AG-6395-S-15-0045_EAB_Survey_TN.pdf

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APHIS-MRPBS-ASD-6395

100 N 6TH STREET

Butler Square, 5th Floor ASD Procurement Branch

USDA APHIS MRPBS

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115310

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10. THIS ACQUISITION ISCODE

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14. METHOD OF SOLICITATION

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02/12/2015 1500 CT

01/27/2015

612-336-3404NATHAN JOHNSON

(No collect calls)

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FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

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AG-6395-S-15-0045

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1 36 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

MINNEAPOLIS MN 55403

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36 2 of

AG-6395-S-15-0045 EAB Survey Tennessee

1.0 Price Schedule

Line Item Description Quantity Price Total

0001 Install EAB Traps 2015* 1301

0002 Check EAB Traps 2015 1301

0003 Check and Remove EAB Traps 2015 1301

(option) Install EAB Traps 2016 1301

(option) Check EAB Traps 2016 1301

(option)

Check and Remove EAB Traps 2016 1301

(option) Install EAB Traps 2017 1301

(option) Check EAB Traps 2017 1301

(option)

Check and Remove EAB Traps 2017 1301

(option) Install EAB Traps 2018 1301

(option) Check EAB Traps 2018 1301

(option)

Check and Remove EAB Traps 2018 1301

Total *In 2015 no Green Funnel Traps will be placed by a contractor

This is firm fixed unit price service contract with options for Emerald Ash Borer Beetle (EAB) surveys in the State of Tennessee.

All trap quantities are estimates. The price schedule will use the base year quantities for traps for the option years. If actual quantities differ by +/- 15% a negotiation of unit prices based on actual costs may occur.

1.1 Schedule Notes

(a) In accordance with FAR 52.212-1 (b)(10) Please ensure your firms provides past performance references.

(b) In accordance with FAR 52.212-1 (b) (8) A completed copy of the representation and certifications at FAR 52.212-3 is required with submission of quote.

(c) This is a best value acquisition. See 1.2 below and 52.212-2 Evaluation of Commercial Items.

1.2 Evaluation Factors for Award and Required Submittals

In this acquisition, the Government will obtain best value by using the Tradeoff Process source selection approach defined at FAR 15.101-1; i.e., an approach which permits tradeoffs among cost or price and non-cost factors and allows the Government to accept other than the lowest priced proposal.

The following information is required to be submitted in order to be eligible for award. Submittal evaluation will occur in accordance with FAR 13.106-2; see also clause 52.212-2 Evaluation – Commercial Items.

1) Completed Price schedule (Item 1.0 above)

2) Technical Experience

a. Narrative showing experience supervising and conducting insect trapping/identification.

This shall include references who can verify the work (see 5 below)

i. Higher ratings will be given for

1. More recent experience

2. Experience on projects of similar size and scope (e.g., a $10,000 contract for insect evaluation will not be given the same weight as a $1 million contract for the same services).

3. Experience at the Federal or State level

4. Experience conducting insect surveys

a. Higher ratings for experience with the Emerald Ash Borer Beetle

5. Familiarity with the region

3) Resume or Curriculum Vitae of Project Manager(s) (Key Personnel)

a. Higher ratings will be given to Project manager(s) with experience in supervising and conducting insect trapping and identification.

4) Quality Assurance Plan

a. Narrative or sample plan on how the company intends to ensure quality assurance (i.e., verification that the traps are placed and checked).

5) Three (3) to five (5) past performance references (Past Performance)

a. Past performance is a measure of the degree to which an offeror has satisfied customers in the past, and complied with federal, state, and local laws and regulations. References can be the same as provided for technical experience and shall include:

i. Project title or name

ii. Total dollar value

iii. Date(s) of performance

iv. Point of contact

1. Name

2. Title

3. Phone Number

4. Email address (if available)

Past performance and technical capability (technical experience, key personnel, and quality assurance plan) when combined are approximately equal to price.

1.2.1 Questions

All questions must be submitted via email no later than 04 February 2015 to:

nathan.d.johnson@aphis.usda.gov

1.2.2 Quote due date, time, and format.

Quotes are due via email no later than 12 February 2015 at 1500 central time. It is the contractor’s responsibility to ensure quotes are received on time. When submitting via email please note that file size limitations, formatting, or other problems may hamper receipt so please verify that the contracting officer has received your quote.

