as denied access and may be required to revisit and establish plot. If access to the plot is gained by NRS personnel and the plot is returned to the contractor for completion, the contractor will complete the plots and submit it for payment in the next invoice block.

For each plot that is determined to be a denied access plot, the following documentation is required:

If the contractor was denied access verbally either on site or over the phone, the following should be written on the current plot sheet:

o Name of individual who denied access, phone number used in the contact, date, and time of the denial. If on site, no phone number is required.

If the contractor was denied access in writing through mail correspondence, a copy of the letter or response form used should be included and scanned with the current plot sheet. Denied access plots will be identified by writing “denied access” next to plot number on the invoice along with a note stating the name of the individual who denied access.

Quality Bonus incentive for Urban FIA plots and Dual P2 FIA Plots.

At the completion of each year’s contract, if the following quality objectives and delivery schedule are met, the contractor will be paid a quality bonus. Plots with a PLOT NONSAMPLED REASON of 1, 2, 3, 6, 10, or 11 (including denied access and hazardous plots) will not be included in the quality bonus incentive determination or payment. Certification costs are not included in the bonus determination either.

To qualify for bonus all plot completion benchmarks must have been met and there must be no more than 1 failed Check Cruise for period being considered for the bonus.

Average check plot score of passing plots Bonus added to per plot price 97-97.9 5% 98+ 10%

C. Supporting Information

C-1 Security

The contractor and their employees will abide by the confidentially clause of this contract as well as the restrictions outlined in the FY2000 Consolidated Appropriations Bill (PL 106-113), Congress included language which modified the Food Security Act of 1985 (7 U.S.C. 2276(d)) to add FIA data collection to a list of items requiring confidential treatment. Among other things, the law prevents FIA from disclosing sample locations in such a way that individual ownership can be determined, and it provides for criminal penalties for violations.

Specifically, awarded contractor and their employees agree to:

1. Sign the USDA Forest Service NRS FIA confidentiality agreement form

2. Not disclose the plot locations or any of the plot data to any other party, not bound to the Forest Service by the terms of this contract;

3. Not use the plot locations or collected plot data for purposes other than those indicated in this contract;

4. Not visit the actual sites of the plot locations, other than for collecting data for this contract;

5. Not contact, bother, or otherwise infringe upon the landowners of the plot locations including any solicitation for any puposes including but not limited to procurement of forest resources, forest management, or any other consulting advise. Any inquiries to forest or natural resource management should be refered to MD/PA/DE or NJ Department of Consevation.

6. Not conduct destructive or intrusive sampling within the bounds of the Forest Service plot;

7. Not alter what would be normal business operations/forest management activities on the sites of the plot locations;

8. Not disclose the forest inventory data for an individual private or corporate landowner;

9. Store confidential data, including sample site locations, detailed ownerships, and any derived layers from which confidential data could be recovered, on a computer with security restrictions on file access which include password protection and the absence of a connection to wide area networks;

10. Not use the forest inventory data for regulatory actions against the landowner;

11. Delete, purge, or otherwise destroy all hardcopy and electronic files containing the plot locations, and to return all plot navigational aids (plot sheets, photos, etc) to the Forest Service at the termination/completion of work as outlined in B2-Deliverables.

C-2 Place of Performance

Locations are throughout the urban areas of Baltimore, Philadelphia, Dover and NJ (most likely Trenton) on publicly and privately owned properties. Locations are random and are likely to be in an urban environment however, some plot locations may be in rural areas at the edge of the urban/rural interface.

The Forest Service, at their own discretion, may add or subtract plots and / or entire counties within the state or surrounding contract area in option years.

C-3 Period of Performance

Contract is for one year with options to renew for an additional four years. Actual data collection work will occur after certification for each year of the contract until the annually determined end delivery date.

C-4 Government Furnished Property and Contractor Furnished Property:

The following materials will be furnished by the US Forest Service, FIA:

Urban FIA plots and P2 Plots:

o An aerial photo, digital ortho-quad photo, or respective imagery of each plot location o One photo scale – To match provided imagery scale(s) o Plot sheets o Subplot and microplot center stakes and or pins o Printed NRS Urban FIA Plots Field Guide for field reference.

o GPS receiver which when provided must be the device used to collect GPS coordinates o One data recorder o Data collection software o Computer communication cables o Communication software o FIA Database software

If there are problems with the government provided GPS or data recorder’s hardware, data collection software or communications software that transfers data from PDR (personal data recorder) to either the hard drive of a PC or compact data disk, contractor will notify COR (or his substitute in case of absence) and cease work until a replacement arrives or the problem is resolved within 10 days of this notification.

All Government furnished equipment and materials shall be returned together with any unused data sheets 15 days of contract completion each year.

CONTRACTOR FURNISHED PROPERTY: The Contractor agrees to furnish the following:

A computer capable of downloading data from an Allegro Data Recorder (communicating with Allegro via 9 pin connection or USB port).

