B08 140L6321Q0019 - Attachment 01 - SOW.pdf

BLM Alaska Solicitation: 140L6321Q0019 – NPR-A Working Group Facilitation

Statement of Work

Coordination & Facilitation of National Petroleum Reserve-Alaska, Working Group

Annual (In-Person) and Monthly (Teleconference) Meetings

Bureau of Land Management Alaska

Contents

1.0 Background

2.0 Objective

3.0 Requirements and Deliverables

Appendix A: NPR-A Working Group Fact Sheet

Appendix B: BLM Instructions for Transcription Work

1.0 Background

The Bureau of Land Management (BLM) National Petroleum Reserve in Alaska (NPR-A) Working Group (WG) is made up of main entities from all 8 North Slope Borough communities (tribal governments, Alaska Native ANCSA corporations, city governments) and North Slope regional entities (See Appendix A: NPR-A Fact Sheet).

The WG was established by Secretary Salazar in the Record of Decision (ROD) for the 2013 NPR-A Integrated Activity Plan/Environmental Impact Statement (NPR-A IAP/EIS). The ROD states that the WG will formally provide for a continuing dialogue with all North Slope entities and ensure that BLM managers understand the economic, subsistence, and wider social interests in activities in NPR-A, and gather scientific and traditional ecological knowledge related to key issues that arise during implementation of the IAP and other activities including leasing, exploration, proposed development, subsistence and wildlife issues and related matters.

The Working Group has regular monthly telephonic meetings and also would like to meet in person once per year. This statement of work pertains to both the monthly telephonic meetings as well as the annual in-person meeting.

The NPR-A Working Group requires professional facilitation to manage the monthly meetings.

Currently the meetings are telephonic only, but could include use of video conferencing (ex:

Microsoft Teams or Zoom) as well.

Monthly virtual meetings are currently scheduled for the third Thursday of the month at 9 AM for 2-3 hours. Each meeting requires approximately 15 hours of prep work and 15 hours of follow-up work. Monthly meetings are to be held 12 months of the year and the face-to-face meeting is held once per year.

The annual (in person) meeting dates have not been determined yet. This meeting may be 1-2 days in duration and would most likely occur in Utqiagvik, Fairbanks, or Anchorage.

The benefits and feasibility of implementing a third-party support service are clear: professional facilitators currently manage other similar groups in Alaska that have a strong history of collaboration with the BLM. The BLM’s goal is to maintain a separation regarding operational control and management of this group.

2.0 Objectives

1. Manage all aspects of Working Group membership, meetings, agendas and notes.

2. Coordinate and facilitate the NPR-A Working Group monthly telephonic meetings.

3. Coordinate travel arrangements for group members and facilitate one in-person NPR-A

Working Group meeting per year (in either Utqiagvik, Anchorage, or Fairbanks).

3.0 Requirements and Deliverables

Duties will include everything described in, but may not be limited to, the Scope of Work described below.

Regular coordination and duties for monthly telephonic meetings:

1. Maintain a current list of WG members and alternates.

2. Maintain an updated email and phone number list for working group members and alternates.

a. This is an ongoing task. Entity leaders change regularly, their organizations’ email addresses change regularly, and individual’s phone numbers can change regularly. Some individuals are best contacted by email, some by text message, some by phone, and increasingly only via Facebook Messenger.

3. Coordinate with the WG Co-Chairs, and any presenters to plan topics and create the monthly virtual meeting agenda.

4. Gather and distribute materials for the meeting.

5. Invite members, BLM and other presenters to the meeting and secure confirmation.

o Coordinator will keep track of most effective communication tool for each member, how and where their schedules are maintained, and ensure that all members are notified about meetings appropriately and that the meetings are scheduled in the most appropriate format and location for each member. The following methods are likely:

Google calendar invites Emails in addition to one automatically created by calendar invites Text messages Phone calls Facsimiles Facebook messenger messages

6. Regularly notify the group members of meeting dates and any changes.

7. Distribute agenda and calendar invites/meeting information to the WG.

8. Follow up with WG members to confirm and remind them of the meeting and solicit and track last minute alternate representatives.

9. Confirm with all WG members to call in during the meeting.

10. Manage the discussion of the group (facilitate the meeting itself).

o Assist the chair during the meeting to make efficient use of the time by using "Robert's Rules" and other facilitation processes.

o Keep track of who has provided input and who has not.

o Urge all members to provide input (make time to call on each entity to provide opportunities for input).

o Summarize any action items at the end of the meeting

11. Record Meetings.

o The WG Coordinator will make every effort to secure a high-quality recording of the teleconference. This may include a recording device or recording program that is dialed in to the meeting, or a recording of the call from speaker phone of high quality. The audio will be in MP3 format, titled according to BLM WG file format, and provided to BLM on a monthly basis along with the transcripts.