USDA APHIS MRPBS

Nathan Johnson – Contracting 100 North 6th Street Suite 510 – C Butler Square Minneapolis, MN 55403

(612) 336-3404 (phone)

(612) 336-3550 (fax) nathan.d.johnson@aphis.usda.gov

2.0 Background

Survey for emerald ash borer (EAB) has undergone an evolution of tactics, scope, and application since its discovery in 2002. Survey was originally based on visually detectable symptoms (exit holes, bark cracks, epicormic branching, woodpecker feeding sites, etc.) to determine presence or absence of EAB.

Visual survey was applied at various levels of intensity and with various techniques (e.g., ground surveys, ladders, climbing devices, bucket trucks). Overall results were poor and newly infested areas were often left undiscovered. It soon became apparent that destructive sampling of suspect trees was necessary.

Artificially stressed (girdled) trap trees offered an alternative to visual survey and were adopted program-wide in 2005. This technique was an improvement for defining or delimiting the extent of an EAB infestation and was used to evaluate areas treated for EAB (eradication cuts). Trap trees, however, are expensive to establish and evaluate, and offer liability problems for workers and the public.

Uniformity of survey is also an issue because of difference in size, species, and locations of trees as well as methodology and timing of stressing prior to flight.

Continued developments in trap and lure design enabled the EAB Program to implement a survey based on attractant-baited traps in 2008. Traps offer several advantages over trap trees including lower cost, uniformity of sampling unit, greater safety, fewer logistical problems, and more precision in sampling.

Based on the positive results and feedback from the trap-based 2008 through 2014 surveys, APHIS’s 2015 EAB National survey will continue to rely primarily on purple prism traps. However, a limited number of Lindgren green multi-funnel traps (approximately 2,000) will also be incorporated into the national survey design. The green Lindgren funnel trap exhibits higher catch rates than the purple prism trap and can be reused from year to year but requires more frequent monitoring than the prism traps.

Since 2012, trap placement has been based on a survey sampling design developed in collaboration between the APHIS EAB Program and the U.S. Forest Service’s Forest Health Technology Enterprise

Team (FHTET). The 2015 EAB survey will use the similar methodology. This computer-generated EAB survey sampling design product combines a scientific model of the likelihood of detecting EAB with historical program data and regulatory knowledge. Very simply stated, the survey sampling design model will pre-select geographic locations (cells) to deploy EAB traps resulting in the highest probability of pest detection. The expected benefit of the 2015 EAB survey is three-fold:

• To increase the number of instances of successful EAB detections outside the known infested area

• To improve land managers capability of detecting EAB close to the date of a new attack

• To find locations that are best suited to implement controls

The changes are reflected below and can be found, in detail, at:

http://www.aphis.usda.gov/plant_health/plant_pest_info/emerald_ash_b/index.shtml

Prior to 2012, the criteria for dispersal of EAB traps combined grid-based and high risk historical program data and regulatory knowledge. Starting in 2012 trap placement is based on a survey sampling design developed in collaboration between the APHIS EAB Program and the U.S. Forest Service’s Forest Health Technology Enterprise Team (FHTET). This computer-generated EAB survey sampling design product combines a scientific model of the likelihood of detecting EAB with historical program data and regulatory knowledge. Very simply stated the survey sampling design model pre-selects geographic locations (cells) to deploy EAB traps resulting in the highest probability of pest detection. The expected benefit of the 2012 EAB survey method is three-fold:

• To increase the number of instances of successful EAB detections

• To improve land managers capability of detecting EAB close to the date of a new attack

• To find locations that are best suited to implement controls

For additional information see Appendix A: Details of Survey Sampling Design Construction.

2.1 Survey Objectives

In 2015, the EAB Program seeks to conduct a national survey to determine whether additional pockets of infestation may exist undetected surrounding the known infested areas, to better define the leading edge, and to identify areas for biological control and mitigation activities. This 20,000-trap survey will target sites at risk for the introduction and establishment of EAB through risk-based modelling. In addition, the highly visible survey supports public outreach thereby increasing awareness and reporting of the pest. Each State will receive a list of trap locations (cells) designated by latitude, longitude, and county. A trap will be set in each one square kilometer cell. The criteria for trap placement within each designated cell are provided in the Trap Placement Protocols section of this document.

3.0 Conducting surveys and inspections

In general, the Contractor is responsible for the following activities

• Identification of most suitable site and tree within the designated cell

• Placement and maintenance of traps

• Inspection and disposal of traps

• Visual survey of the environment for ash trees exhibiting signs and symptoms of EAB in proximity of the traps.

