SOW.docx

SOL NO: AG-4419-S-10-0564

UNIT: USFS (R9)

PROJ NAME: Phase 2 TRACS Surveys on Various Forest

CIM-0900-8T-473-0900-04

CIM-0900-8T-473-0900-04

Phase 2: TRACS Surveys on Various Forests

SCOPE OF CONTRACT:

BACKGROUND:

The Eastern Region of the US Forest Service has approximately 17,000 miles of trail divided into approximately 11,000 trail segments. Trails have Trail Management Objectives (TMOs), which are fundamental building blocks for trails management. TMOs must be in place prior to additional trail inventories. Trail inventories, assessments and identification of tasks provide managers with an opportunity to make sure that they have a current, working knowledge of their trail systems. These surveys are called Trail Assessment and Condition Surveys (TRACS). The TRACS inventory system is a method for gathering credible data on National Forest system trails. This data is subsequently stored in the National Forest system-wide Infra data base and provides trail-specific field data needed for program management and planning.

SCOPE OF CONTRACT:

The Contractor shall furnish all labor, equipment, transportation, supervision, supplies, incidentals, and perform all work necessary to conduct Trail Assessment and Condition Surveys (TRACS) survey and productivity factors in compliance with terms, specifications, conditions, and provisions of this solicitation.

BASIS OF AWARD:

Award will be made on a best value to the government determination. Offers may be submitted for any and/or all items. The government may make single or multiple awards, each in varying quantity.

LOCATION AND DESCRIPTION:

The project is located on a variety of National Forest (NF) system trails within the Allegheny National Forest (NF), Hoosier NF, Huron-Manistee NF, and the Wayne NF.

1. A summary of trail type and miles by National Forest is included in the attached exhibit.

2. Vicinity maps are included in the attached exhibit, showing the National Forest locations.

3. Work will consist of accessing the identified trails and the systematic collection and recording of trail data through the TRACS process.

Trail Accessibility:

The trailheads are accessible via native surface, gravel or bituminous roads within the National Forests. Motorized trails are accessible via the appropriate designated motorized vehicle, i.e., an all terrain vehicle (ATV) may be used on a designated ATV trail. Non-motorized trails may be accessed by hiking, biking and/or horses – motorized vehicles are not permitted. Trails in wilderness are accessible only by non-motorized and non-mechanical means. Most snowmobile trails are only accessible during the winter with frozen ground conditions and a snow pack.

Trail Class:

Trails are assigned within a trail class based on the level of develoment. A trail class is the prescribed scale of trail development, representing the intended design and management standards of the trail. Trail Class 2 is a simple/minor develoment Trail. Trail Class 3 is a developed/improved trail. Trail Class 4 is a highly developed trail.

TECHNICAL SPECIFICATIONS:

A. Trail Location Information:

A specific list of trails and map(s) to be inventoried will be provided by each forest. Please see the schedule of items for the type and miles of trail per each National Forest (NF), also please see the Vicinity Map attachment for the NF locations.

B. Survey Technique:

All sampling protocols for this TRACS contract will follow those found in the Forest Service TRACS 2008 User Guide. The forest service will provide a copy of guide at the pre-bid meeting.

This contract is specific for the TRACS 2008 User Guide chapters on TRACS Surveys and TRACS Productivity Factors. Contractors should read these detailed procedures before submitting costs for this contract. Following is the Table of Contents with the TRACS Survey and TRACS Productivity Factors chapters. These two chapters will demonstrate specifics of this contract. The handbook as a whole is important to understanding other details such as the data dictionary and context of TRACS in the National Forests system. .

Data within the TRACS Survey and Productivity Factors chapters will be expected to be inventoried. Soil type, (within the Productivity Factors chapter), will not be inventoried within this contract.

Below is the Table of Contents for the TRACS 2008 User Guide, indicating the TRACS Survey and Productivity Factors Chapters.

C. Recording Instructions

The Contractor will receive the TRACS Data Dictionary before starting work. TRACS survey forms v4.0 (Structured Form) will be used. TRACS survey data will be entered directly into a handheld personal data recorder provided by the contractor. The TRACS data will also be transferred onto hard copy forms and provided to the Forest Service COR.