12. Transcribe meeting notes.

o BLM Arctic Office has precise guidelines for transcriptions, including that all transcript entries (for each speaker) must be time-stamped. The instructions are included here as Appendix B.

13. Produce summaries of proceedings.

14. Distribute draft summaries and transcripts for review by the WG.

15. Provide 508-compliant meeting summaries to BLM Public Affairs to be posted on the

WG website.

16. Keep track of action items or suggest work by subcommittees or other assignments outside the meeting to accomplish certain projects.

17. Contact sub-committee members or individuals with action items to confirm tasks.

18. Set date and place of the annual in person meeting:

• Usually date and place are determined by one of the Co- Chairs of the WG and discussed with members during the telephonic meetings.

• There should be at least a month before the meeting in order to allow panel members to adequately prepare for the meeting.

Travel Coordination and duties for Annual In Person Meeting:

1. Notification

• Send an email to the broad WG List announcing the date and place of the meeting.

This announcement should request presenters to submit a title for their presentation, any materials and the name of the person who will be giving the presentation.

• Call WG members on the phone or contact each member via their preferred method of communication to see if they will be able to -attend the annual meeting. If they will not be able to attend the meeting, see if they can suggest an alternate.

• The coordinator will keep track of most effective communication tool for each member, how and where their schedules are maintained, and ensure that all members are notified about meetings appropriately and that the meetings are scheduled in the most appropriate format and location for each member. The following methods are likely:

o Online calendar events/invites o Emails in addition to one automatically created by calendar invites o Text messages o Phone calls o Facsimiles o Facebook events o Facebook messenger messages

• Regularly remind the group members of meeting dates and any changes.

2. Coordinate with the WG Co-Chairs and any presenters to plan topics and draft the meeting agenda.

3. Meeting Space Reservations

• Reserve a conference room of adequate size if the meeting is being held in Fairbanks or Anchorage or the local community center or school if the meetings will be held in a smaller regional community. The venue must be large enough to accommodate the Working Group members, guest speakers and a certain number of additional agency representatives. It would be ideal if lodging was available on site or nearby to avoid additional transportation costs.

• Reserve a phone bridge or conference line

• Set up a concurrent video teleconference meeting to accommodate WG members who wish to attend virtually. Distribute invites for the video meeting following similar outreach steps as for the in-person meeting.

4. Solicit input from membership on potential WG Field Trip ideas during in-person meeting.

Plan and coordinate field trip as requested.

5. Lodging and Airline Reservations

• Make hotel reservations for the WG members who will be attending. Keep track of lodging availability.

• Make commercial flight reservations and buy tickets for WG members

• Logistics and travel duties and costs include:

o Air fare o Ground transportation o Lodging o Cash advances for meals and incidental expenses are to be distributed in full to working group members on the first day of travel using the published federal OCONUS rates for that location o Arrange to have an interpreter available during the meeting.

o Obtain and set up audio visual services including microphones, speakers, a computer and a projector and screen.

o BLM will reimburse for actual expenses for travel and at the OCONUS rates for per diem. If some travelers require a companion to help them due to medical issues and/or contingency funds and support in case working group members get stuck during their travel to/from their community, BLM will also reimburse these expenses.

o Working Group members who don’t have to travel to attend the meeting, will not be paid.

6. Agenda & Flyer for In Person Meeting

• Create a flyer for the meeting if public attendance is desired.

• Create an agenda for the meeting.

• The agenda for the meeting will be determined by the NPR-A Working Group

Membership as communicate through the Co-Chairs.

• A calendar invitation for the workshop needs to be created and sent to all members and

BLM staff

• The agenda for the workshop might consist of one or two issues to be covered in-depth by the WG. These issues should be identified by the WG (usually at the last meeting).

7. Notification

• Send an email to and otherwise contact each WG member individually with draft agenda, confirmation of the date and place of the meeting, link to website if applicable and request to print and post flyers if applicable.

8. Public Notification

• Create an ad for the Arctic Sounder and a press release about the meeting for distribution if the public will be invited to attend.

• Create and submit a Public Service Announcement for KBRW radio in Utqiagvik or in other places recommended by the group if the public will be invited to attend.

9. Meeting Information Binders

• Meeting binders need to be prepared for all WG members and BLM staff who will participate in the meeting.

o 3-ring binders.

o Include name and organization of individuals on cover.

• Binder should include:

o Memo (contents) detailing what is in the packet.

o Workshop and Meeting Agendas.

o That member’s travel itinerary.

o Minutes from the last meeting.

o Any other information (reports, maps, etc.) that relate to the topics that will be discussed on the agendas, including printed copies of PowerPoint Presentations, etc.

10. Coordinate with Meeting Participants:

• Confirm with WG members before the day of flight to remind them of their travel plans.

• Confirm ground transportation, hotel reservations and meeting reservation.