• Distribution of educational material where appropriate (supplied by APHIS)

Research indicates that an accumulation of 450 growing degree days (base 50oF) results in initial emergence of EAB adults. Traps should be placed just prior to 450 growing degree days (GDD) and lure replacement is recommended to occur just prior to the 60 day expiration date (see Appendix C for estimated date of initial emergence)

The contractor may start deploying traps on for the second full week in March. USDA preference is for the traps to be deployed in April but all traps must be deployed prior to or as close as possible to 450 growing degree day. Based on historical data the contractor must have the traps placed by May 1st for all other years.

For Purple Prism traps the EAB lures efficacy is approximately 60 days. Therefore traps shall be serviced 60 days after initial deployment. This check includes changing the lure and removing any suspect insects.

A second service check shall occur approximately 60 days later (120 total days after initial deployment) and entails the retrieval of all the traps and checking for any suspect EAB. Regardless of the initial placement date and the first check date the traps shall not be removed prior to 1500 growing degree days or August 1st whichever is LATER. Based on historical data 1500 growing degrees is reached in late July or early August.

For Green Funnel Traps the EAB lures efficacy is approximately 60 days. Therefore lures shall be serviced 60 days after initial deployment. This check includes changing the lure and removing any suspect insects.

Service checks shall occur every 14-21 days after initial deployment and entails the checking for any suspect EAB and replenishment or replacement of polypropylene glycol in the collection cup. Regardless of the initial placement date and the first check date the traps shall not be removed prior to 1500 growing degree days or August 1st whichever is LATER. Based on historical data 1500 growing degrees is reached in late July or early August.

If necessary the contractor shall rehang and/or relocate traps that are reported as fallen or placed in locations not desired by property owners.

These dates are subject to change based on scientific data outlining the growing degree modeling for each location (see Appendix C)

The contractor has the option of attending a USDA sponsored training session, if necessary, to learn specifics about EAB survey methodology.

3.0.1 Definition of a growing degree day:

The index is computed by subtracting a base temperature of 50°F from the average of the maximum and minimum temperatures for the day.

Example:

High ( 72F ) + Low (42F) _____________________ - 50 F = 7 growing degree days

3.1 Trap Placement

The APHIS PPQ/FHTET sampling design generates a science-based, objective survey. The sampling design identifies cell locations for the placement of traps with each cell identified by latitude and longitude and county and state.

Trap placement shall be coordinated with the USDA State Plant Health Director (SPHD) who will provide overall coordination between the State Plant Regulatory Officials (SPRO), Tribal Governments (where Tribal lands are involved), other Federal, State, and local agencies, and non-governmental organizations (e.g., the Contractor) involved in the program. To ensure the highest probability of detecting EAB, traps should be set in trees that meet the criteria as described in section 3.5 Trap Placement and 3.1.3 High Risk Facilities.

The list of trap cell locations generated by the survey sampling design includes the latitude and longitude for the center point of each cell in which a trap is to be placed. Navigating to each cell will require the use of a global positioning system (GPS) unit. Set-up and guidance information for GPS units is provided in Appendix B.

GPS coordinates will be provided in decimal format to at least four digits past the decimal; for example,

42.1234 and -76.1234.

52.211-18 Clause Variation in Estimated Quantity applies to this acquisition. The numbers contained in the price schedule above are estimates (due to Omits, Voids, or Declined – see 3.1.1).

Companies will be paid for actual traps placed. The Contractor will NOT be paid for cells that are omitted, voided, or declined. The unit price will be the same for variations +/- 15%. If the number of traps is below 85% or above 115% of the estimate, the contractor or the Government can request an equitable adjustment raising or lowering the unit price as applicable.

If the number of traps is going to exceed the estimate the contractor must immediately (same business day) contact the contracting officer for additional funding.

3.1.2 Cell Designations

For various reasons it may not be possible to place a trap in a cell as designated by the survey design.

These cells must be recorded according to the following definitions:

Omitted: The cell is inaccessible – no trap can be set Voided: The cell does not contain host material – no trap can be set Declined: The cell is viable but survey resources are limited – no trap can be set

3.1.3 Alternate Cell Sites

Each State has a list of alternate cell sites equivalent to 20% of their allotted traps. This list should be used to place an omitted or voided trap at an alternate site.

