B08_-_Pernambuco_Traceability_Feasibility_Study_SOW_6-12-26.pdf

Statement of Work (SOW) Feasibility study for a traceability system for Paubrasilia echinata specimens and bows

1. Purpose The purpose of the contract is to conduct a feasibility study assessing the development and implementation of a U.S. traceability system for wood stockpiles, bow blanks, and finished bows made from pernambuco (Paubrasilia echinata). The study will analyze how proposed system components support U.S. obligations under CITES, including implementation of Annotation #10, combating illegal trade in pernambuco to the United States.

The feasibility study will evaluate technical, operational, legal, administrative, financial, and stakeholder considerations associated with establishing a U.S. traceability system to support CITES implementation, verification of legality, permit issuance, enforcement, ownership transfer, and international coordination. The contractor must explicitly analyze how proposed system components support U.S. obligations under CITES (including Annotation #10) and how a traceability system could support simplified permitting process for the U.S. CITES Management Authority.

2. Objectives The objectives of the feasibility study are to:

• Assess the feasibility of developing and implementing a U.S. traceability system for wood stockpiles, bow blanks, and finished bows made from pernambuco;

• Evaluate possible technological and governance approaches;

• Assess interoperability with existing processes and traceability systems, both U.S. and external;

• Identify implementation challenges, costs, and resource requirements;

• Evaluate stakeholder perspectives and implementation considerations;

• Develop recommendations on whether and how a U.S. traceability system could be implemented for wood stockpiles, bow blanks, and finished bows containing pernambuco, including comparative case studies of traceability systems for other CITES‑listed timber species where they exist (e.g., Dalbergia spp., Swietenia spp.) and other relevant international models; and.

• Based on the findings of the study, develop an implementation plan for the U.S.

traceability system for wood stockpiles, bow blanks, and finished bows made from pernambuco.

3. Scope of Work The contractor will conduct a feasibility study addressing the following components.

Task 1 – Assessment of purpose and scope of traceability system The contractor will:

• Assess potential purposes and objectives of a traceability system for wood stockpiles, bow blanks, and finished bows made from pernambuco, including the extent of its use to support:

o Verification of legal acquisition and CITES permit issuance;

o Enforcement and compliance activities;

o Ownership transfer and chain-of-custody tracking;

o Supply-chain transparency; and o International coordination and information sharing.

• Evaluate the application of a U.S. pernambuco traceability system to the following:

a) Wood stockpiles and bows blanks only upon transfer of ownership;

b) Currently existing stockpiles of wood and bow blanks;

c) Finished bows being manufactured today and in the future;

d) Previously manufactured/existing bows; and

e) Bows containing multiple CITES-listed species.

• Identify potential benefits, limitations, and drawbacks associated with implementation of a traceability system for each category of species listed above a)-e).

• Analyze risks related to fraudulent markings, data manipulation, and vulnerabilities in hybrid physical‑digital systems.

Task 2 – System architecture and technical feasibility The contractor will:

• Evaluate the feasibility, including the benefits and drawbacks, of integrating a traceability system into existing structures or whether it would be more appropriate to consider development of a new, standalone system. Existing systems where a traceability system could be considered for integration include:

o U.S. Fish and Wildlife Service ePermits system;

o Existing Master File process; or o Alternative government, industry, or third-party platforms.

• Assess technical and operational requirements associated with implementation of a traceability system.

• Evaluate the advantages, limitations, scalability, and implementation of the following possible technological approaches:

o Barcodes;

o QR codes;

o RFID systems;

o Microchips;

o Digital registration;

o Blockchain-based systems; and o Hybrid approaches.

• Evaluate interoperability with existing:

o U.S. traceability systems;

o International traceability systems including those developed by other CITES

Parties; and o Industry systems.

• Identify recommended minimum data elements and information requirements necessary to support development of a traceability system, and produce a draft data dictionary with minimum data fields, audit requirements, and data governance standards.

• Provide an interoperability blueprint aligned with Brazilian and European CITES authorities and potential industry‑led systems.

Task 3 – Management, administration, and cost assessment

• Assess and recommend a potential management structure, including:

o A government-administered system;

o An industry-administered system;

o A third-party managed system; and o A hybrid governance model

• Develop costed implementation scenarios (low‑, medium‑, and high‑resource), including models for U.S. Fish and Wildlife Service oversight and onboarding of industry participants, with long‑term sustainability considerations (e.g., operational maintenance costs).

• Assess legal, administrative, and policy considerations associated with implementation.

• Identify potential implementation barriers and resource constraints.

Task 4 – Stakeholder engagement and consultation

• Identify relevant stakeholders, including:

o Bow manufacturers;

o Musicians;

o Domestic traders;

o Exporters and re-exporters;

o Enforcement agencies;

o Conservation organizations;

o Industry associations;

o Foreign CITES Management Authorities;

o CITES Secretariat.

• Identify, plan, and conduct appropriate methods to engage stakeholders, including:

o Virtual consultations; and o Listening sessions.

• Evaluate stakeholder perspectives, implementation concerns, and operational challenges.

• Assess issues related to:

o Confidential business information;

o Administrative burden;

o Voluntary participation;

o International harmonization; and o Compliance incentives.

• Segment stakeholder groups (large manufacturers, small luthiers, orchestras, individual musicians, exporters, enforcement agencies) and propose tailored incentives for voluntary uptake.

• Develop pilot program design criteria, including participant selection, measurable performance metrics, testing of physical identifiers, user compliance, and durability.

• Develop recommendations for phased roll-out of a traceability system, including outreach, pilot implementation, phased implementation approaches, etc.

4. Deliverables

• Project work plan and timeline

• Stakeholder engagement summary

• Draft feasibility study report

• Final feasibility study and recommendations

• Legal gap analysis

• Interoperability blueprint with international systems

• Cost implementation scenarios (low/medium/high)

• Pilot implementation framework and plan

5. Final Feasibility Study Requirements The final feasibility study will include:

• Executive summary;

• Assessment methodology;

• Comparative technology analysis;

• Governance and management options;

• Cost and resource assessment;

• Stakeholder consultation findings;

• Interoperability assessment;

• Risk and limitations analysis;

• Recommendations regarding feasibility and implementation options;

• Recommendations concerning pilot programs and phased implementation approaches;

• Governance decision matrix and recommended governance model with justification; and

• Risk and fraud‑prevention modeling covering physical and digital system components.

6. Period of Performance The anticipated period of performance will be 12 months from date of award with optional extension, subject to funding availability and programmatic need. The contractor must provide draft deliverables in months 3, 6, and 9 to support iterative review.

7. Contractor Qualifications The contractor should demonstrate knowledge of and experience in relevant skill areas, including:

• CITES implementation and compliance;

• Timber and wildlife traceability systems;

• Digital registration and database systems;

• Forest product identification and trade; and

• Stakeholder facilitation and engagement.

8. Expected Outcomes The feasibility study is expected to:

• Evaluate viable traceability options for wood stockpiles, bow blanks, and finished bows made from pernambuco;

• Identify implementation pathways and associated resource needs;

• Improve understanding of traceability and legality verification challenges;

• Support implementation of Annotation #10;

• Enhance international coordination and interoperability considerations; and

• Inform future policy and implementation decisions related to traceability systems under

CITES.

• Deliver actionable implementation pathways based on cost, risk, governance feasibility, and enforcement utility

• Provide clear recommendations that enable a go/no‑go decision by the U.S. Fish and

Wildlife Service.

Contract Clauses Package

1. Payment & Invoicing Clause

1.1 Invoicing Requirements

The Contractor shall submit invoices in accordance with the invoicing procedures established in this contract. Each invoice shall, at a minimum, include the contract number, contractor name and address, period of performance covered, a description of work performed, identification of deliverables submitted during the billing period, and the total amount due. Incomplete invoices may be returned without payment.

1.2 Milestone-Based Payments

Payments shall be made upon Government acceptance of the associated deliverables listed in this Statement of Work. The Government will not be obligated to pay for work that has not been accepted.

1.3 Withholding of Payment

The Government reserves the right to withhold payment for any deliverable found to be incomplete, non-compliant with contract requirements, or otherwise deficient. Payment will be processed only upon submission of corrected deliverables that meet contract standards.

2. Compliance Clause (Including Section 508 Requirements)

2.1 General Regulatory Compliance

The Contractor shall comply with all applicable Federal laws, regulations, and Department of the Interior/U.S. Fish & Wildlife Service policies relevant to the performance of this contract.

2.2 Section 508 Accessibility Compliance

All electronic deliverables must conform to WCAG 2.1 AA, include alt text, proper tagging, accessible formatting, and be provided in both accessible PDF and editable source formats.

2.3 Accessibility Documentation

The Contractor shall provide an Accessibility Conformance Report or equivalent checklist for each deliverable. Corrections required for accessibility shall be made at no additional cost.

4. Government Rights to Request Revisions Clause

4.1 Review and Comment Process

The Government will review draft deliverables and provide comments. The Contractor shall incorporate all directed edits.

4.2 Required Revisions at No Additional Cost

The Contractor shall revise and resubmit deliverables at no additional cost when corrections are required.

4.3 Timeline for Revisions

Revised deliverables must be submitted within 10 business days unless otherwise agreed.

4.4 Final Acceptance

Government approval of a draft does not constitute final acceptance, and additional revisions may be required.