Attachment_1-Performance_Work_Statement.pdf

ATTACHMENT 1

TITLE: MONITOR GARRETT’S MINT

LAKE WALES NWR, FL

PERFORMANCE WORK STATEMENT

Monitoring, Status Assessment, and Development of a Site-specific Protocol to Monitor Garrett’s Mint (Dicerandra christmanii) at Lake Wales Ridge National Wildlife Refuge

Everglades Headwaters National Wildlife Refuge Complex 4055 Wildlife Way, Vero Beach, Florida

32963.

PART 1 GENERAL INFORMATION

INTRODUCTION

The U.S. Fish and Wildlife Service (Service), Everglades Headwaters National Wildlife Refuge Complex (Complex), Vero Beach, Florida, is seeking to acquire services to conduct monitoring, status assessment, and development of a site-specific protocol to monitor Garrett’s mint found on Lake Wales Ridge National Wildlife Refuge (Refuge), Sebring, Florida.

SCOPE

The project consists specifically of supplying all labor, equipment, materials and supplies necessary for monitoring Garrett’s mint as identified under the following objectives:

• Objective 1: Develop a monitoring protocol and standard operating procedure

Task 1.1: Develop a site-specific Protocol (SSP), including a detailed Standard Operating Procedure (SOP) for field data collection methods to monitor wild and outplanted populations of Garrett’s mint on the Carter Creek and Flamingo Villas Units of LWRNWR (see Attachment 4)

• Objective 2: Conduct Garrett’s mint census

Task 2.1: Conduct a census of wild and outplanted Garrett’s mint populations at Flamingo Villas and Carter Creek (see Attachment 4)

• Objective 3: Provide comprehensive report on Garrett’s mint monitoring Task 3.1: Provide a comprehensive report including an analysis of long term (all monitoring data) on Garrett’s mint on LWRNWR (see Attachment 3)

• Objective 4: Compile monitoring data Task 4.1: Compile all monitoring data for Garret’s mint including vegetative attributes and spatial distribution data in an appropriate format (Excel, Shapefile; see Attachment 3)

PERIOD OF PERFORMANCE:

The period of performance shall be 18 months from date of award.

QUALITY ASSURANCE:

The government shall evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). (QASP attached)

HOURS OF OPERATION:

The contractor is responsible for conducting business between sunrise and sundown, seven days a week, except when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons.

PLACE OF PERFORMANCE:

All monitoring work will be located at the Refuge. Comments/reports will be provided to the COR.

INSPECTION AND ACCEPTANCE:

The work shall be accepted when work is completed as described here within and in accordance with the specifications. Comments, recommendations, and/or reports must be submitted according to the schedule established by the COR. The contractor must work closely with the COR to ensure deadlines are met. Work will be inspected to assure compliance with the contract documents. However, quality control and adherence to all contract requirements is still the responsibility of the contractor. Schedule of payments will be based on acceptance of interim and final reports and associated data based on the tasks outlined in the scope.

Type of Contract: The government will award a Firm Fixed Price Contract.

Security Requirements: Contractor may be required to undergo a back-ground check.

Physical security: Not Applicable.

Key Control: Only refuge access needed, no access to facilities required.

Post Award Conference/Periodic Progress Meetings: These are not required.

Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance;

maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor’s performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and, provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

Key Personnel: The follow personnel are considered key personnel by the government: The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

The contract manager or alternate shall be available between 8:00 AM and 4:00 PM ET, Monday thru Friday, except when the government facility is closed for administrative reasons.

Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the public that they are government officials. They must also ensure that all document or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

PART 2. GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

Services: The Government will provide no services.

Facilities: The Government will provide access to the Refuge proper where all field work shall take place.

Utilities: The Government will not provide any utilities in the field.

Equipment: The Government will provide no equipment.

Materials: Not applicable

PART 7. ATTACHMENT LIST

Attachment 1: Performance Requirements Summary (PRS)

Attachment 2: Deliverables Schedule

Attachment 3: Report outline

Attachment 4: Instructions for the National Wildlife Refuge System Survey Protocol (SSP) Template

LAKE WALES NWR, FL

ATTACHMENT 1 Performance Requirements Summary (PRS)

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Tasks Performance Standard

Acceptable Quality Level

(AQL)

Surveillance Method

Positive/Negative Incentive for Meeting/Not

Meeting Performance

Standards Task 1.1 Develop monitoring protocol

Contractor shall complete PWS Task 1.1 within 18 mo.

of contract award date.

See attached survey protocol template

Review of survey protocol

Non-compliance with work schedules will result in negative performance rating

Task 2.1 Conduct census

Contractor shall complete PWS Task 1.1 within 18 mo. of contract award date.

See attached survey protocol template

Review of report with maps, photos, and GIS data

Non-compliance with work schedules will result in negative performance rating

Task 3.1 Provide comprehensive report

Contractor shall complete PWS Task 1.1 within 18 mo. of contract award date.