Coordinate with the SPHD on placement of traps in Alternate Cell Sites

3.1.4 High Risk Facilities

In cells where high-risk facilities or conditions are present and suitable ash trees are located, traps should be located in an ash tree as near as possible to the high risk facility. Prioritized high risk facilities include:

1. Campground, recreation area, cottage community, summer camp

2. Major transportation artery, rest area, truck stop

3. Sawmill, firewood dealer, nursery, tree care company

4. Recently landscaped residential and commercial property

5. Site of high attendance/ high profile cultural event: Pow-wow ground, hunting lodge, NASCAR track, horse trail ride site, motor cross site, rafting and fishing camp

3.1.5 Destructive Sampling

While the Contractor is not responsible for destructive sampling if they discover a tree exhibiting two or more of the symptoms listed below they should refer that tree (GPS location) to the SPHD office

• Canopy stress/dieback

• Epicormic shoots/suckering

• Bark splits

• Woodpecker damage

• D-shaped exit holes (3-4 mm diameter)

• Serpentine larval galleries

3.2 Equipment

3.2.1 Items Supplied by the Government

If an item is not listed below it will not be provided by the Government.

Traps Lures Spreaders Limb hangers “Do not disturb” sign Survey Guidelines Trapping Protocol Trapping material list

3.2.2 Non-Government Supplied Items

While this list is not all inclusive (and not all items may be necessary) below are some of the items the Contractor is responsible to provide in order to conduct the survey.

Cable ties (6” long for lure attachment) Propylene glycol (RV anti-freeze - ethanol free) Paper cone paint filters Telescoping pole (see 3.5 below) Throw rope Throw bag Cable ties (4 feet long - 2/trap to be fastened to tree) Parchment or wax paper Utility Knife Forceps, Bioquip #4750 - rounded end featherwight.

Small plastic zipper bag

i. snack size bag--available from any grocery store (6.5 in x 3.25 in)

ii. GSA plastic bag #8105-00-837-7753 (4 in x 4 in) Data label -- should be printed on a 2"x 4" shipping label Permanent magic marker or pencil Hand Cleaner – Mechanic’s hand cream cleaner, such as Gojo, baby oil, mineral oil (paper towels will also be necessary) Examination gloves (vinyl, nitrile, or latex) Small ground tarp (to avoid trap soiling during examination)

3.3 Prism Traps

3.3.1 Assembly

A prism trap consisting of three 14” x 24” panels with several holes for trap and lure attachment (Fig. 1) will be used. The trap is constructed from a sheet of pre-glued purple corrugated plastic. An instructional video detailing trap assembly and use can be found under News and Information – fifth bullet at:

http://www.aphis.usda.gov/plant_health/plant_pest_info/emerald_ash_b/index.shtml

After the trap is assembled into its prism shape, spreaders are attached to the trap at holes labeled (3) in Fig. 1. Lures are attached to a loop on the spreader using a cable tie (Fig. 2).

FIGURE 1: Prism trap diagram http://www.aphis.usda.gov/plant_health/plant_pest_info/emerald_ash_b/index.shtml

FIGURE 2: Lures hung from loop on spreader using a cable tie

3.3.2 Lures

Two separate pouches of lure are recommended to be attached to each trap. One pouch will contain Manuka oil while the other will contain Z-3 Hexanol. The lures provided by commercial firms are produced as a pouch and designed to last in the field for 60 days. Lure attachments to the trap should be reinforced with duct tape placed at the very top to ensure continued attachment during heavy weather. Do not cover the lure with duct tape as that will inhibit the release of the lure. If possible, any unused lure remaining at the end of the trapping season should be stored (refrigerated or frozen) for future use in EAB surveys.

3.3.3 Trap Installation

Traps must be placed in ash trees (Fraxinus spp.). If possible, ash trees should be 8” or greater in diameter with larger or largest ash tree in a stand of trees located along edges, in open areas, or in open stands such as in parks. Traps should be placed in the lower to mid canopy, but with the bottom edge of the trap no lower than five feet above the ground. They should be placed on the sunny side of the tree, most typically, the south or southwest side.

FIGURE 3: Trap hung using a telescoping pole

A wire hanger will be used to hang traps (Fig. 3). An 8’ telescoping pole that extends to 23’+ and can be fitted with a hook to place the trap in one of the lower limbs is recommended.

Several sources, including “Mr. Long Arm”, are available at:

Home Depot Lowes Amazon http://www.excelsails.com/telescopingextensionpoles.htm http://www.briarwoodproducts.com/newtools.htm http://www.woosterbrush.com/products.asp?=200

The full extension of the pole may be necessary. Alternately, if all limbs are too high to reach with a pole, a throw line may be tossed over a limb, and a rope with a trap attached may be hoisted up into the canopy (Fig. 4).