Email capability to send completed plot data A scanner with a minimum resolution of 300dpi, capable of scanning paper plot sheets for electronic transfer of plot materials with the electronic plot files. Scanned plot sheets must be legible in digital format.

A safety plan and adequate safety equipment required by OSHA and in accordance with industry standards.

The Forest Service receives safety plans to ensure safe operation is being considered and is a priority for contractors. The Forest Service does not endorse the safety plan, as contractors are required to meet all Federal, State, and Local Safety requirements

The Contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and permits, and for complying with any Federal, State, and municipal laws, codes, and regulations applicable to the performance of the work.

Reference books on urban tree and invasive species identification.

Maps or gazetteer for accessing plot locations.

One increment borer with an minimum borer length of 12 inches One clinometer - % and topographic scales One sunto compass – Azimuth (0° - 360°) Laser (optional) One diameter tape (must be graduated in tenths of an inch) One 75' Spencer Loggers Tape (must be graduated in tenths of a foot) Chaining pin Batteries for Data Recorder and other equipment Tree paint - Nelson Nel-Script Tube Marker paint - White 6 fl. ounces; estimate approximately 1/2 tubes per forested plot. Or 563 Speedry Paint Markers; estimate approximately 1 marker per dozen plots. (in urban locations paint may not be appropriate for marking trees)

Postage and shipping costs to deliver FIA plot data, return government provide equipment; obtain landowner permissions, and other correspondence with US Forest Service and the general public.

A large diameter, 10X hand lens for close examination of plant leaves.

A forester-grade PLANT PRESS with cardboard inserts to store leaf vouchers collected in the field.

Envelopes ready for mailing leaf vouchers and other items.

Stiff paper or cardboard for protecting the leaf vouchers in the mailing envelopes.

Flagging: for temporary marking of sites or sample plants.

Aluminum nails and markers for marking plots in wilderness areas or reserved areas Subplot and microplot center stakes, spikes, and or pins.

o Specifications for 12" landscape spikes:

https://www.menards.com/main/tools-hardware/fasteners-fastener-accessories/nails/common-nails/grip-fast-12-common-spike-nail-50-lb-box/p- 1444441530800.htm

•Actual length of 12" •Gauge 3/8" •Head diameter of 3/4" •Approximately 2 per pound o Specifications for Wire pins:

0.148" dia. Galvanized Steel Wire Cut to 11.00" o Specifications for wooden stakes:

Rot resistant species of Cedar, Locust, Oak, Ash, Hickory 1in x 1in x 1ft stakes w/pointed end in 10in x 10in banded bundles.

Throughout the term of the contact, the contractor may be asked to purchase additional field/IT equipment that is not currently listed under C4 to meet changing technology needs and improvements. If the Forest Service identifies new equipment needs in any option year of the contract, the contractor will be able to invoice for this added expense, but only after an agreed to cost is negotiated for purchasing this equipment that meets Forest Service specifications.

C-5 Qualifications and Limitations to Key Personnel:

Contractor: The owner or proprietor of the company bidding on the contract. In some cases the contractor may also serve as the Project Leader, Crew Leader, and or an Assistant. In this document all references to the Contractor also apply to all of the Contractor’s agents as well.

Project Leader: Serves as the Contractor’s primary contact for interactions with the Forest Service. There should only be one Project Leader assigned to this contract. If the Project Leader will also serve as a Crew Leader they must meet all the requirements of a Crew Leader and should be designated as such on the Experience Questionnaire form, Attachment C.

Assistants: Serves as an assistant to a Crew Leader on a plot. Assistants do not have any experience or education requirements and do not need to be certified in data collection procedures. They are considered the secondary data collector on the plot.

Crew Leader: Serves as a primary data collector for the contract. At least one Crew Leader must be present on each plot. The number of Crew Leaders the Forest Service will certify and allow on a contract will depend on the size of the contract. For this contract the Forest Service will certify up to four Crew Leaders. A Crew Leader must successfully pass the certification process as well as met the contract’s experience / education requirements listed below:

o Associate’s or higher Degree in Forestry or a related environmental field from an accredited

College or University and a minimum of three months of documented experience completing forest and or urban forest inventory data collection work.

OR

o Three years documented experience conducting forest and or urban forest inventory work.

In addition, he/she must possess demonstrable knowledge, skills, and abilities in the following areas and pass the following certifications:

Aerial photo interpretation Orienteering – ability to locate ground locations using GPS, compass, 100’ tape for traversing, photos or imagery of FIA plot locations.

Field botany including tree and invasive species identification Tree grading

Forest measurement/mensuration techniques forest insect and disease agents Basic computer skills Must pass written test certifications. One may be prior to award and one or more during annual certification process for both Urban FIA plots and P2 certifications.