See report outline

Review of report with maps, photos, and GIS data

Non-compliance with work schedules will result in negative performance rating

Task 4.1 Compile monitoring data

Contractor shall complete PWS Task 1.1 within 18 mo. of contract award date.

See report outline

Review of report with maps, photos, and GIS data

Non-compliance with work schedules will result in negative performance rating

LAKE WALES NWR, FL

Attachment 2 Deliverables Schedule

Deliverable Frequency # of Copies Medium/Forma Submit To Final Report for all tasks

NLT 18 months after award

1 Electronic; MS Word; Shapefiles and/or Geodatabase ArcMap 10.3 GIS data compatible

Contracting Officer and Contracting Officer Representative

Attachment 3: Report Outline

Project Title:

USFWS Contract Number:

Principal Investigators:

Project Location:

Objectives:

Timeline:

Executive Summary

Project Background

Methods

Results

Discussion and Conclusions

Acknowledgements:

Literature Cited:

Appendices:

Figures

Maps

Picture i

Attachment 4: Instructions for the National Wildlife Refuge System Survey Protocol Template

Instructions for the National Wildlife Refuge System

Survey Protocol Template Version 3.0, Section 508 Compliant

(31 August 2020)

This document provides instructions for using the template (version 3.0) for drafting survey protocols frameworks or site-specific protocols used in the National Wildlife Refuge System (NWRS). Survey protocols are written to guide inventory and monitoring (I&M) of NWRS resources to completion, provide reliable and relevant survey results for decision making, and document practices for consistent implementation over time, by multiple parties (701 FWS 2, FWS 2013a). Guidance on the definitions, contents and format of inventory and monitoring protocols can also be found in How to Develop a Survey Protocol: A Handbook (Survey Protocol Handbook; FWS 2013a). NWRS survey protocols address eight basic elements with three other sections, Appendices, Standard Operating Procedures (SOPs) and Supplemental Materials (SMs), are filled in to guide survey implementation (FWS 2013a: 4). This template is arranged in the same order as described in the Survey Protocol Handbook. Labels of two headings were modified from those in the handbook. Microsoft Word styles are used predominately to set the format of the protocol.

Use these instructions in conjunction with the template: National Wildlife Refuge System Survey Protocol Template, version 3.0. This revision includes minor changes in formatting but main differences are the addition of IMCT reviewed recommendations provided to Element 4 by a Protocol Framework Data Management Team.

Either the Instructions document or the raw template can be used to draft a survey protocol framework or site-specific protocol, or for organizing materials considered initial survey instructions. Throughout the template and herein, italicized blue-colored font indicates specific instructions that can be removed before completing the draft. To use this document or the formal protocol template:

• replace blue-colored non-italicized font with your back-colored text;

• delete any remaining blue-colored font from the draft protocol; and

• headings in black font have been assigned a style and can remain to be reworded to retain the style assignment.

Documents created with the template or these instructions will be Section 508 compliant.

However, a few additional actions will have to be performed by the user of the template to assure https://ecos.fws.gov/ServCat/Reference/DownloadDigitalFile?code=19377&file=PolicyFinal_2013_06_18.pdf https://ecos.fws.gov/ServCat/DownloadFile/19346 https://ecos.fws.gov/ServCat/DownloadFile/19346 https://ecos.fws.gov/ServCat/DownloadFile/120579 https://ecos.fws.gov/ServCat/DownloadFile/120579 ii complete compliance. Making a document 508 compliant is done by adding instructions to a ‘software reader’ when normal text isn’t present, as in pictures or table headers placed on more than a single line. Spacing instructions in the styles are also used instead of multiple carriage returns that lead to repeated statements by the digital reader.

For 508 compliance, do the following in addition to filling in the template:

• Photos and Figures: need to be embedded into a table with a single column and row.

Select Insert > Table and the one square in the upper left corner of the window. Position the using “In Line with Text” from the Wrap Text option of Format Picture Tools, then insert the figure or photo. Provide an “Alt Text” description by right-clicking on the image and choosing Alt Text option from Format Picture. Use the alternative text to describe the view in the photograph or figure without repeating the information that is in the figure footer. Decorative images or those that do not provide any relevant information to the reader can use double quotations (“”) in the “Alt Text” description to signal blank or no information. This will not be read out loud by an electronic reader and will not generate an error for 508 compliance.

• Tables: are read left to right and top to bottom. Tables also need to be positioned in the text with Text Wrapping set to “None” in the Table Properties. Tables can be used to organize images or text or display information. When displaying information, tables must have “Repeat Header Rows” assigned by highlighting the first table row and selecting “Repeat Header Rows” from the Layout Table Tools.

• Extra spacing and carriage returns: should be less than 3 carriage returns, greater returns will generate an error by the Accessibility Checker. Additional spacing before or after a heading or line of text is applied through the Paragraph settings of the Home menu.

• Check for Issues: from the File menu on the Info tab, click Check Accessibility.

• PDF Conversion: After the document is converted to a PDF, Perform a Full Check with the Accessibility tool, under the Edit menu and “Manage Tools”.