FIGURE 4: Trap hung using a rope

3.3.4 Trap Maintenance

The EAB lures efficacy is approximately 60 days. Therefore traps shall be serviced as close as possible to 60 days after initial deployment. This check includes changing the lure and removing any suspect insects

3.3.5 Servicing traps

1) Check traps for EAB (see 3.7.2 Sample Submission)

a) Traps will be checked for target specimens (first level screening) and any suspects should be place in a vial with 70% ethanol, labeled with date and trap number, and submitted per 3.7.2 Sample Submission

2) Cleaning and renewal of glued surface if loaded with debris;

3) Replacement of glued surface if traps are dirty, damaged or water-logged;

4) Replace/repair trap parts as needed (wire supports, plastic spacers, fasteners, etc.)

http://www.excelsails.com/telescopingextensionpoles.htm_ http://www.briarwoodproducts.com/newtools.htm_ http://www.woosterbrush.com/products.asp?=200

If trap surfaces are loaded with debris, they should be renewed by removing the debris and scraping the glue. Scraping can be accomplished with a trowel or putty knife. If necessary, glue can be added using a paint roller or trowel. The glued surface should remain intact throughout the season unless a trap is allowed to come in repeated contact with an adjacent branch or tree bole.

3.4 Green Funnel Traps

3.4.1 Lures

A (Z)-3-hexanol lure pouch should be hung from the lower loop of the prism trap spreader or from one of the holes used for peg attachment near the top of the multi-funnel trap with a small plastic cable tie.

The lure should be changed after 60 days.

3.4.2 Timing of Trap Placement

The timing for placement of Lindgren green multi-funnel traps is identical to the purple prism trap.

Research indicates that an accumulation of 450 growing degree days (base 50oF) results in initial emergence of EAB adults. Traps should be placed just prior to 450 growing degree days (GDD) and lure replacement is recommended to occur just prior to the 60 day expiration date. In order to assist States with timing of trap placement, a map of the conterminous U.S. depicting predictive bands of initial emergence are appended to this document (Please see page 20 for GDD map). Appendix C (see page

17) defines, by state, when initial emergence is predicted to occur.

3.4.3 Trap

The trap is constructed from 12 green plastic funnels with a green dome-shaped top and a plastic collection cup at the bottom. Trap funnels and the dome are held together by black pegs. The collection cup is secured to the bottom with a twist-on motion. An eye screw at the top of the trap is used for rope attachment (see below). Multi-funnel traps are pre-assembled and pre-coated in a 1:1 solution of Fluon before shipment to field locations. The Fluon application provides a slippery surface that assists with the capture of EAB. Due to the modular nature of the traps, some minor assembly may be required.

FIGURE 5: Multi-funnel traps hanging in ash trees

3.4.4 Trap hanging

A rope should be thrown over a branch at approximately 16-26’ above the ground. The branch should be alive and sturdy (> 2” diameter), as smaller or dead branches could snap under the weight of the trap. An arborist throw weight (12, 14, or 16 oz.) can be tied to one end of the rope. Take care to clear the rope from all lower branches so that the trap can be pulled up and down like an elevator when servicing. The rope should have a clear path to the ground. The trap may need to be raised and lowered at an angle from the tree to accomplish this. Give yourself enough slack so that you can tie the rope to an adjacent tree.

A knot, similar to the one shown here is the preferred method:

(http://www.fieldandstream.com/photos/gallery/fishing/bass/where-fish/2009/02/strongest-fishing-knots)

Using these knots, tie the rope to two points on each trap. For the multi-funnel trap these points are the top metal hanger and one of the three holes on the bottom funnel used for peg attachment. The knot is important as high winds will sometimes cause the traps to come down if the knots are not tied properly.

When hanging the traps try to rest the top of the trap against the bottom of the tree limb. This should prevent the rope from twisting on itself. When attaching the collection cup, take care to make sure that it is securely attached to the bottom funnel.

FIGURE 6. Green multi-funnel trap with attachment points for ropes and lures.

http://www.fieldandstream.com/photos/gallery/fishing/bass/where-fish/2009/02/strongest-fishing-knots http://www.fieldandstream.com/photos/gallery/fishing/bass/where-fish/2009/02/strongest-fishing-knots

Prior to raising the trap, in the tree, fill the cup with approximately 2 inches of propylene glycol (RV antifreeze; usually pink in color). Do NOT use any product containing ethanol as products containing this will evaporate over time, especially in hot, dry climates or under drought conditions. Propylene glycol should not be diluted with water prior to filling the cup as it will be diluted by rainwater over time.

