B08_-_Final_PWS_Co-designing_Conservation.pdf

PERFORMANCE WORK STATEMENT (PWS)

Co-designing Conservation With Communities

Part 1

General Information

1. GENERAL: This is a non-personnel services contract to provide Co-designing Conservation With Communities. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Co-designing Conservation With Communities as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background:

The U.S. Fish and Wildlife Service’s (Service) Urban Wildlife Conservation Program (UWCP) recognizes the value of a community-centered approach to wildlife conservation. The principles of co-design are an innovative methodology to address social and conservation issues as they affect the interests of demographically and geographically varied communities.

In October of 2022, UWCP worked with Antioch University New England’s Co-designing Conservation Coaching Service (AU) over the course of six months to co-create, “Co-designing Conservation with (not for) Communities”, a training that was offered to five select national wildlife refuges (NWR) within the UWCP. Conducted at the National Conservation Training Center, staff participated in the co-designing course, during which they designed community engagement plans tailored to meet the unique conservation needs of their communities.

Working with the contractor, three of the participating UWCP national wildlife refuges (host sites) will implement their customized plans designed during the course. Under the coaching and guidance of the contractor, they will work with neighboring communities to implement the co-design, anti-poverty programming that aligns with the conservation goals of local urban populations. Their work will reflect the highest levels of understanding and application of the UWCP’s Standards of Excellence.

Success of this project will be monitored by Service staff and the contractor at the community and organizational levels. They will comprehensively track each of the UWCP sites to ensure the co-creation/anti-poverty initiatives reflect the priorities and values of local communities and meet the mission of the Service.

Service host sites include Patuxent Research Refuge in Laurel, Maryland; the Rhode Island National Wildlife Refuge (NWR) Complex in Charlestown, Rhode Island; and Santa Ana NWR in Alamo, Texas

1.3 Objectives:

• Identify and analyze collaborators in surrounding communities

• Work with Service staff and partners to map community assets, and identify community goals

• Identify opportunities for new or updated programming or initiatives

• Directly engage communities in strategic planning for future programs

1.4 Scope:

The type of services needed are coaching/mentoring, development and implementation of community engagement plans done in coordination with Service personnel at the three identified host sites.

The contractor will:

• Provide coaching and mentoring to Service staff.

• Take a lead role in the planning and development of community engagement plans.

• Plan and coordinate related activities related to identifying opportunities, building partnerships, and documenting success.

• Provide intermediary management of AmeriCorps/VISTA Members located at each host site.

• Participate in regular meetings to discuss the design, implementation, and delivery of co-design plans.

• Conduct in-person site visits and interviews to monitor progress.

• Oversee the collection of relevant data.

• Perform a collective analysis and present the raw data, findings, and specific recommendations for a written report.

• Develop mentoring and coaching materials as needed.

1.5 Period of Performance: The period of performance will be for one (1) Base Year of 12 months from

10/01/2023 to 09/30/2024, with up to one (1) option year, at the determination of the Government.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. 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).

1.6.3 Recognized Holidays: Contractor is not required to perform services on these holidays.

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Christmas Day Independence Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business between the hours of 8 a.m. to 4:30 p.m. (ET) Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. 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. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will primarily be performed at contractor facility, and agreed upon community locations within the areas surrounding and near Patuxent Research Refuge in Laurel, Maryland; the Rhode Island National Wildlife Refuge (NWR) Complex in Charleston, Rhode Island; and Santa Ana NWR in Alamo, Texas. In the following text, the term host site references the Service’s UWCP’s participating sites.

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

1.6.7 Security Requirements: Not Applicable

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use.

1.6.7.2 Key Control. Not Applicable

1.6.7.3 Lock Combinations. Not Applicable

1.6.8 Special Qualifications: The Contractor must have the following qualifications and demonstrated experience.

• Expertise in Conservation Psychology.

• Expertise in coaching, mentoring, and training conservation professionals.

• Experience in the planning, design, creation, and delivery of co-designing with a diversity of communities, businesses, and/or non-profit organizations.

• Experience with the intersections of wildlife conservation and demographically/geographically diverse communities.

• Experience monitoring and evaluating success of community engagement programs.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.6.10 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.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: Contract Manager and Co-Design Specialist. 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 the hours of 8:00 a.m. to 4:30p.m, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. Qualifications for all key personnel are listed below see 1.6.8 above.

1.6.12 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 members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.13 Contractor Travel: Contractor will be required to travel during the performance of this contract to host/oversee coaching and mentoring sessions. Contractor will be authorized travel expenses consistent with the substantive provisions of the Joint Travel Regulation (JTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

1.6.14 Other Direct Costs This category includes travel (outlined in 1.6.13) and shipping expenses associated with coaching and mentoring activities conducted at the three field sites.

1.6.15 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.

1.6.16 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.17 PHASE IN /PHASE OUT PERIOD: Not Applicable.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement

AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide:

• UWCP and host site staff to engage in planning, coordinating, and implementing co-design strategies.

• Printing of outreach materials, desks, and office equipment for up to four AmeriCorps members at each host site.

3.2 Facilities: The Government will provide access to refuge visitor facilities at host sites for meetings and community engagement activities as needed.

3.3 Utilities: Not Applicable

3.4 Equipment: The Government will provide the contractor access to printers/copiers, fax machines and other office equipment available at field stations.