• Additional guidance can be found at Section508.gov, Fishnet FWS Section 508, Microsoft

Accessibility Checker Rules, and Acrobat User Guide, Accessibility, Tags, and Reflow.

This template uses MS Office Word styles for the headings, line spacing and text. Assigning styles is necessary for producing a Table of Contents, auto-enumerating tables and figures, and is recommended for 508 compliance. Styles for use in NWRS protocols are prefaced with the word ‘Protocol’ and can be seen from the Home and Styles menu (corner box with downward-right arrow). As a user, you do not need to create new styles in the Style Gallery; just use the existing styles with ‘Protocol’ in the name. Typical section headings are pre-set with the correct style.

Note: The template and instructions can be used to update existing or draft protocols for 508 compliance. Before cutting and pasting blocks of text from a document that had different styles in use, make a copy of the original document, and clear all styles in the copy before transferring any material to the new template. This is because copying and pasting text with previously assigned styles from one document will be transferred to another document and will override styles with the same names. Open the Styles menu to see all of the styles that are provided in the protocol template and instructions for use. Alternatively, you can type in headers once the https://www.section508.gov/ https://fishnet.fws.doi.net/nt/fwss508/default.aspx https://support.office.com/en-us/article/rules-for-the-accessibility-checker-651e08f2-0fc3-4e10-aaca-74b4a67101c1 https://support.office.com/en-us/article/rules-for-the-accessibility-checker-651e08f2-0fc3-4e10-aaca-74b4a67101c1 https://helpx.adobe.com/acrobat/user-guide.html https://support.office.com/en-us/article/Video-Using-Styles-in-Word-9db4c0f4-2754-4294-9758-c14a0abd8cfa iii correct style is selected in the protocol template, rather than copying and pasting, to avoid over-writing of the correct style.

To use the template, fill in protocol guidance under the appropriate pre-formatted headings (below, the name of the style is shown in parentheses next to the heading, table or figure examples) or select the appropriate ‘caption’ style to create a properly numbered description of a table or figure.

Headings are designated down to 5 levels, all of which have dedicated styles,

1. All first order headings in this template use Protocol Heading 1.

2. All second order headings in this template use Protocol Heading 2 with one of four extensions, – Element, Appendix, SOP, or SM, which are linked to table titles and figure captions for each section.

3. All third order headings in this template use Protocol heading 3.

4. All fourth order headings in this template use Protocol heading 4.

5. A Fifth order headings uses PROTOCOL HEADING 5 followed by a colon and relevant text on the same line.

When drafting a protocol, please retain and address the subjects indicated by protocol headings 1 through 3. Add additional level 3-headings, or new level 4- and 5-headings as needed. If additional headings beyond the fifth order are needed, please confer with Pat Ward at NRPC as there may be styles for other headings in development and in use since this version of the template was produced.

If a style is no longer found in the Style Pane, then go to the “Apply Style” option to look for the style. Except for table and figure captions, all spacing is based on 12 pt. font size (Protocol Normal Text). There is no spacing that requires more than two carriage returns. The line space between paragraphs of Protocol Normal Text, can be set manually without calling in a style (just use two carriage returns). Margins are set to 1.0” all around. If you use the template (version 2.0) and styles, then you don’t need to fuss with these formatting details.

Spacing between lines has been automated relative to the headings and placement of text, via the style formats. Line spacing for the entire document is set at “Multiple” “1.05” to keep the text tight without chopping off the bottom parts of some lower case letters. Should you find that you need to check or correct line spacing because a style was deleted or corrupted, see Table B.1 for the guidelines on spacing between lines of text, sections or after headings. The title, Protocol Headings 1 and 2 have an extra-line of space programed in with a single carriage return after the last character of the title or heading. Text will follow immediately below level 3, 4 or 5 headings.

One line of blank space (width = 1.05) is placed manually between paragraphs of normal text (i.e., two returns after the last punctuation mark of a paragraph). Spacing between lines within the same paragraph or set of bullets is set to single line spacing. Within a line of text, preference is to use one space between a period and start of subsequent sentence. Elements (1—8) can start on a new page or after 2 lines of space following the end of the previous Element; author’s choice.

mailto:patrick_ward@fws.gov iv v

Use the following symbols for connecting words, phrases or denoting sequential series of items:

• ‘-‘ Hyphen (from the upper row on keyboard) for connecting words and making nouns or quantities into adjectives (e.g., 5-m2 plot versus the plot area was 5 m2);

• ‘–‘ En Dash (Times New Roman 12 pt) for series of pages in references or range of quantities (Journal of Fish and Wildlife Management 18:4–21);

• ‘—‘ Em Dash (Times New Roman 12 pt) for connecting phrases or thoughts in a sentence, defining symbols or codes in tables or figures, or expressing time periods DateA through DateB (20 May—20 June).

Tables and figures are numbered according to the section of occurrence (Element number, Appendix letter, SOP and SM number). Hence, styles for table or figure titles are named and assigned according to a protocol section (Appendix B).