Once the trap is hoisted, tie it off to a tree (the one it is hanging from will work for this). Take care when tying this rope off to place it out of the reach of children or others who may want to pull it down.

3.4.5 Trap checking

When checking the multi-funnel trap, the contents of the trap should be poured through a paper filter.

A paper cone paint strainer is the preferred method, although a coffee filter may also work but will retain more moisture. The strainer should then be placed inside a leak proof plastic bag. While wire closed bags (e.g., Whirlpaks) are the preferred method, a plastic zipper (e.g., Ziploc) bag will also work.

Please make sure to label and seal the bag completely to prevent leaks. A small amount (one teaspoon) of ethanol may be added to the bag to help preserve the specimens for sorting in the lab. As long as the liquid in the cup is still pink, and does not smell too badly, it can be re-used instead of discarded during traps checks. Place a propylene glycol collection container under the filter when pouring out the sample.

FIGURE 7. Paper cone paint strainer containing a sample of beetles

3.4.6 Trap Placement

Traps must be placed in ash trees (Fraxinus spp.). If possible, ash trees should be 8” or greater in diameter with larger or largest ash tree in a stand of trees located along edges, in open areas, or in open stands such as in parks within the grid cell. Traps should be placed in the lower to mid canopy, but with the bottom edge of the trap no lower than five feet above the ground. They should be placed on the sunny side of the tree, most typically, the south or southwest side.

3.4.7 Trap Maintenance

The lure will last approximately 60 days and should be replaced just prior to expiration. Multi-funnel traps should be checked every two-three weeks (and any insects that are captured should be collected).

When reattaching cups please make sure that all pegs are securely locked in place as they may come loose under some weather conditions.

3.4.8 Servicing traps

1) Check traps every two-three weeks for EAB (see 3.6 Sample Submission)

a) Traps will be checked for target specimens (first level screening) and any suspects should be place in a vial with 70% ethanol, labeled with date and trap number, and submitted per 3.6 Sample Submission

2) Cleaning of collection cup and renewal of propylene glycol (RV anti-freeze; ethanol free);

3) Replace/repair trap parts as needed (wire supports, plastic spacers, fasteners, etc.)

3.5 Sign Placement

A 3”x5” survey sign (Fig. 5) will be provided and should be prominently displayed on the tree after the trap is set.

3.6 Sample Submission

Any suspect Buprestidae adult or suspect adult EAB specimen collected from a trap in a non-quarantined county should be placed in a dry vial. Using Tanglefoot from the trap, stick the specimen to the side of the vial and/or gently pad with soft tissue placed into the vial on top of the specimen(s) to prevent damage during shipping. Larval samples need to be shipped in a vial containing 70% ethanol. (If guidance is needed on proper packaging to ship larvae in ethanol, please contact your local PPQ Safety Coordinator.) All suspect specimens should be delivered to Dr. James Zablotny along with a completed “Specimens for Determination” PPQ form 391. Be sure to include any survey record number and/or GPS coordinates on the PPQ form 391 so identified specimens can be linked to survey records.

FIGURE 8: Survey sign

Dr. James Zablotny

USDA, APHIS, PPQ

11200 Metro Airport Center Drive, Suite 140 Romulus, MI 48174 Phone: 734-942-9005 E-mail: james.e.zablotny@aphis.usda.gov

Dr. Zablotny will make a determination and send specimens to the Systematic Entomology Laboratory (SEL), if necessary, for initial State detection confirmation.

Any suspect Buprestidae adult or suspect EAB specimen collected from a trap in a quarantined county should be placed in a dry vial. Using Tanglefoot from the trap, stick the specimen to the side of the vial and/or gently pad with soft tissue placed into the vial on top of the specimen(s) to prevent damage during shipping. Larval samples need to be shipped in a vial containing 70% ethanol. (If guidance is needed on proper packaging to ship larvae in ethanol, please contact your local PPQ Safety Coordinator.) All suspect specimens should be delivered to Mr. Bobby Brown along with a completed “Specimens for Determination” PPQ form 391. Be sure to include any survey record number and/or GPS coordinates on the PPQ form 391 so identified specimens can be linked to survey records.

Mr. Bobby Brown

USDA, APHIS, PPQ

901 W. State Street Smith Hall, Purdue University West Lafayette, IN 47907-2089 Phone: 765-496-9673 E-mail: robert.c.brown@aphis.usda.gov

Specimens shall be kept in a cool location (36 to 45 degrees F) such as a refrigerator to prevent deterioration until they can be examined and processed. Do not freeze specimens unless it is necessary to kill adults still alive in the traps.