Class 4 trails that are designated as handicapped accessible must be inventoried with a cyclometer. This method of measurement is more accurate in terms of location than the GPS unit.

D. Qualifications

The success of this trail inventory is dependent primarily on the Contractor’s professionalism and expertise. It is necessary that the Contractor and staff meet certain standards. Minimum standards of knowledge and equipment for each crew and member are outlined below.

1. Background in trails management or relevant engineering experience.

2. Electronic capability to utilize the TRACS data dictionary and GPS.

3. Necessary equipment, as described below.

4. Successful completion of the TRACS Training Course. The contractor will be expected to attend a mandatory TRACS training course offered at a date and location specified by the Government.

The Contractor shall designate crew leaders for each crew. The crew leader shall be the individual responsible for ensuring trail inventory data are taken in accordance with the accuracy standards. The Contractor will agree to use only personnel meeting these qualifications for performance of the work specified herein.

DATA COLLECTON SPECIFICATIONS

Specific protocols for the collection of data follow.

The appropriate survey methods and expected data accuracy and specificity, based on the Trail Class follows. Following is a Trail Survey Matrix table. For additional information, refer to the TRACS 2008 User Guide.

Recommended Survey Accuracy and Specificity

(1) Survey Method: Most efficient method that accomplishes identified accuracies.

(2) TRACS data collected via GPS must meet agency GIS standards. This usually includes differential correction and editing for multi-pathing, spiking, and degraded satellite coverage.

(3) Measurement Interval: Maximum interval between collecting a full set of survey points for Typical Grade, Typical Width, Obstacles, Typical Cross Slope, and applicable Features and Tasks. If an element (e.g. Typical Grade) changes more frequently than the maximum interval, record those changes based on the CASM accuracy identified for that element.

(4) Typical Grade: Initiate new survey segment when Typical Grade changes by this amount.

(5) Typical Width: Initiate new survey segment when Typical Width changes by this amount.

(6) Obstacles: For those defined in the TRACS User Guide

(7) Typical Cross Slope: Accuracy of Rise over Run measurement across Typical Tread Width.

(8) Grouping Features & Tasks: Features and Tasks can be grouped within survey segment

(a) Trail Class: The prescribed scale of trail development, representing the intended design and management standards of the trail. Trail Class 2 is a simple/minor develoment Trail. Trail Class 3 is a developed/improved trail. Trail Class 4 is a highly developed trail.

Compliance Inspection

The Contracting Officer Representative (COR) will by formal review determine if the specified progress and methods of work are being carried out. Failure to comply with specified work standards may be cause for termination of the Contractor’s right to proceed.

Equipment Necessary

· GPS receivers such as Trimble or Topcom.

· Clinometer (if not using an electronic device such as Topcom)

· Software that can download field data directly as a shape file

· Camera capable of linking with GPS coordinates

· Cyclometer

· Other miscellaneous items to enable field work and data recording

Inspection of Work

The Government will inspect the TRACS data to determine compliance with contract specifications and to provide a basis for payment. The Contractor shall submit completed TRACS data every 14 days during the contract period. The work completed in each 14 day period will constitute a “block”.

Completed work, consisting of required hard copy TRACS forms and the final CD of TRACS electronic information, will be turned in to the designated National Forest COR for inspection. Each National Forest within this contract has a different COR. Inspection will be only made on completed trails. At least 5% of the trail miles within a block on each National Forest within this contract will be selected for inspection to determine if the prescribed work standards have been met. This will constitute the minimum trail sample inspection for determining satisfactory performance. Each sample will be judged acceptable or unacceptable based on the 5% inspection.

The Government will make the initial inspection of selected trails within each block without cost to the Contractor. If the TRACS must be re-done, no charge will be made for the first rework inspection on the Contractor’s first work block. Thereafter, any re-inspection required due to the Contractor reworking a block will be at the Contractor’s expense. Re-inspection charges may include, but are not limited to: inspector’s wages for travel time to and from the work site; inspector’s wages to re-inspect; per diem cost (meals, lodging, field costs); COR wages; and vehicle use rate and mileage.