Page numbers should be continuous through the document. The instructions document and the formal template are set to use the styles and page numbering of the entire document. Hence, all sections or supplemental materials should be included in a single document. Otherwise, starting page numbers for separated materials will have to be entered in the Contents section through manual editing.

References should follow the format provided in the Journal of Fish and Wildlife put out by the US Fish and Wildlife Service (see Element 8: References, below).

Use of styles permits generation of a Table of Contents (TOC; required) and Lists of Tables or Figures (both optional) with the correct page location in the document. The sections or items in the respective lists are hot linked to the beginning of the topic the document.

Follow the more detailed instructions about formatting and notes on content below to capitalize on the time-saving features in the template.

Note: cutting and pasting text from another version of a protocol can carry over previously used styles, thereby cluttering the style gallery and confounding the style choices. To avoid this:

1. make a copy of the previous version of the document from which you wish to cut and transfer text;

2. clear all the styles in the copied document;

3. make sure the font of all text in the body of the original document is Times New Roman

12 point font;

4. copy and paste the text (but not the headings) from the copied document into the Survey

Protocol Template (Version 2.0).

5. while the transferred text is highlighted, assign the style labeled ‘Protocol: Normal Text’ from the Styles pane and avoid modifying the preformatted heading styles;

6. for table and figure captions, select the relevant style then copy/cut and paste the caption next to the table or figure designation, using the paste for ‘Merging Format’ option.

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After first use of the template, which is a MS Office Template Document (.dotx), the document will open as and become a .docx file.

Examples of completed survey protocol frameworks or site-specific survey protocols can be found is ServCat. Earlier versions of the protocols may show slight differences in appearance to a protocol developed from this version (3.0) of the protocol template.

Questions and comments on use or ways to improve the template instructions can be directed to Pat “Ranger” Ward (970) 266-2940, patrick_ward@fws.gov.

https://ecos.fws.gov/ServCat/SavedSearch/Profile/167 https://ecos.fws.gov/ServCat/SavedSearch/Profile/165 mailto:patrick_ward@fws.gov ii

Survey Protocol Title (Protocol Title) Region or Station Name (Protocol Subtitle) (See instructions and examples of titles and subtitles on next page) Survey ID Number: XXXXXXXXXX-000 (Protocol Survey ID No) ONLY for Site-specific Survey Protocol. Get from PRIMR record.

This number is assigned and output from PRIMR; it consists of the FBMS Cost Center No. plus a unique survey number for a Station generated and archived in PRIMR.

Cover Photo(s) with border – height ~5.0” width ~6.5”:

Delete this text box and insert the cover photo directly into the table created on this title page. To add a border, from the MS Word “Format – Picture Tools” tab, select a

1.5 pt weight in the “Picture Border” menu option.

For Section 508 compliance:

• select the image and from the “Format – Picture Tools” tab, select “In Line with

Text” in the “Wrap Text” option;

• right-click on the image, select “Format Picture” and add the “Alt Text” description.

• if additional description to a visually challenged reader is not needed for an image, use double quotation (“”) in the “Alt Text” description field.

Update the cover photo credit information at the bottom of the following post-cover page. Make sure to delete all explanatory text currently shown in blue font.

Bottom of cover page on one line:

Version X.X (see versioning rules on signature page) Month Year

U.S. Fish and Wildlife Service U.S. Department of the Interior

National Wildlife Refuge System iii

Use the following conventions for the protocol title (choose 1 of the phrases in parentheses):

For a protocol framework: (Regional; National) Protocol Framework for the (Inventory;

Monitoring; Inventory and Monitoring) of (give name of natural resource)

Example 1: National Protocol Framework for the Inventory and Monitoring of Shore Birds Example 2: Southwest Regional Protocol Framework for Monitoring Populations of Lesser

Prairie Chickens Example 3: Midwest Regional Protocol Framework for Inventory of Amphibians

For site-specific protocol: Site-specific Protocol for (Inventory; Monitoring; Inventory and Monitoring) of (give name of natural resource)

Example 1: Site-specific Protocol for the Inventory and Monitoring of Shore Birds:

Blackwater National Wildlife Refuge Survey ID Number: FF05RBLK00-XXX

Example 2: Site-specific Protocol for Monitoring Abundance of a Lesser Prairie Chicken Population: Muleshoe National Wildlife Refuge Survey ID Number: FF02RTMU00-XXX

Example 3: Site-specific Protocol for Inventory of Amphibians: Muscatatuck National Wildlife Refuge Survey ID Number: FF03RMSC00-XXX

Delete this page when done assigning title.

iv

ON THE COVER This stays here on the post-cover page. (Protocol Inside Cover Heading) Description of image/photo used on front cover (Protocol Inside Cover Text) Photograph by: (name of person or courtesy of name of park (Protocol Inside Cover Text) Make this item the last line of the page by using the Paragraph Line Spacing Options and adding the appropriate amount of spacing before. The amount of spacing will vary based on the available space preceding. Using the Paragraph Line Spacing Options is for 508 compliance.

v

NWRS Survey Protocol Signature Page (Protocol Heading 1) Use this form for approving I&M Survey Protocol Frameworks or Site-specific survey protocols.