PPQ office in Tennessee will be notified of any suspect specimen submissions by COB on the day of submitting the sample.

3.7 Trap Removal

Regardless of the initial placement date and the first check date the traps shall not be removed prior to 1500 growing degree days or August 1st whichever is LATER.

Checking for any suspect EAB (per instructions above) shall also shall occur at this time.

3.7.1 Purple Prism Trap Disposal

The contractor, at their own expense, will remove and dispose of all traps at the end of the survey.

While the polypropylene material of the traps is recyclable, the glue that is adhered to the panels renders the traps undesirable to most recyclers. Alternatively, one may seek a user of waste fuel material for trap disposition. Hangers and spreaders are reusable and should be retained for future use mailto:james.e.zablotny@aphis.usda.gov

(returned to the SPHD or stored by the Contractor until the next survey year). Hangers and spreaders that cannot be reused should be recycled.

3.7.2 Green Funnel Trap Disposal

The contractor, at their own expense, will remove all traps at the end of the survey. Multi-funnel traps are designed to be used over several field seasons. At the end of the season, the collection cups may be gently scrubbed, and dirt may be wiped away from funnels with a cloth (take care not to remove too much of the slippery Fluon coating). Traps will collapse into a smaller form for storage and subsequent reuse.

3.8 Data Management Structure for Emerald Ash Borer (EAB)

Data management will be compiled by the Contractor and will be entered into the APHIS IPHIS database via one of the four data entry methods listed below.

Access to IPHIS does not require Virtual Private Network access therefore anyone with internet access and an eAuthentication login will have access to IPHIS.

People without an eAuthentication username and password will need to register at http://www.eauth.egov.usda.gov/

After receiving network access, a username, and password for IPHIS, users can log into the system and utilize any (or all) of the four (4) data entry methods. These tools include; IPHIS web interface, Field Adaptable Survey Tool (FAST) desktop application, a FAST PDA (Personal Data Assistant) software application, and an Excel spreadsheet upload. The web upload tool, an Excel spreadsheet, to be used for submission to IPHIS, is available at:

http://www.aphis.usda.gov/plant_health/plant_pest_info/emerald_ash_b/index.shtml

Note: IPHIS can receive up to 500 uploaded records in a spreadsheet at one time.

We will no longer ask surveyors to collect symptom data. There are several data fields in IPHIS which were added starting with the 2012 EAB survey. These include: (1) a field for cells that are omitted, voided, and declined, (2) a field to identify and record the relocated traps due to omits and voids, and

(3) an expanded field for comments.

We encourage users to use the PDA portion of IPHIS, but understand organizations have existing tools and/or applications used to collect data in the field. Organizations utilizing methods other than the PDA (paper, spread sheets, or third party software platforms) can enter data directly into the web interface or “bulk” upload data from flat file spread sheets using the web upload tool. The Contractor must upload data within two weeks after all traps in a county are set and again when all traps are removed.

The actual final trap placement data will also be supplied to the local PPQ office in Tennessee.

http://www.eauth.egov.usda.gov/

Technical Support 1 (888) 272-3181 (Available: 8am – 8pm EST) eAppshelp@3ht.com

Dave Kowalski IPHIS Data Manager

(970) 494-7510 David.G.Kowalski@aphis.usda.gov

4.0 CONTRACT ADMINISTRATION

4.1 Invoicing Information

Invoices shall be submitted through the Invoice Processing Platform (www.ipp.gov)

Invoices may be processed upon completion of each of the 3 phases: trap placement, the first trap check, and the second trap check and removal of the traps (e.g., 1/3 of the total per trap price). Copies of the invoices must be emailed to the COR and Program Office:

4.2 Contracting Officers Representative

The Contracting Officer will designate a Contracting Officer’s Representative (COR) at the time of award. The COR will be the Contractor’s local Government contact for contracts awarded against this requirement.

The COR is responsible for monitoring the performance of work under contracts awarded as written in the contract. In no event, however, will any understanding, agreement, modification, change order, or other matter deviating from the terms of the contract be effective or binding upon the Government unless advance authorization is received from the Contracting Officer, and proper contractual documents executed by the Contracting Officer prior to performing the work.

The COR shall inform the contracting Officer as soon as possible of any understandings, tentative agreements, recommended modifications, and actions or inactions of the Contractor or the Government which could impact the Contractor’s ability to comply with the contract performance requirements or completion times.