Determination of Acceptable Work

An inspection will be performed by the Government for evaluation of contract specification compliance. The following will be used for determination of acceptable or unacceptable work.

1. Pass-fail check of specified standards and procedures for each trail. Specified standards can be seen in the following table. Data not meeting these standards will be returned to the Contractor for rework. Following is a hand-completed example of an appropriate form.

2. TRACS forms deficient in the following specifications are unacceptable on a “pass-fail” basis and will be returned to the Contractor with the entire block for rework. The determination of noncompliance with the following four items may be made during the office edit or during field inspection.

a. Data not submitted to the Forest Service in a timely manner after Contractor completion.

b. Electronic data that cannot be read by Government computers.

c. Reoccurring latitude and longitude location error of more than 10 meters.

d. TRACS data submitted with incomplete information.

Rework of Unacceptable Work

The Government reserves the right to require unacceptable blocks, as determined under Section C. Determination of Acceptable Work, to be reworked. Upon written notification by the Contracting Officer (CO) that the TRACS data is unacceptable, the Contractor may be required to complete and submit rework before beginning work on another block. In case of data errors, the Government can require that they be corrected.

1. Correction of data errors (note: “Forms” refers to the TRACS forms). Only the TRACS Survey Forms Version 4.0 is being used under this contract.

· For failure of data on the Form: correct individual items or measurement in the form that failed.

· For failure of data across forms: correct all items and measurements on all forms.

2. Correction of Trail location errors:

Incorrectly located trails shall be relocated and sampled.

The Government may re-inspect blocks of data that have been reworked to determine compliance.

If reworked and re-inspected blocks fail during the first re-inspection, additional rework may be allowed at the discretion of the CO. Failure to pass inspection may result in contract default.

Demonstration of Inspection Procedures

Upon written request from the Contractor, the Government will perform on re-inspection of one sample of a trail at no cost to the Contractor as an example of inspection procedures and demonstration of potential problems. The Contractor shall accompany the Government on the re-inspection.

Re-inspection upon Contractor Request

If the original inspection results are not acceptable to the Contractor, a re-inspection may be requested, in writing, up to seven (7) days after receiving notification of unacceptable work. If the re-inspection confirms the results of the original inspection, the Contractor shall reimburse the Government for actual costs incurred for performing re-inspection. If re-inspection indicates that work does meet acceptable standards, the Government assumes the cost of re-inspection.

Period of Performance

The period of performance of this contract is from June 1, 2010 through December 30, 2012.

Post Award Training and Conference

A post award TRACS training and conference with the contractor is required. It will be scheduled at a date to be determined after the date of contract award. The training and conference will be held at a site to be determined.

Government Furnished Property

The Government will provide the following item(s) of Government property to the contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Property” FAR clause contained elsewhere in the contract.

1. Vicinity maps showing the locations of the trails to be inventoried on each National Forest.

2. List of trail locations with Latitude and Longitude coordinates.

3. Software for a Personal Data Recorder (PDR) for TRACS data entry with National Forest protocols.

4. TRACS Survey and Productivity Factors training materials

Above Government Furnished Property will be made available to the Contractor at the pre-work conference.

Any maps and unused Government furnished items not listed above shall be returned to the Government upon completion of the contract. Failure to do so will result in charges for replacement.

Key Personnel

a. The Contractor shall assign to this contract the following key personnel: (to be identified in the proposals)

b. During the first ninety (90) days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required by paragraph (c) below. After the initial 90 day period, the Contractor shall submit the information required by (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.

c. The contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the contractor within 15 calendar days after receipt of all required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.

METHOD OF PAYMENT

Progress payments may be made monthly on the miles of trails within completed inspection/payment blocks that have been accepted. No payment will be made for unacceptable blocks.

Deductions: Re-inspection costs will be deducted for any block that was reworked (other than the first block).

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