The scope of the protocol will determine the signing official, as explained in the footnotes. Only two signatures are required, one for submitting and one for approval. Once signed, scan the form as an image and replace this blank form. The new image needs the form contents provided in Alt Text Description.

Protocol Title:

Version1 :

Station Name:

Authors and Affiliations

Approvals

Action Appropriate Signature/Name Date Survey Coordinator2 Submitted by:

Zone I&M3 or equivalent Approval:

Usually approves Site-specific survey protocols, especially those developed from frameworks

Regional I&M4 Approval:

Approves Regional Survey Protocol Frameworks or Original Site-specific survey protocols

National I&M5 Approval: Approves National Survey Protocol Frameworks

Version1 Date Author Change Made Reason for Change

1 Version is a decimal number with the number left of decimal place indicating the number of times this protocol has been approved (e.g., first approved version is 1.0.; prior to first approval all versions are 0.x; after first approval, all minor changes are indicated as version 1. x until the second approval and signature, which establishes version 2.0, and so on). Only two signatures are required: one from the submitter (lead author)2 one from the approving official, which is dictated by the scope of the protocol3,4,5.

2 Signature of station or I&M representative designated lead in development of a site-specific survey protocol.

3 Signature signifies approval of a site-specific survey protocol.

4 Signature by Regional I&M Coordinator signifies approval of a protocol framework to be used at multiple stations within a Region.

5 Signature by National I&M Coordinator signifies approval of a protocol used at multiple stations from two or more Regions.

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Survey Protocol Summary (Protocol Heading 1) This section serves as the abstract and should provide a good summary for anyone that is searching for a protocol to use or build upon. First, mention any source protocol (e.g., framework or other site-specific survey protocol of another station) that was copied to draft the protocol being developed. Then, provide a brief description of survey purpose and subject matter, within the protocol. Summarize the following:

• General objectives or side boards of objectives for frameworks; SMART objectives for site-specific versions

• Type of survey

• The biological community, habitats, species or abiotic attributes (Resources or Concern-

ROC) targeted in the survey

• General sampling design (e.g., randomly allocated transects in habitat strata, 0.25 acre-plots placed systematically, etc.)

• Advocated methods (e.g., live-trapping, mark-recapture, or counts, etc.)

• Frequency of measurement and/or timing

• Estimates of total time and monetary costs (including data management, analysis, and reporting) per year or per sample unit.

• Any limitations of the protocol (e.g., use in a particular environment, cost, specialized expertise or equipment) that may inhibit completion of an effective survey.

Limit the length of the Protocol Summary to approximately 400 words. (Protocol Summary text)

Make the ‘suggested citation’ and protocol URL aligned to the bottom margin of the page by using the Paragraph Line Spacing Options and adding the appropriate amount of spacing before paragraph. The amount of spacing will vary based on the remaining spacing after the Suggested citation. Using the Paragraph Line Spacing Options avoids repeated blank characters which is for 508 compliance.

Suggested citation: (Protocol Normal Text + bold) Author1-last name first and middle initials (together, no space or period), Author2-last name first and middle initials (together, no space or period), Author3-last name first and middle initials (together, no space or period), Last Author-last name first and middle initials (together, no space, no ‘and’). Year Published. Title. Edition or Version. Publishing location (City, State, Country— if needed to identify city): followed by publisher name (if site specific survey protocol or Regional protocol framework, use: name of Regional Office; if National protocol framework:

use Fort Collins, Colorado: US Fish and Wildlife Service, Natural Resources Program Center).

For example suggested citation for these template instructions:

US Fish and Wildlife Service. 2020. Instructions for National Wildlife Refuge System Survey Protocol Template. Version 3.0. Fort Collins, Colorado: US Fish and Wildlife Service, Natural Resources Program Center.

This protocol is available from ServCat [URL for ServCat metadata record] (Protocol Inside Cover Text) vii

Description of image/photo, including name of person(s) being dedicated (Protocol Inside Cover Text)

Acknowledgments (Protocol Heading 1) Use this section to acknowledge contributions to the completion of the protocol. If based on another protocol or protocol framework, then acknowledge the authors and use of that protocol here. List names and affiliation of those providing support for developing this protocol, as well as, reviewers and editors. Include names of field technicians that helped to test early versions of a protocol. Example:

This template was adopted from a template developed for reporting Technical Reports or Long-term Monitoring Protocols by the National Park Service. The template was initially modified and provided by Jennifer Smetzer and Bill Thompson of Legacy Region 5 of the National Wildlife Refuge System. Subsequent to drafting of the Survey Protocol Handbook, Sean Blomquist (Region 3 I&M) and Pat Ward (Natural Resources Program Center, I&M, National Wildlife Refuge System [NRPC]) modified the template to match format suggested in that Survey Protocol Handbook (USFWS 2014). Jana Newman and Lee O’Brien (NRPC) provided thoughtful reviews. Cindy Hoang (NRPC) modified version 1.4 to create Section 508 compliant documents and enhance auto-formatting of tables and figures and Pat Ward and Cindy Hoang (NRPC) revised the instructions for version 2.0. Pat Ward revised version 3.0 to include additional guidance for data management in Element 4. Peter Dratch, Lee O’Brien and Todd Sutherland kindly reviewed the draft guidance for version 3.0. Thanks also to all those using the template to produce survey protocols and providing feedback to improve this tool.