• Make sure members know what to do or who to call in case of weather or other changes to travel plans

11. Buy Refreshments for Meetings:

• Provide everything necessary for coffee, tea, and light snacks to be available throughout the in person meeting.

12. Have available for use at the in person annual meeting:

• Laptop Computer

• Conference Room with adequate seating for members and attendees

• Projector

• Microphone(s)

• Speaker (amp)

• Pointer

• Camera

• Camera batteries

• Digital Audio Recorders

• Batteries

• Jump Drives w/ all relevant WG files

• Extension cords

• Phone charger

• Power strip

• Conference Phone

• Sign-in sheets for meeting and workshop

• Paper, pens

• Name Tags

• Place Name Cards

• Meeting binders for WG members and BLM Staff

13. Manage the discussion of the group (facilitate the meeting itself).

• Assist the co-chairs during the meeting to make efficient use of the time by using

"Robert's Rules" and other facilitation processes.

• Keep track of who has provided input and who has not

• Urge all members to provide input (make time to call on each entity to provide opportunities for input).

14. Record Meetings.

• The WG Coordinator will make every effort to secure a high-quality recording of the meeting. This may include a recording device with multiple microphones and recording program that is dialed in to the meeting. The audio file should be in MP3 format and titled according to BLM WG file format and provided to BLM along with the transcripts within a month of the meeting.

15. Transcribe meeting notes:

• BLM Arctic District Office has precise guidelines for transcriptions, including that all transcript entries (for each speaker) must be time-stamped. The instructions are included here as Appendix B.

16. Produce summaries of proceedings.

17. Distribute draft summaries and transcripts for review by the BLM and WG members.

18. Keep track of action items or suggest work by subcommittees or other assignments outside the meeting to accomplish certain projects.

19. Contact sub-committee members or individuals with action items to confirm tasks.

Appendix A: NPR-A Working Group Fact Sheet

NPR-A Working Group

Fact Sheet ‒ Arctic District Office

What is the NPR-A Working Group?

The NPR-A Working Group is an advisory body to the BLM made up of the elected leaders of North Slope Borough regional entities (the North Slope Borough, Iñupiat Community of the Arctic Slope, and Arctic Slope Regional Corporation) and the Mayor of each incorporated city, the President of each Tribal Government, and the President of each village ANCSA corporation in the NSB. The NPR-A Working Group was established to consult directly with the BLM on large-scale land management decisions in the NPR-A.

Working Group Meetings

The Working Group would like to hold 12 monthly telephonic or computer assisted meetings, as well as one in-person multi-day annual meeting each year. The annual meeting will be convened at a single location at the call of the Working Group. Attendance at the Working Group meetings is by invitation only. NPR-A Working Group teleconferences are held the third Thursday of every month at 9 AM. This may be subject to change. The location or call in number is distributed with the agenda.

What is the Role of the NPR-A Working Group?

The NPR-A Working Group was established by the February 2013 Record of Decision (ROD) for the NPR-A Final Integrated Activity Plan/Environmental Impact Statement (IAP/EIS) based on input from the NSB government, other North Slope communities, and regional organizations. The primary objective of the NPR-A Working Group is to provide a forum for ongoing meaningful and regular input regarding the implementation of the most current NPR- A Integrated Activity Plan (a new NPR-A IAP/EIS is expected in 2020) including oil and gas leasing, land use conflicts, and infrastructure projects supporting community development and connectivity and onshore and offshore oil and gas development such as roads, production facilities, and pipelines. The Working Group may also serve as a forum to collect additional scientific information and traditional ecological knowledge about wildlife and its habitat and to inform potential boundary adjustments to special areas. The Working Group may utilize smaller focus groups to work on particular issues.

Appendix B: BLM Instructions for Transcription Work

Transcript Format:

• Export from your transcription software into Word

• Example cover page and transcript excerpt included following example invoice.

• Reduce margins to .6 all sides

• Insert page numbers bottom left

• Use 11 point Garamond font, 14 bold for cover page

• OK to leave speakers’ names and time stamps colored if your software does that

• Include a header on all but the cover page (e.g. NPR-A Subsistence Advisory Panel meeting, Sept. 25, 2015, Barrow, Alaska)

Time Stamp: please use a transcription program that includes time stamps and leave the time stamps in the final transcript.

Standards

The transcript will not be accepted by BLM unless and until it has met these standards. Please do not submit it until you have checked to make sure all these standards are met.

• The transcript has been thoroughly spell checked. This includes searching and correcting homophones such as their, there, and they’re, its and it’s, etc.