3.5 Materials: The Government will provide the following materials and information:

• USFWS Standards of Excellence.

• USFWS national Urban Program Strategic Plan, policies and other relevant guidance.

• Existing data that may inform the co-design strategy.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Secret Facility Clearance: Not Applicable

4.3. Materials: The Contractor will provide materials associated with the management of project, community outreach, data analysis, and written reports.

4.4. Equipment: The Contractor shall furnish all necessary computer hardware and software; phone or digital technology for contacting staff and partners, and other necessary routine communication.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The contractor shall provide services for co-designing conservation with communities.

Planning:

Contractor will work closely with the host sites to define the parameters of a co-design project (e.g., target audience, timing of programs) based on their knowledge to deliver host site experiences in their community.

• With UWCP staff, develop implement, maintain, and modify strategies as needed to successfully co-design with communities.

• Meet with host sites bi-weekly to design and develop engagement strategies for host site based on local needs, community culture, and data.

• Develop evaluation criteria.

Identify Focus Populations and Outreach Planning:

Help identify the appropriate community collaborators and recommend resources and accommodations needed to ensure participation (transportation, incentives, food, childcare, etc.)

• Conduct appropriate economic and demographic analysis of surrounding communities for each host site.

• Collect local knowledge and data to identify effective strategies for engaging communities.

• Coordinate site visits to conduct interviews, identify partners/opinion leaders, opportunities and challenges in local communities

Community Mapping Events:

Recommend specific community collaborators based on the analyses conducted and community meetings attended.

• Map local assets showing how each will be connected to the host site’s mission and enhance local ownership of host site programming.

• Help identify indicators of success for the co-created programming.

Coaching/Mentoring:

Provide bi-weekly coaching and mentoring of host site staff to embed Service programming critical to the success of wildlife conservation in and around host sites and for the continued wellbeing of the surrounding human communities.

• Provide individualized mentoring/coaching on a bi-weekly basis to host site staff.

• Provide monthly professional development for AmeriCorps/VISTA members.

Focus Groups and Listening Sessions:

Facilitate focus groups with community group leaders to identify the potential assets that already exist in the community to foster sustained engagement of the host site’s co-designed programming.

• Design and help with the implementation of direct community engagement opportunities, potentially including community meetings, special events, and on-site facilitation.

Community Survey:

Design the survey tool, support host site deployment of the tool, analyze the data and make recommendations to the host site based on findings.

• Oversee collection of data from host sites and monitor and analyze data for patterns and trends.

AmeriCorps/VISTA:

Serve as the main point of contact and manager of the AmeriCorps VISTA members, including onboarding, reporting, and guidance to host sites.

• Provide professional development and handle administrative support, including payment of salaries, housing stipends, travel reimbursements to members.

• Monitor hours of Members to ensure they reach the PLHA threshold of 640 hours.

Evaluation:

Coordinate data collection and synthesis across three Service host sites with the end goal of informing the development of a Participatory Conservation Model to be shared with the Service.

• Provide final written report of findings and recommendations.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS) Not Applicable.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2 – Samples of credentials and experience that demonstrates ability to meet stated objectives in Section 1.3

7.3. Attachment 3 – Samples of work that demonstrates ability to meet the qualifications in Section 1.6.8.

TECHNICAL EXHIBIT 1

Performance Requirements Summary 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.

Performance Objective

Standard Performance Threshold

Method of Surveillance

PRS # 1.

The contractor shall provide coaching and mentoring of Service staff leading to the development of site-specific community engagement plans.

The Contractor shall collaborate with Service personnel to develop and execute well thought out co-design plans.

The Contractor will conduct in-person and virtual mentoring/coaching and ascertain needs of the projects moving forward.

Service Contract Manager will monitor to ensure alignment with Service directions and plans.

PRS # 2 The contractor shall conduct site visits to monitor progress and ensure success.

The Contractor shall develop and follow an established and pre-approved schedule for visits to sites and participating communities.

The Contractor shall engage sites in person to conduct interviews with Service staff, communities, and partners.

Service Contract Manager will review plans and schedules with UWCP and Service staff

PRS # 3

The Contractor shall collect and analyze data to execute and advance successful community engagement strategies.

The Contractor shall use industry standard techniques relevant to data collection and provide recommendations based on the principles of co-design.

Content is prepared and delivered according to pre-arranged schedule. Content is professional.

Service Contract Manager will review data with Service’s UWCP staff

PRS # 4

The Contractor shall maintain complete records of engagement and data required for a final Evaluation Plan.

The Contractor shall provide updated data on a monthly basis to UWCP personnel in agreed upon digital format.

Ability to maintain accurate and up-to-date data according to agreed-upon conventions and plans.

Service Contract Manager will review data with UWCP and Service staff

PRS # 5

The Contractor shall oversee the associated AmeriCorps/VISTA grant and ensure successful completion.

The Contractor shall serve as the main point of contact and manager of the AmeriCorps VISTA grant, including reporting, development of assignments, onboarding, and professional development for Members.

AmeriCorps/VISTA Members reach the 640 hour threshold for PLHA and meet the requirements of their position descriptions.

Service Contract Manager will work with contractor to ensure grant requirements are being met.