Optional, Dedication Photo(s) Here:

Use this part of the acknowledgments page to feature a dedication to biologists or technical matter experts that have pioneered or devoted significant time to developing and/or refining the methods described in the protocol.

For Section 508 compliance:

• select the image and from the “Format – Picture Tools” tab, select “In Line with Text” in the “Wrap Text” option;

• right-click on the image, select “Format Picture” and add the “Alt Text” description of what can be seen in the picture.

• Decorative images or images that do not provide any use to the reader will use double quotation (“”) in the “Alt Text” description field.

Provide an appropriate caption below the picture(s), but before the Acknowledgments header.

Remove the text with blue font viii

The Table of Contents (TOC) is recommended for all survey protocols, and should always begin at the top of a new page.

You can exercise some creative license with the level of detail you would like to show in the Table of Contents. The easiest way to create the table of contents is to Update the provided TOC in this template after the draft of the protocol is complete. The TOC is built from assigned styles, so if a section is missing, check to see if it was assigned the correct style. The resulting TOC can then be edited to your liking, after the final update. To re-set the formatting for the TOC levels you will need to review creating a Table of Contents

For protocols that have more than five Appendices, SOPs, or SMs, consider listing only the title (Protocol Heading 2) and deleting level 3 headings in those sections from the updated TOC.

Some tips for shaping appearance of the TOC after updating:

• 12-Point Times New Roman font is recommended for all entries (but make this change after final TOC is generated).

• Likewise, pre-set or alter the line spacing and indentation according to your view of an effective presentation (Table B.1).

• Multiple Contents pages should begin with “(Continued)” at the top left-side of the continued Table of Contents.

To automatically update the Table of Contents shown on the next page (page vii):

1. Apply the appropriate MS Word Styles provided in this template to your chapter and sub-chapter headings (e.g., Protocol Heading 1, Protocol Heading 2, Protocol Heading 3, etc.).

2. Right-click on the list of contents and select “Update Field/Update Entire Table”.

3. Adjustments, like ruler indents or shortening titles that wrap to 2 lines, or to line spacing, can be made by direct edits after “updating” the final Table of Contents or you can pre-program the look by re-creating the initial set up of the TOC. You can also delete subheadings; however, any post-editing will re-appear after every update if the TOC level is identified in the Table of Contents Options. Therefore, it is recommended to perform the update after all changes are final in the latest version of the protocol.

Undesignating a given level of heading from the set-up will keep it from appearing after updating the Table of Contents.

Make sure to delete all explanatory blue colored text

Headers and Footers The only guidance on headers or footers in the top and bottom margins of each page is the assignment and style of page numbers, set in the center of the footer. Page numbers are assigned in the templates.

See the examples herein. Authors can use headers of their choice. Time Roman italic 12-pt is the recommended font.

https://support.microsoft.com/en-us/help/285059/how-to-create-a-table-of-contents-by-marking-text-in-word ix

Contents (Protocol Heading 1) NWRS Survey Protocol Signature Page (Protocol Heading 1) ...................................................... v

Survey Protocol Summary (Protocol Heading 1) .......................................................................... vi

Acknowledgments (Protocol Heading 1) ...................................................................................... vii

Contents (Protocol Heading 1)....................................................................................................... ix

List of Tables (Protocol Heading 1) (Optional) ............................................................................. xi

List of Figures (Protocol Heading 1) (Optional)............................................................................ xi

Narrative (Protocol Heading 1)

Element 1: Introduction (Protocol Heading 2 – Element) Background (Protocol Heading 3) Objectives (Protocol Heading 3)

Element 2: Sampling (Protocol Heading 2 – Element) Sample design (Protocol Heading 3) Sampling units, sample frame, and target universe (Protocol Heading 3) Sample selection and size (Protocol Heading 3) Survey timing and schedule (Protocol Heading 3) Sources of error (Protocol Heading 3)

Element 3: Field Methods and Processing of Collected Materials (Protocol Heading 2 – Element)

Pre-survey logistics and preparation (Protocol Heading 3) Establishment of sampling units (Protocol Heading 3) Data collection procedures (field, lab) (Protocol Heading 3) Processing of collected materials (Protocol Heading 3) End-of-season procedures (Protocol Heading 3)