Must pass field data collection certification test(s) upon completion of annual certification process to demonstrate ability to collect accurate and complete FIA data Must attend required annual certification session(s)

In the contract bid, each person that will be certified as a Crew Leader for this work should be identified by name with documentation on each individual’s specified education and experience. If plots are to be completed by more than one Crew Leader, the Crew Leader must meet Qualifications and Limitations to Key Personnel outlined above. When submitting such information ensure that the person that will be serving in a Crew Leader role are clearly noted. All such information must be included in the Experience Questionnaire – Attachment C. If more than one crew leader is dedicated to a contract each of the following sections will be evaluated based on each crew leader and the Contractor will receive the average of their scores.

CERTIFICATION:

Contractors will be required to attend certification sessions, and will be required to have a full and comprehensive understanding of all the current Field Guides used in FIA data collection. Prior to a certification session contractors will have read all current Field Guides in their entirety as well as reviewed all training tools and exercises provided them prior to certification. Contractors will be required to pass certification tests during or after each certification session, and all travel costs to and from certification sessions as well as any pre-work described here should be included in contract bid pricing.

*Important NOTICE: Nothing discussed by either the Inspector or COR during a certification or Hot Check should be considered a constructive change to the contract. Only the CO can approve a constructive change.

FIA inventory plots cannot be completed by uncertified Crew Leaders.

Additionally, FIA plots cannot be completed by subcontracting this work to uncertified crew leaders in the current NRS Urban FIA Field Guides.

Tardiness to certification is not tolerated and will result in up to 100% of bid price to attend certification not being paid to contractor.

Base Year of Contract:

Once awarded the contract, anyone completing data collection on Urban FIA plots as a Crew Leader must be certified in the FIA data collection procedures defined in the current NRS Urban FIA Plots Field Guide for a given fiscal year. The location of the training session will be dependent upon the awarded contractor’s experience level with FIA. For those certified in the current version of the NRS P2 Field Guide (V7.0), the certification session will occur in Rochester, NY in the spring of 2016 and will be a 5 day session to certify for the Urban FIA Filed Guide. For contractors who are not currently certified in the current version of the NRS P2 or Urban FIA Plots Field Guide, we expect this session to be a full two week session, ten hour days Monday through Friday, covering P2 plot and P2 Urban protocols. The location of this session will be in St. Louis or Springfield Missouri.

Bid pricing for the base year certification should reflect the required certification location and number of days.

Certification of contractors already certified in National FIA Field Guide Version 6.0 or greater will be reduced to 1- 5 days. Part of the certification process will be passing a written as well as a field test demonstrating the ability to fulfil contract requirements.

The Forest Service may not hold more than one annual P2 Urban Plot certification session for this contract. The certification session will be for uncertified potential Crew Leaders and for certified Crew Leaders that were certified National FIA Field Guide Version 6.0 or greater. If a Contractor has more than one Crew Leader identified in his or her bid, each must be certified to collect data on FIA plots. If the individual(s) need to obtain certification, this should be included in the bid price under B.2 OFFER FOR DATA COLLECTION. The cost for each contract employee that needs certification should be included in this section.

For the base year of this contract, the Forest Service will certify up to two Crew Leaders.

Option Years Certification:

For option years, annual certification will require reviewing the current NRS Urban FIA Plots Field Guide. When the next known substantial change to the NRS Urban FIA Plots Field Guide occurs, a multi-day certification session may be required. All costs associated with attending certification sessions will be at the Contractor’s expense (lodging, meals, mileage, etc.), and bidders should assume that certification will occur outside the cities of Baltimore, Philadelphia, Dover and Trenton but within 500 miles of the border of any of these four cities.

Length of certification sessions in option years will vary in option years depending on the needs of the Forest Service. Contractors will be expected to attend certification annually as the Forest Service dictates. These costs should be included in the contractors bid pricing as described below under “Certification bid price under B.2

OFFER FOR DATA COLLECTION.

Uncertified FIA contractors in NRS Urban FIA Plots Field Guide will also be required to have from 6 to 12 plots completed as Hot Checks at the start of plot work. The exact number is at the discretion of the Forest Service. A Hot Check is where a NRS quality control crew will be on plot with the contractor to inspect work as it is completed, help make any corrections needed and answer any questions contractor has.

If the awarded contractor is currently certified in NRS Urban FIA Plots Field Guide, they will have a reduced certification session lasting 1-5 days. Certified contractors may require 3 to 6 plots completed as Hot Checks at the start of plot work at the discretion of the Forest Service.

The Forest Service will certify crew leaders based on the number of plots offered in each option year.

The maximum number of certified crew leaders will be the total urban plot number in each option year divided by 75. For the base year of this contract, this number will be rounded up to 2 crew leaders.

Failure to pass certification requirements at certification session(s)

If a potential Crew Leader is unable to pass certification, NRS FIA may provide one week of one-on-one data collection review with a FIA QA inspector who will perform Hot Checks with the Crew Leader as soon as the Forest Service can provide this additional certification effort. A recertification, including a field and written certification test will then be administered, after which the COR will determine whether the contractor meets certification standards and is able to continue with the contract.