• If you are interested in precise instructions or want to look up specific guidelines, please use the U.S. Government Printing Office Style Manual https://www.gpo.gov/fdsys/pkg/GPO-STYLEMANUAL-2008/html/GPO- STYLEMANUAL-2008-10.htm

• Correct punctuation should be used throughout. This can be tricky because people don’t always use correct grammar and it is often not clear when speakers are pausing or ending sentences, but please convert the text to standard written form as best you can (e.g., use periods whenever they work with the text and use “ – “ when speakers are clearly moving on to another subject but in speech are using one long run-on sentence).

• Numbers can be typed as numerals unless they are the first word of a sentence.

• Break long sections into standard paragraphs.

• Whenever a word or phrase is not clear enough to transcribe or the speaker is unknown, enter “(unclear)” in the transcript. Please make a phonetic guess at what is said so that someone with knowledge of the subject can guess but also enter “(unclear)” so that a person can search those parts of the transcript.

• Transcriptionists are provided with a list of common names and acronyms for the area and subjects. If the speaker uses the acronym, it should be used in the transcription.

https://www.gpo.gov/fdsys/pkg/GPO-STYLEMANUAL-2008/html/GPO-STYLEMANUAL-2008-10.htm https://www.gpo.gov/fdsys/pkg/GPO-STYLEMANUAL-2008/html/GPO-STYLEMANUAL-2008-10.htm

Otherwise, all words should be spelled out except ** do not include ‘um’, ‘uh’, ‘er’ etc.

unless the context truly requires it. **

• Capitalize as appropriate. Names of groups (e.g., Subsistence Advisory Panel) and documents (e.g., Regional Mitigation Strategy) must be capitalized.

Glossary, Acronyms, Commonly Used Place Names

LIST OF ACRONYMS

3D Three Dimensional

AAC Alaska Administrative Code

ABR ABR Inc, environmental study company

ACEC Area of Critical Environmental Concern

ADEC Alaska Department of Environmental Conservation

ADFG Alaska Department of Fish and Game

ADNR (DNR)Alaska Department of Natural Resources

ArO Arctic Office

ANCSA Alaska Native Claims Settlement Act

ANILCA Alaska National Interest Land Conservation Act

AO Authorized Officer

APDES Alaska Pollutant Discharge Elimination System

ASRC Arctic Slope Regional Corporation

BLM Bureau of Land Management

BMP Best Management Practice

CEQ Council of Environmental Quality

CFR Code of Federal Regulations

CPAI ConocoPhillips Alaska Incorporated

EA Environmental Assessment

EFH Essential Fish Habitat

EIS Environmental Impact Statement

EO Executive Order

EPA U.S. Environmental Protection Agency

ESA Endangered Species Act

FLPMA Federal Land Policy and Management Act of 1976

GMTU Greater Mooses Tooth Unit

HSE Health, Safety and Environment

IAP Integrated Activity Plan

KSOP Kuukpik Subsistence Advisory Panel

LAS Land Administration System

LOA Letter of Authorization

NEPA National Environmental Policy Act

NPDES National Pollutant Discharge Elimination System

NPR-A National Petroleum Reserve – Alaska

NPRPA Naval Petroleum Reserves Production Act

NSB North Slope Borough

RAB Restoration Advisory Board

ROD Record of Decision

SAE SAExploration Inc.

SEIS Supplemental Environmental Impact Statement

SPCC Spill Prevention, Control, and Countermeasures

UIC Ukpeagvik Inupiat Corporation

USCOE United States Corp of Engineers

USDOI United States Department of Interior

USFWS United States Fish & Wildlife Service

Working Group NPR-A Working Group (advisory group)

Nuiqsut Area Common Terms and Place Names

2P / 2P Pad / Kuparuk 2P

ABR (ABR Inc., environmental study company)

Aanaakliq (broad whitefish)

Alpine/ CD1

Armstrong (oil company)

Atigaru

Bear Tooth Unit

Broad Whitefish (aanaakliq)

Caelus (oil company)

Cape Halkett

CD2

CD3

CD4

CD5

Colville River

Colville Delta

ConocoPhillips / Conoco

CRea Creek Small creek crossed by GMT1 road

Fish Creek

GMT/GMTU – Greater Mooses Tooth Unit

GMT1

GMT2

Harrison Bay

Helmericks/Helmericks’ Camp

Judy Creek

K Pad (Kuukpik pad at junction of Spur Road and CD5 road)

KSOP (Kuukpik Subsistence Oversight Panel, Inc.)

Kogru (river, area)

Kuparuk

Kuukpik Corporation

Lease sales (annual lease sales in the NPR-A)

Nanushuk

Native Village of Nuiqsut (the official tribal government in Nuiqsut – not the city of /community of Nuiqsut)

Nigliq /Nigliq Channel

Ocean Point

Oliktok

Oooguruk

Qaaktaq (arctic cisco)

Saprolegnia (fresh water mold affecting aanaakliq)

Spur Road, aka Nuiqsut Spur Road

Teshekpuk Lake

Tingmiaqsiugvik

Ublutuoch