Element 4: Data Management and Analysis (Protocol Heading 2 – Element) Data entry, verification, and editing (Protocol Heading 3) Metadata (Protocol Heading 3) Data security and archiving (Protocol Heading 3) Analysis methods (Protocol Heading 3) Software (Protocol Heading 3)

Element 5: Reporting (Protocol Heading 2 – Element) Implications and application (Protocol Heading 3) Reporting schedule (Protocol Heading 3) Report distribution (Protocol Heading 3)

Continued x

Element 6: Personnel Requirements and Training (Protocol Heading 2 – Element) Roles and responsibilities (Protocol Heading 3) Qualifications (Protocol Heading 3) Training (Protocol Heading 3)

Element 7: Operational Requirements (Protocol Heading 2 – Element) Budget (Protocol Heading 3) Staff time (Protocol Heading 3) Schedule (Protocol Heading 3) Coordination (Protocol Heading 3)

Element 8: References (Protocol Heading 2 – Element)

Appendices (Protocol Heading 1)

Appendix A: Formatting Appendices (Protocol Heading 2 – Appendix)

Appendix B: Formatting Line Spacing (Protocol Heading 2 – Appendix)

Appendix C: Formatting Tables and Figures (Protocol Heading 2 – Appendix)

Standard Operating Procedures (SOP) (Protocol Heading 1)

SOP 1: Example SOP for Choosing a Sampling Design (Protocol Heading 2 – SOP)

SOP 2: Conducting a Data Collection Task (Protocol Heading 2)

Supplemental Materials (SM) (Protocol Heading 1)

SM 1: Types of Supporting Documents (Protocol Heading 2 – SM) xi

Lists of tables and figures are optional. These lists are linked to the ‘Protocol –Table Title’ and ‘Protocol –Figure Caption’ styles in use. Update these lists at the end of the protocol development by right-clicking on the list and select ‘Update Field’. As with the Contents section, above, add or remove line spacing or indentation to configure the length and appearance of the listings. Font sizes, color and bolding should appear as shown below.

List of Tables (Protocol Heading 1) (Optional) Table 4.1. A template and example of an Appendix or Supplemental Materials table that cross-walks taxonomic codes and names in survey data to the FWS species standard

Table 4.2. Metadata for a PRIMR survey record, corresponding content in a protocol framework and potential for developing PRIMR record template

Table 4.3. Example table for describing products associated with given protocol with their metadata standard and record identifier in the USFWS Service Catalog, ServCat

Table 4.4. A data dictionary template for describing data fields and entry instructions for guiding data collection, or viewing when given an alias in the data management system (in this example, AGOL)

Table 5.1. Types of reports or other survey products for disseminating survey results

Table 7.1. Template for summarizing total annual costs and staff time needed to complete a survey, estimated from averages across years

Table 7.2. Template for summarizing estimates of annual costs and staff time for all phases of a survey

Table B.1. Paragraph spacing window settings for line spacing by location in the protocol

Table C.1. Numbering system for tables presented in the different sections of a survey protocol.

Numbering sequence (n) is chronological within each protocol section

Table C.2. The example below provides a table template with this font and heading style, cell contents and footnote

Table C.3. Example of a more complex table presented on a landscape layout page (Protocol Table Title – Appendix)

List of Figures (Protocol Heading 1) (Optional) Figure C.1. Applying Protocol Figure Caption for a List of Figures

Figure SOP 1.1. Diagram of macro-grid 10 km by 10 km, with mini-grids marked in gray

Figure SOP 1.2. Proposed sampling rotation for landbird monitoring

Narrative (Protocol Heading 1) Introduction (Protocol Heading 2 – Element)

Include the background, history and objectives of the survey protocol. See the Survey Protocol Handbook for the fundamental information to include in each section.

Background (Protocol Heading 3) Provide enough background and history to understand why the I&M activity (survey) is needed and any benchmark decisions, studies, or other activities that were key to developing the design, methodology or other guidance provided in the protocol. If the survey is part of a larger program, mention the program by name but avoid describing history of the program—focus on the inventory and/or monitoring segment of a larger program or adaptive management project.

Objectives (Protocol Heading 3) Direct the reader to the statement of objectives. Strive to give SMART Objectives (specific, measurable, achievable, results-oriented, time-fixed; Taylor and Paveglio 2017:27). For protocol frameworks, objectives may not be as specific as those for site-specific versions. Nonetheless, frameworks will have a class or group of objectives for the surveys guided by the framework.

Provide the side-boards of survey goals and objectives by narrowing general descriptions of survey purpose and attributes. One technique is to give examples of SMART objectives for commonly conducted surveys supported by the framework (see Loges et al. 2018: Box 1.1).

Because a protocol framework is a tool to aid rapid development and review of a site-specific version, a framework should be written with as much detail on the objectives and guidance as possible, while maintaining general applicability to all surveys that can be guided by the framework. For Site-specific Survey Protocols give SMART objectives with maximum detail for:

• what is being measured

• where

• duration or applicable time period

• for what purpose (including scope of inference)

End this section or start the next section (Element 2) with a list of attributes and units of measure for each attribute targeted for measurement. Also, give reasons for why select attributes are being measured relative to the survey objectives. Use a table or bullets when multiple attributes are being measured under the same sampling design. Minimally, include, name of the attribute, type of measurement with units of measure, and relationship of the attribute to purpose or survey objective(s).

There are three types of objectives that should be described somewhere in a protocol:

1. Management or conservation objectives (mentioned in Element 1)

2. Survey/Sampling objectives (can be in Element 1 or initial paragraph of Element 2)

3. Analytical objectives (Element 2 or Element 4).

http://ecos.fws.gov/ServCatFiles/Reference/Holding/19346 http://ecos.fws.gov/ServCatFiles/Reference/Holding/19346

Each objective should lead to the next one and be given as specifically (SMART) as possible. A useful set of objectives will allow the reader to understand how the analytical results are tied back to the conservation and survey objectives. In some cases, the information that imparts the SMART details for survey, sampling and analytical objectives can be combined and succinctly stated for each attribute targeted for inventory or monitoring (e.g., Loges et al. 2018: Box 1.1).

Consult with I&M staff on content and detail of good objective statements. With useful, detailed objectives, protocol guidance will be much easier to develop and more useful for gauging whether the survey is designed to produce the desired information (Reynolds et al. 2016).

Sampling (Protocol Heading 2 – Element)

This section is used to describe the sampling process for the inventory or monitoring activity guided in the protocol. Unless a census or complete count or measurement of every member of a population can be assured, then sampling is used to gather data that is used to quantify surveyed the surveyed attributes. If a census is conducted, then sampling is not involved and parameters that quantify the survey attributes do not require estimates or statistical tests for comparison.

Thus, if you conducted a census, state that here and document why you believe you detected, counted and/or measured all objects of the population you are inventorying or monitoring in the section titled Sample selection and size. Some of the other sections relevant to sampling can then be addressed with a statement like “Not applicable, conducted a census.”

Sampling is the process of determining where on the geographic landscape, or which subjects of a target population or universe should be measured (or classified). Sampling is therefore a selection process, and should not be confused with the measuring process. The process for measuring or counting objects is covered in Element 3.

When the design does not follow a theoretically derived procedure, for example, sites for taking measurements or counting were not randomly or systematically selected, then indicate why and how you selected the places where you measured the focal attributes. Sometimes this is referred to as ‘convenience sampling,’ meaning you picked the locations because it looked good and you had easy access. Inferences from non-theoretically derived sampling are limited to the precise place where the data were collected or objects you measured, and likely do not represent a larger target population. Note that ‘convenience’ sampling entails selection without knowing the probability of a sample unit being selected. More importantly, convenience sampling does not allow reliable extrapolation of results or conclusions beyond the set of measured objects.

Sample design (Protocol Heading 3) Staff that will be analyzing and reporting the survey results will need to know the features of the sampling design. Use figures or pictures where ever possible, like to show arrangement and relative size of sampling units. For example, see SM 1 and SOP 1 of the monarch monitoring protocol framework. Good reviews of the types of sampling designs, or sample units can be found in Thompson et al. (1992), Elzinga et al. (2001), and Robertson et al. (2013).

For NWRS protocols, a sampling design provides maximum utility if it comes from sampling theory. A useful design allows one to select a smaller set of objects (for surveys, usually sites or https://ecos.fws.gov/ServCat/Reference/Profile/115363 individuals to be measured or counted) and be confident that the sample is representative of a larger population of interest. If you are writing a protocol and you don’t know how samples were chosen or the rationale for the selection, just state so when addressing this section. Alert the analysist and reporter that conclusions should therefore be limited to the places or objects that were measured or counted, and not extrapolated to a larger population or universe. Otherwise, describe the sampling design by detailing the procedures and approach used to choose the locations (or subjects) where biological or physical attributes will be measured. Include the reasoning for using the described design and a source that explains its properties. If sample unit selection does not follow a theoretically derived approach (e.g., random, systematic, clustered, adaptive, generalized random tessellation stratified [GRTS] selection) then describe how the samples are selected (i.e., for convenience or access).

Frameworks should include selection results from at least the first stage or level of a multi-level or multi-stage sampling designs (e.g., selection of candidate areas, cells or blocks of land for sampling North American Bats; Loeb et al. 2015). Depending on the design and scope of inference to be made from the results, more detailed information on how to select specific sampling locations at second or third stages can be provided in a protocol framework without presenting the results of the selection process. A graphic showing the higher stage processes or decision trees map may suffice. For example, see Supplemental Materials 1 of the protocol framework that describes monitoring of monarch butterflies and requisite plants. More detailed diagrams for each stage of selection can go into an SOP for sample selection if the process is complex or multi-staged. Site-specific Survey Protocols should provide a map of selected sample units, and ideally a link to a geospatial data file in ServCat or other database service used to make the map.

Sampling units, sample frame, and target universe (Protocol Heading 3) Describe the sampling unit (for each stage of the sampling design),…