Whenever, in the opinion of the Contractor, the COR requests effort outside the scope of the contract, the Contractor shall so advise the COR. If the COR persists and there still exists a disagreement as to proper contractual coverage, the Contracting Officer shall be notified immediately.

PROCEEDING WITH WORK WITHOUT PROPER CONTRACTUAL COVERAGE AND APPROVAL OF THE

CONTRACTING OFFICER COULD RESULT IN A BREACH OF CONTRACT AND NONPAYMENT.

An exception will be considered by the Contracting Officer for additional work determined necessary by the COR after contract work hours, or on Saturday, Sunday, or Holidays, provided the additional work is within the scope of the contract. If additional work within the scope of the contract is required outside mailto:eAppshelp@3ht.com mailto:David.G.Kowalski@aphis.usda.gov contract work hours, the Contractor and the COR shall inform the Contracting Officer on the next business day of the circumstances, and request issuance of a contract modification.

The designation (delegation of authority) shall be provided in writing to the COR and the Contractor.

The delegation of authority shall clearly explain the COR’s role and responsibility on the contract, and limitations of authority.

The following contacts are the only persons authorized to interact with the contractor on this contract:

1. Contracting Officer – For contract related issues:

Nathan Johnson, Contracting Officer – (612) 336-3404

2. Contracting Officers Representative (COR):

TBD

5.0 Contract Clauses

5.1 Contract Clauses Included by Reference

52.211-18 Variation in estimated quantity (Apr 1984)

52.212-4 Contract Terms and Conditions—Commercial Items (Sep 2013).

52.245-1 Government Property (Jun 2007)

52.245-9 Use and Charges (Apr 2012)

52.232-40 Providing Accelerated Payments to Small Business Subcontractors. (Dec 2013)

5.2 Contract Clauses Included by Full Text

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders— Commercial Items (Jan 2014)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).

___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).

(2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).

(3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

X__ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402).

http://www.acquisition.gov/Far/current/html/52_222.html%23wp1151848 http://uscode.house.gov/ http://www.acquisition.gov/Far/current/html/52_222.html%23wp1151848 http://uscode.house.gov/ http://www.acquisition.gov/Far/current/html/52_233_240.html%23wp1113329 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t29t32+1665+30++%2831%29%20%20AND%20%28%2831%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20 http://www.acquisition.gov/Far/current/html/52_233_240.html%23wp1113344 http://www.acquisition.gov/Far/current/html/52_200_206.html%23wp1137622 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t41t42+2+13++%2841%29%20%20AND%20%28%2841%29%20ADJ%20USC%29%3ACITE%20%20%20%20%20%20%20%20%20 http://uscode.house.gov/uscode-cgi/fastweb.exe?getdoc+uscview+t09t12+37+408++%2810%29%20%252

X__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub.

L. 109-282) (31 U.S.C. 6101 note).

X__ (6) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).

X__ (12)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).

X__ (14) 52.219-8, Utilization of Small Business Concerns (Jul 2013) (15 U.S.C. 637(d)(2) and (3)).

X__ (17) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)).

X__ (23) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C.

632(a)(2)).

X__ (26) 52.222-3, Convict Labor (June 2003) (E.O. 11755).

X__ (27) 52.222-19, Child Labor—Cooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).

X__ (28) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).

X__ (29) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).

X__ (30) 52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212).

X__ (31) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).

X__ (32) 52.222-37, Employment Reports on Veterans (Sep 2010) (38 U.S.C. 4212).

X__ (33) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).

X__ (34) 52.222-54, Employment Eligibility Verification (Aug 2013). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)

X__ (38) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513).

X__ (39) 52.225-1, Buy American Act—Supplies (Feb 2009) (41 U.S.C. 10a-10d).

X__ (42) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.’s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).

X__ (48) 52.232-33, Payment by Electronic Funds Transfer—System for Award Management (Jul 2013) (31 U.S.C. 3332).

(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:

[Contracting Officer check as appropriate.] X__ (1) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.).

WD 98-0637 (Rev.-28)

X__ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

Forestry Technician WG-8 Forestry Equipment Operator WG-6

X__ (3) 52.222-43, Fair Labor Standards Act and Service Contract Act—Price Adjustment (Multiple Year and Option Contracts) (Sep 2009) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).

X__ (7) 52.222-17, Nondisplacement of Qualified Workers (Jan 2013) (E.O.13495).

(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records—Negotiation.

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(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor’s directly pertinent records involving transactions related to this contract.

(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract.