District_18_EA_SOW.pdf

Statement of Work

District 18

Environmental Assessment

635,308 acres Bureau of Indian Affairs, Navajo Region

SCOPE

The Contractor shall perform the work of this contract for developing and completing an Environmental

Assessment for District 18 as described below for this project.

CONFIDENTIALITY

The information developed under this task order is the property of the U. S. Government and shall be kept in strict confidence.

PERIOD OF PERFORMANCE

Tasks 1 – 17 of this statement of work shall be provided from one day after award.

POINTS OF CONTACT

BIA Navajo Region

Contracting Officer (CO): To be assigned

Contracting Officer’s Representative (COR): To be assigned

INTRODUCTION/BACKGROUND

District 18 covers 635,308 acres, of which approximately 404,841 is rangelands and 230,467 is commercial forest. There are six district units comprising of 8 Chapter areas that are part of the project area. The five district units that are affected by this project are: District 18-1, District 18-2, District 18-3, District 18-4, District

18-5 and District 18-6 (See map in appendix).

An Environmental Assessment (EA) is needed for the purpose and objective of constructing District 18

Boundary Fencing (Fencing Project); to delineate District 18-1, District 18-2, District 18-3, District 18-4, District 18-5 and District 18-6; to prevent inter-district livestock trespass; and to improve control of the resources and range management.

PROJECT OBJECTIVES

The objective is to complete an Environmental Assessment (EA) for District 18, which shall include (1) internal scoping, (2) public/agency scoping, (3) a literature review, (4) alternatives development and refinement, (5) project schedule and monthly status calls, (6) maintaining the administrative record, (7) preparation of the

Internal Draft EA, (8) camera-ready DEA, (9) DEA public and agency review meetings, (10) public review comment analysis, (11) responses to public comment and text changes, (12) preparation of FEA, (13)

Endangered Species Act (ESA) section 7 compliance, and (14) National Historic Preservation Act (NHPA) compliance. These tasks are described below as Environmental Assessment (EA) Tasks in the section “Services to be Completed”.

NOTE: The BIA will be responsible for the preparation of the Record of Decision (ROD).

KEY PERSONNEL SUBSTITUTIONS

During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, or termination of employment. The Contractor shall notify the BIA

Contracting Officer within 15 calendar days after the occurrence of any of these events and provide the information required below. After the initial 90 day period, the Contractor shall submit the information required to the Contracting Officer at least 15 days before making any permanent substitutions.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the

BIA Contracting Officer. Proposed substitutes should have comparable qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions. This clause shall be modified to reflect any approved changes of key personnel.

SERVICES TO BE COMPLETED

This statement of work defines information requirements, products, and services to be produced by the

Contractor. Also included in this statement of work are communication and coordination activities such as conference calls and meetings with BIA and the Navajo Nation staff.

The Contractor shall provide all manpower, equipment, and services to perform the tasks described in this Scope of Work. All work shall be technically and legally defensible and in compliance with the requirements of

NEPA; the Council on Environmental Quality NEPA Regulations (40 CFR 1500-1508); the Department of

Interior NEPA Regulations (43 CFR Subtitle A Part 46); Director’s Order-12 Conservation Planning, Environmental Impact Analysis, and Decision-Making, and its NEPA Handbook (collectively, DO-12); Indian

Affairs National Environmental Policy Act (NEPA) Guidebook; the Endangered Species Act (ESA) and implementing regulations (50 CFR 402); the National Historic Preservation Act of 1966 (NHPA) and implementing regulations (36 CFR 800);, and other applicable laws, policies, and regulations.

A separate Biological Assessment (BA) will be prepared in compliance with section 7 ESA consultation requirements and shall analyze impacts to sensitive species listed by the Navajo Nation Department of Fish and

Wildlife. The BA will be prepared in a format consistent with NFWD guidelines and Section 7 of the

Endangered Species Act. The BA will be prepared using information. The contractor, if so chooses may make on-site visit to District 18. The contractor must have a NFWD Biological Investigation Permit. The BA will be submitted to the BIA, the Navajo Nation and NFWD for review. The NFWD Biological Compliance Form will be included as an appendix to the EA.

In addition, pursuant to 36 CFR 800.8, the contractor shall assist the BIA and the Navajo Nation in meeting their obligations under section 106 of the NHPA and the procedures required by 36 CFR Part 800. The contractor will conduct a cultural Class II survey which will characterize resources in the region and establish a standardized site interpretation, which would streamline the reporting on any subsequent Class III work that would be needed to support development. The Class II survey would consist of a sampling strategy and limited

Class III survey. The resulting data will serve as in index project which would establish recognized base line site descriptions, research questions and help with eligibility determinations. A set of standards for the region could streamline the review process with Navajo Nation Historic Preservation Division (NNHPD) as well. The contractor will also integrate an ethnographic study into the site interpretations. The contractor must have a

NNHPD Cultural Resources Investigation Permit. The report will be submitted to the BIA, the Navajo Nation and NNHPD for review. The Cultural Resource Compliance Form will be attached to the EA as an appendix.

For the development of this EA and BA, the Contractor shall identify and use all available scientific data and research associated with the impacts of the District 18 on resources including, but not limited to: threatened and endangered species, vegetation, soils, wildlife, cultural resources, wetlands, water resources (including seeps and springs), and forestry/trust assets. The Contractor shall base any impact assessment and resulting conclusions on published and/or peer-reviewed scientific literature, when available.

All products must be edited and user-friendly for public review and understanding. The Contractor’s name shall not appear on the cover and/or coversheet of any draft or final products. Draft products shall include line numbers to facilitate the review process. The Contractor shall perform a consistency check of all data and facts used throughout all deliverable products.

NOTES ON DELIVERABLES:

• All draft deliverables shall be line numbered and include the date of revision in the header or footer.

• When timeframes are specified in the statement of work, they are given in working days, not calendar days.

• Unless specifically stated, the Contractor shall submit deliverables to the Contracting Officer’s

Representative (COR) in an electronic format (both Word and pdf). As appropriate, the COR will complete a Quality Assurance review to verify the deliverable is complete, meets contract requirements and meets professional standards. Within thirty (30) calendar days of receipt of the draft deliverable, the COR will notify the Contractor of any substantive corrections needed before it can be accepted and distributed to the Project Team for review. The Contractor shall then correct the document and resubmit the draft to the COR within fourteen (14) calendar days of receiving notification. Once approved by the COR, the contractor shall distribute the draft deliverable to the

Project Team for one round of review and comment.

TASKS 1-17

Task 1 – Interdisciplinary Team Meeting

Subtask 1-A. Project Kick-off Conference Call

Approximately 10 days after the task order is issued, the BIA and the Navajo Nation will facilitate a project kick-off conference call for the project. The Contractor shall include 3-4 key personnel on this kick-off conference call. The primary purpose of this conference call will be to introduce team members, identify candidate dates for the interdisciplinary team meeting (Subtask B), and determine the appropriate method for transmitting existing information to the Contractor. Existing information will be transmitted as quickly as possible and will be reviewed by the Contractor prior to the interdisciplinary team meeting described in Subtask B.

The Contractor shall prepare meeting notes that document the discussion and decisions related to each agenda topic. The Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverable: Kick-off conference call attendance and notes

Subtask 1-B. Interdisciplinary Team Meeting Attendance and Facilitation The Contractor shall provide three to four (3-4) key personnel for travel to Gallup, NM to facilitate a 2-day scoping meeting. The schedule for the meeting will be determined during the project kick-off conference call described in Subtask A.

The Contractor shall also perform the following tasks as part of the interdisciplinary team meeting:

Note Taking – One member of the contractor staff shall take detailed notes during the meetings

(see subtask C for details).

Gathering Information – While visiting with the BIA and the Navajo Nation, the Contractor shall obtain or make arrangements to obtain copies of the documents necessary to complete the environmental analysis. The information gathered shall be included in an annotated bibliography and attached to the Interdisciplinary Team Meeting Notes.

• Deliverables: Interdisciplinary team meeting attendance and facilitation

Subtask 1-C. Interdisciplinary Team Meeting Notes

The Contractor shall prepare Interdisciplinary Team Meeting notes in summary form and not a meeting transcription. The summary shall document the discussion and decisions related to each agenda topic, as well as background information shared orally by BIA and Navajo Nation staff. When the Contractor provides the meeting notes, the related information that was prepared for the meeting (background, enabling legislation, purpose and significance, etc.) shall also be included. Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Draft and final interdisciplinary team meeting notes

Task 2 –Literature Review

The Contractor shall produce a literature review for the EA as an overview of the existing state of knowledge regarding specific resource issues. This information will provide a foundation for consideration by the internal project team when developing alternatives and discussing impacts, as well as background information, and potential source information for impacts analysis.

It is expected that the literature review will focus on resources carried forward for analysis in the EA, and will include, at a minimum research pertinent to District 18 in arid environments on threatened and endangered species, vegetation, soils, wildlife, cultural resources, wetlands, and water resources (including seeps and springs).

The literature review does not assess the adequacy of research; its purpose is to summarize the various, potentially conflicting, research findings. The Contractor shall assume two revisions of the literature review, if the first draft is of acceptable quality to the BIA and the Navajo Nation. The BIA can provide a sample

Literature Review upon request.

• Deliverables: Draft, Final Draft, and Final Literature Reviews

Task 3 - Alternatives Development

Subtask 3-A. Alternatives Development/Interdisciplinary Team Meeting Materials

The Contractor shall prepare meeting materials necessary to facilitate an alternatives development meeting including, but not limited to, the agenda, handouts (matrices, maps, etc.), and sign-in sheet. In addition, the Contractor shall provide large format maps of the project area to facilitate discussion and recording at the meeting (same maps as for internal scoping but refined as needed). The Contractor shall provide electronic versions of the meeting materials to BIA and the Navajo Nation for review ahead of the meeting.

The agenda for the 1-day meeting shall include a brief review of the results of interdisciplinary team meeting conducted under task 1; development of alternatives, including the no action alternative, and preferred alternatives considered but dismissed; and to the extent possible, discussions related to the environmental analysis (e.g., impact topics, cumulative impacts scenario, methodology for assessing impacts, section 7 and section 106 consultation process and schedule). The Contractor shall prepare meeting materials necessary to facilitate the agency scoping meetings including, but not limited to, the agenda, invitations, handouts (matrices, maps, etc.), and sign-in sheet.

Subtask 3- B. Alternatives/Interdisciplinary Team Meeting Notes

The Contractor shall prepare the meeting notes in summary form (that is, organized by topic rather than a meeting transcription). The summary shall document the discussion and decisions related to each agenda topic. When the Contractor provides the meeting notes, the related background information that was prepared for the meeting shall also be included. Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Draft and final alternatives development/interdisciplinary team meeting notes

Subtask 3-C. Alternatives Refinement Teleconferences/Web Conferences

The Contractor shall prepare for and facilitate up to four follow-up alternatives conference calls or web conferences, up to 2 hours in length each, to refine alternatives, prepare for the environmental analysis, etc. Topics may include alternative refinement, discussion of impact topics, cumulative impacts, and methodology for assessing impacts. The Contractor shall work with the BIA and the Navajo Nation to set the agenda; facilitation of these calls will be shared between BIA, the Navajo Nation and the

Contractor, as necessary.

The Contractor shall provide three to four (3 to 4) staff on each call one of which would be dedicated to taking notes. The Contractor shall prepare the conference call meeting notes in summary form (that is, organized by topic rather than a meeting transcription). The summary shall document the discussion and decisions related to each agenda topic, including the rationale for the selection of impact topic, including those carried forward and those dismissed from further analysis. Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Meeting preparation and facilitation; draft and final follow-up meeting notes

Task 4. Public/Agency Scoping

Subtask 4-A. Public Participation Plan

The Public Participation Plan provides a framework that guides public involvement in the EA development process. The Public Participation Plan specifies goals, strategies and techniques that encourage successful public participation. There are unique problems for District 18 such as: lack of access to phones and the internet, language barriers, cultural sensitivity, and being able to communicate the NEPA process to the Navajo People. The Public Participation plan will need to address all of these unique obstacles and how the Contractor will overcome these obstacles. The draft Public Participation plan document shall be reviewed by the BIA and the Navajo Nation review for comment. The Public

Participation Plan will account for the use of a certified Navajo Interpreter.

• Deliverables: Draft public participation plan and final formatted public participation plan.

Subtask 4-B. Public Scoping Newsletter

The Contractor shall prepare a scoping newsletter to provide additional information about the plan, preliminary alternatives, the goals of public scoping, and the schedule for public scoping meetings, and submit this to BIA and the Navajo Nation. The draft text shall be delivered first for one round of BIA and Navajo Nation review and comment, assuming the draft is of acceptable quality to the BIA and the

Navajo Nation.

After addressing BIA and Navajo Nation comments on the text, the Contractor shall provide a formatted draft newsletter, in PDF format. The contractor should assume one revision of the formatted draft newsletter, if the first draft is of acceptable quality to the BIA and the Navajo Nation. The Contractor shall provide an electronic version of the final brochure to the BIA and the Navajo Nation, in PDF, at least four weeks prior to the public scoping meeting. The BIA and Navajo Nation will require two versions of the final newsletter: one for printing and mailing and one for distribution.

The Contractor shall distribute the final scoping newsletter via email to a contact list provided by the

BIA and the Navajo Nation. In coordination with the BIA and the Navajo Nation, the Contractor shall provide an email account that will be used to distribute electronic notification to the public regarding the scoping period and meetings. The Contractor will be responsible for printing and mailing hardcopies and publishing notices announcing availability of the scoping newsletter and the public scoping meetings in local papers and/or writing and distributing press releases. Local newspaper and local radio stations include, but not limited to: the Navajo Times, the Gallup Independent, the Gallup Journal, the

Gallup Sun, KGAK, KTNN, KXTC, KXXI, and KFMQ.

• Deliverables: Draft newsletter text; draft and final formatted scoping newsletter

Subtask 4-C. Public/Agency Scoping Meeting Materials

The Contractor shall develop displays for the public and agency scoping meetings including a project area map and poster-sized statements of issues, objectives, purpose and need and preliminary alternatives for public review (up to 15 posters, no smaller than 20x23in.). The Contractor shall prepare posters in a graphic style that is consistent with the scoping brochure. The Contractor shall provide sign-in sheets and comment forms in digital format. For the agency scoping meetings, the contractor shall prepare necessary materials to facilitate the meetings, including, but not limited to, the agenda, invitations, handouts (matrices, maps, etc.), and sign-in sheets. The Contractor shall provide electronic versions of the meeting materials to BIA and the Navajo Nation for review at least three weeks prior to the public/agency scoping meetings. The Contractor shall assume one revision of the meeting materials, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

The contractor will print all meeting materials (including displays and brochures) as needed. The contractor will be responsible for publishing notices announcing the public meetings in local papers.

BIA and the Navajo Nation will write the news releases.

• Deliverables: Drafts and finals of up to 15 public scoping meeting posters, sign in sheets/comment forms, agendas, invitations, handouts, etc.

Subtask 4-D. Public/Agency Scoping Meetings

The Contractor shall prepare for and participate in 6 public/agency scoping meetings. The meetings will take place at the following locations: Crystal, Red Lake, Sawmill, Fort Defiance, Saint Michaels, Oak

Springs, Houck and Lupton.

The public meetings will outline the NEPA process, present the EA’s basic information/data related to purpose, need, objectives, and issues; and present/discuss the preliminary management alternatives.

The agency scoping meetings will build from past discussions during internal scoping and alternatives development, and cover general coordination matters, including section 7 and section 106 consultation processes and schedule. The Contractor shall facilitate and take detailed notes during both of these meetings. Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

BIA and the Navajo Nation will coordinate logistics for all meetings and collaborate with the Contractor on the meeting format and agenda. Travel and lodging expenses should be estimated for 3 members of the Contractor team to attend each meeting. The Contractor shall arrive at the public meeting site in sufficient time to assist with meeting set-up and clean-up. BIA and the Navajo Nation will establish a dress code (Informal casual) appropriate for the public meetings.

• Deliverables: Meeting attendance and support; draft and final agency scoping meeting notes

Subtask 4-E. Prepare Coding Structure of Public Comments

After reviewing a cross-section of the comments, the Contractor shall develop a coding structure to be reviewed and approved by the BIA and the Navajo Nation. No coding shall be done without prior approval by the BIA COR.

• Deliverables: Coding structure

Subtask 4-F. Review and Code Unique Correspondence

Upon review and approval of the Coding Structure, the Contractor shall review unique pieces of correspondence and code individual comments from the pieces of correspondence. The contractor should assume a total of 200 pieces of correspondence will be received, 150 of which would be unique

(not form letters) and would need to be reviewed and coded.

Subtask 4-F(a) for Additional Correspondence

If more than 150 unique pieces of correspondence are received, the Contractor shall be responsible for reviewing and coding them in increments of up to 50 additional unique pieces of correspondence. Additional subtasks could be awarded to the Contractor for the entry of each additional group of up to 100 unique pieces of correspondence received.

• Deliverables: Coded comments

Subtask 4-G. Develop Concern Statements for Substantive Public Comments

The Contractor shall develop concern statements for the substantive comments. The Contractor shall assume that there will be up to 30 concern statements to be developed by the Contractor and entered.

The concern statements represent the summary of the substantive issues for each topic (code). The contractor shall deliver draft concern statements to BIA and the Navajo Nation prior to incorporating into the Draft Public Scoping Comment Analysis Report under the next subtask. The contractor should assume one revision to the concern statements after BIA and Navajo Nation review, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Up to 30 draft concern statements

Subtask 4-H. Public Scoping Comment Analysis Report

Within 20 days after the close of the public scoping period, the Contractor shall produce the Public

Scoping Comment Analysis Report for review and approval by the BIA and the Navajo Nation. This report shall contain concern statements, representative quotes for each concern statement, and the other demographic information. In addition, there shall be an appendix which contains copies of letters, emails, and faxes that were received during the comment period from all entities (government, organizations, businesses, etc.,) excluding those received from individual commenters (non-affiliated).

After BIA and Navajo Nation review of this product, the contractor shall participate in a 2 hour conference call to discuss the report and identify necessary revisions. The Contractor shall assume one revision of the report would be required after the conference call, if the first draft is of acceptable quality to the BIA and the Navajo Nation. The Contractor shall provide a digital copy of the final report to the BIA and the Navajo Nation.

• Deliverables: Draft and final public scoping comment analysis reports

Task 5. Project Schedule and Coordination

Subtask 5-A. Project Schedule

A draft project schedule will be prepared by the Contractor within 10 days after the kick-off conference call described in Task 1. The schedule developed by the Contractor shall include the deliverables as identified in the Statement of Work, review periods for BIA and Navajo Nation, and other important milestones. Following BIA and Navajo Nation review and comment, the Contractor shall make the necessary changes to the draft schedule to produce a final schedule. The Contractor shall be responsible for updating the final schedule on a quarterly basis and upon the request of BIA and the Navajo Nation to reflect changes to the overall project schedule. The contractor shall adapt to extension of the project schedule upon BIA and Navajo Nation request.

• Deliverables: Draft and final project schedule (including periodic updates)

Subtask 5-B. Monthly Project Status Calls

The Contractor shall participate in one conference call every month (one hour in duration). The

Contractor shall work with the BIA and the Navajo Nation to set the agenda; facilitation of these calls will be shared between BIA, the Navajo Nation and the Contractor, as necessary. The Contractor should also assume additional calls as necessary to continue dialogue with other agencies on general coordination matters, including the section 7 and section 106 consultation processes and schedule. The

Contractor shall provide two staff members on each call, one of which will be dedicated to note-taking.

The Contractor shall provide a concise written summary of each call (in electronic format) to the BIA

COR within a week of each call, and should assume minor clarifications will need to be incorporated after BIA and Navajo Nation review.

• Deliverables: Monthly status call summaries

Task 6– Administrative Record

The Contractor shall be responsible for creating and maintaining an administrative record for the project that will be used to document the BIA and Navajo Nation’s decision-making process. The administrative record shall be compiled as documents are generated or received during the planning and compliance process, making it a contemporaneous record of the process. The Contractor shall maintain an administrative record for documents related to the project using Microsoft Excel. The Contractor shall refer to the June 27, 2006 memorandum from the Department of the Interior’s Office of the Solicitor for guidance on how to properly prepare an administrative record. BIA and Navajo Nation will also provide the Contractor with additional guidance on preparing an administrative record. The format of the database/spreadsheet shall be approved by BIA and

Navajo Nation prior to inputting any documents. All literature used in the development of the EA shall be included in the administrative record. If the literature is part of a larger book/compilation, the relevant pages and/or sections shall be scanned and put into the administrative record. The Contractor shall ensure consistency between staff members in collecting, logging, and tracking documentation related to the project. The Contractor shall ensure quality assurance by comparing the information logged in the database with the document file. A complete version of every document in the administrative record shall be saved in electronic format (PDF). The administrative record shall be organized chronologically by date of the document, with the file name corresponding to the date and entry number in the database/spreadsheet. The record shall be maintained throughout the project and kept current. The Contractor shall provide BIA and the Navajo Nation with electronic copies of additions to the administrative record documents and an updated index on a monthly basis. The index and all records shall be provided to the BIA and the Navajo Nation as the final deliverable of this contract in an electronic format (DVD).

• Deliverables: Administrative Record index and documents

Task 7 - Preparation of the Internal Draft EA

Subtask 7-A. EA Outline

The Contractor shall prepare an annotated outline of the EA in accordance with the format and requirements of CEQ NEPA regulations, DO-12 and its handbook. The outline shall be annotated with subheadings to facilitate discussion of preliminary content of the EA. The Contractor shall deliver the outline electronically. The Contractor shall assume 1 revision of the EA outline, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Draft and Final EA Outline

Subtask 7-B. Internal Draft Chapter 1

The Contractor shall submit a draft EA Chapter 1 for BIA and Navajo Nation review and comment. The

Contractor shall incorporate the appropriate information from the final Internal Scoping Meeting notes and other relevant information. This chapter shall include project background; the history of District 18;

summary of the literature review conducted, existing data and analysis, etc.; overall purpose and need for action; objectives; issues and impact topics carried forward and/or dismissed from further analysis;

and related laws, regulations, policies, and plans. Included in this chapter shall be supporting draft color graphics for internal BIA and Navajo Nation review. The Contractor shall track all comments and how they were addressed, apprising BIA and Navajo Nation of any unresolved comments, and facilitating their resolution. After the Contractor has satisfactorily addressed all the comments from the Project

Team, a “final draft” will be submitted for approval. Once approved, the deliverable is considered ready for inclusion in the Complete First Internal Draft EA to be prepared under subtask H.

• Deliverables: Draft and final draft versions of chapter 1

Subtask 7-C. Internal Draft Chapter 2

The Contractor shall submit a first internal draft EA Chapter 2 for BIA and Navajo Nation review and comment, by building on the work completed in Task 4 (Alternatives Development). Included in this chapter shall be supporting draft color graphics for internal BIA and Navajo Nation review, including maps of the alternatives. This chapter shall include, among other things, a summary of how alternatives were developed, a full description of the range of reasonable alternatives, alternatives considered but dismissed, a matrix comparing elements of alternatives, a discussion of impact analysis conclusions (to be completed after chapter 4 is completed), and a discussion of how alternatives meet plan objectives (to be filled in after the internal review draft is complete). The Contractor shall assume that there may be two rounds of changes to the alternatives prior to discussions of the preferred alternative and environmentally-preferable alternative. The Contractor should assume up to four alternatives, including the no-action alternative.

The Contractor shall track all comments and how they were addressed, apprising BIA and Navajo

Nation of any unresolved comments, and facilitating their resolution. After the Contractor has satisfactorily addressed all of the comments from the Project Team, a “final draft” will be submitted for approval. Once approved, the deliverable is considered ready for inclusion in the Complete First Internal

Draft EA to be prepared under subtask H.

• Deliverables: Draft and final draft versions of chapter 2

Subtask 7-D. Internal Draft Chapter 3

The Contractor shall submit a first internal draft EA Chapter 3 which shall contain information describing the affected environment of District 18 and discuss topics necessary to evaluate environmental consequences of actions described in the EA alternatives. For cost estimating purposes, the Contractor should assume approximately 10 impact topics will be carried forward for detailed analysis in the EA. All information presented shall be adequately referenced and in a style readily comprehended by the public.

The Contractor shall track the resolution of all comments and apprise BIA and Navajo Nation regarding any unresolved comments. Such comments will be resolved during regular project status calls. After the

Contractor has addressed all of the comments from the Project Team, a “final draft” will be submitted for approval. Once approved, the deliverable is considered ready for inclusion in the Complete First

Internal Draft EA to be prepared under subtask H.

• Deliverables: Draft and final draft versions of chapter 3

Subtask 7-E. Impact Methodologies and Sample Impacts Analysis

Prior to preparing the impact analysis for Chapter 4, the Contractor shall submit a recommended approach to impact analysis (including proposed assumptions and methodologies) to BIA and Navajo

Nation for review and comment.

Once the BIA and the Navajo Nation approve the approach, assumptions, and methodology, the

Contractor shall prepare a draft sample impact analysis for two impact topics for one action alternative.

The Contractor shall submit the draft sample impact analysis to BIA and Navajo Nation for review for one round of review and comment. Once the sample impact analysis is approved, the Contractor shall move forward with drafting the remainder of the impact analysis as described under Subtask F below.

• Deliverables: Sample impacts analysis for two impact topics

Subtask 7-F. Internal Draft Chapter 4

Chapter 4, Environmental Consequences, provides the reader with an analytic evaluation of the potential effects or impacts of each of the alternatives on the resources described in the affected environment section. The objective analysis and disclosure of potential environmental impacts of alternatives facilitates informed decision-making. This analysis and disclosure of impacts shall be provided in this section, with the Contractor presenting the effects of each alternative on the various components of the affected environment. The Contractor shall include supporting graphics as necessary to illustrate findings and conclusions.

Council on Environmental Quality regulations require that impact analyses include discussions of adverse and beneficial effects, short- and long-term effects, direct and indirect effects, and cumulative effects. The Contractor shall identify and characterize all such effects of each alternative. Conclusions about impacts should be presented with supporting analysis and a clear rationale. The Contractor shall consult with the lead BIA and Navajo Nation resource specialists as needed to obtain more detailed technical and support information pertaining to impact analysis. For cost estimating purposes, the

Contractor should assume approximately 10 impact topics will be carried forward for detailed analysis in the EA and up to four alternatives will be analyzed in the EA, including the no-action alternative.

Also included in Chapter 4 is an assessment of cumulative impacts. The preparation of legally defensible cumulative impact analyses is a key element of the environmental consequences chapter.

Recent case law has demonstrated its importance. In collaboration with BIA and the Navajo Nation, the

Contractor shall identify “other past, present, and reasonably foreseeable actions” that comprise the cumulative impact scenario. These actions may include projects within District 18 but outside the scope of the project and/or projects or activities on adjacent lands by other entities. “Other past, present, and reasonably foreseeable” actions shall be identified by the contractor and approved by BIA and Navajo

Nation prior to the Contractor engaging in cumulative effect analysis. For each impact topic and alternative, the Contractor shall analyze cumulative effects by adding the incremental impact of “other past, present, and reasonably foreseeable” actions with the direct and indirect impacts of the actions alternatives.

• Deliverables: Draft of chapter 4 (in 1st internal DEA)

Subtask 7-G. Chapter 5 and List of Preparers

Chapter 5 summarizes the consultation and coordination occurring in the preparation of the EA. The

Contractor shall utilize the Public Comment report to summarize the major issues identified during public scoping. In addition, a summary of all consultations held with other federal, state, and local agencies shall be included as well as all other requirements for Chapter 5 per DO-12. Contractor shall develop, based on information provided by the BIA and the Navajo Nation, a list of contributors and preparers per the requirements of DO-12.

The first draft of this chapter shall be submitted electronically for review as part of the 1st internal draft

EA.

• Deliverables: Draft of chapter 5 (in 1st internal DEA)

Subtask 7-H. Maps, Tables, and Graphs

The contractor shall be responsible for preparing up to 20 maps (8.5 x 11 or 11x17 as appropriate) for the EA including the District 18 Location map and maps demonstrating the different alternatives. Maps must be of an appropriate scale for readability. The contractor shall be responsible for the development of tables and graphs for the EA. All the maps, tables, and graphs should be incorporated into the draft

EA sections described above.

Subtask 7-I. Complete First Internal Draft EA

The Contractor shall deliver one complete, technically adequate, edited First Internal DEA for BIA and

Navajo Nation review. The First Internal DEA shall include the approved drafts of Chapters 1-3, and a first draft of Chapters 4 and 5. The First Internal DEA shall also contain:

• Table of Contents

• Reference List

• Glossary of terms

• Acronyms and abbreviations

• Proposed index terms

• Appendices

This First Internal Draft EA shall be double-spaced and line-numbered to facilitate resolution of internal comments and shall be delivered electronically. The Contractor shall track the resolution of all comments and apprise BIA and Navajo Nation regarding any unresolved comments.

• Deliverables: Second Internal DEA

Subtask 7-J. Second Internal DEA

For the Second Internal DEA, the Contractor shall prepare the document using colored (track-changes) or highlighted text to show where text changes have occurred, incorporating all comments and rewrites received during the First Internal DEA review. The Contractor shall also make any edits to the maps, charts, and graphs, as discussed during the review of the First Internal DEA. The Contractor should anticipate comments on approved chapters submitted under previous subtasks. The contractor shall track the resolution of all comments and apprise BIA and Navajo Nation regarding any unresolved comments.

Basic formatting will be applied to signify first, second, and third order headings within the document.

In addition to the content contained in the First Internal DEA, the Second Internal DEA shall contain:

• a one page cover sheet (abstract)

• an executive summary

• up to 30 color photographs

• sidebars (pull quotes)

• EA cover (assume one revision), and

• divider pages (assume one revision).

The Contractor shall deliver the document electronically, along with a record of how comments on the

1st internal DEA were addressed. The contractor should expect to receive substantive comments on the

Second Internal DEA.

• Deliverables: Second Internal DEA

Task 8. Camera-ready DEA

Upon notice to proceed, the Contractor shall provide a complete camera-ready DEA that addresses the internal

BIA and Navajo Nation review comments and includes final graphics and text. The Contractor shall deliver the camera-ready DEA in digital and hard-copy formats, along with a record of how comments on the 2nd internal

DEA were addressed. The BIA and the Navajo Nation will conduct a final review of the camera-ready DEA to ensure comments on the 2nd internal DEA were addressed appropriately, and to identify any minor text/layout changes that may need to be corrected by the Contractor.

The Contractor shall provide all electronic files in the proper format for GPO printing. This task also includes the Contractor review of the GPO master document to check layout and other compliance with the printing specifications. BIA and Navajo Nation will arrange for GPO printing and mailing of the hardcopy camera-ready

DEA.

In coordination with the BIA and the Navajo Nation, the Contractor shall provide an email account that will be used to distribute electronic notification to the public regarding the availability of the DEA and the logistics for the DEA public review meetings described below (same as the email address noted in task 4). The Contractor shall develop a notification postcard to be distributed to the BIA and Navajo Nation’s mailing list (assume one revision), and which will also be the basis for the email to be sent by the contractor.

• Deliverables: Camera-ready DEA and draft/final notification postcard.

Task 9. DEA Public and Agency Review Meetings

Subtask 9-A. Meeting Materials

The Contractor will design displays for the public and agency meetings (up to 15 posters, no smaller than 20” x 23”), which outline the NEPA process (including schedule); purpose, need, and objectives;

alternatives; and present the basic information/data/findings (e.g., preferred alternative and its impacts;

environmentally preferable alternative) in the DEA. The posters shall be consistent with the layout used during scoping. The Contractor shall provide sign-in sheets and comment forms in digital format. For the agency scoping meetings, the contractor shall prepare necessary materials to facilitate the meetings, including, but not limited to, the agenda, invitations, handouts (matrices, maps, etc.), and sign-in sheets.

The Contractor shall provide electronic versions of the meeting materials to BIA and Navajo Nation for review at least three weeks prior to the public/agency scoping meetings. The Contractor shall assume one revision of the meeting materials, if the first draft is of acceptable quality to the BIA and the Navajo

Nation.

• Deliverables: Drafts and finals of up to 15 public meeting posters, sign in sheets/comment forms, agendas, invitations, handouts, etc.

Subtask 9-B. Meeting Attendance/Support

The Contractor shall participate in up to 2 public and 2 agency meetings within the vicinity of District

18. The Contractor should assume the agency scoping meetings will be held during the day, and public meetings in the evening. The meetings will be held on different days and will outline the NEPA process

(including schedule); purpose, need, and objectives; alternatives; and present the basic information/data/findings (e.g., preferred alternative and its impacts; environmentally preferable alternative) in the DEA.

The meetings shall be held after the DEA is released and will be in the vicinity of District 18 The BIA and the Navajo Nation will coordinate logistics for the meeting and collaborate with the Contractor on the meeting format and agenda. Travel and lodging expenses should be estimated for 3 members of the

Contractor team to attend the meetings.

At the public meetings, the Contractor shall assist BIA and Navajo Nation in facilitation and recording input on flip charts and/or comment forms, depending on meeting format. The Contractor shall arrive at the public meeting site in sufficient time to assist with meeting set-up and clean-up. BIA and Navajo

Nation will establish a dress code (Informal casual) appropriate for public meetings.

The agency scoping meetings will build from past discussions, and cover general coordination matters, including the section 7 consultation process and schedule. The Contractor shall facilitate and take detailed notes during both of these meetings. Contractor shall assume one revision of the notes, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: meeting attendance and support; draft and final agency scoping meeting notes

Task 10. Draft Comment Analysis Report

Within 20 days after the close of the public comment period, the Contractor shall produce a draft Public

Comment Analysis Report for review and approval by the BIA and the Navajo Nation. This draft report shall contain concern statements, representative quotes for each concern statement, and other demographic reports and indices. The Contractor shall provide an electronic copy of this document and assume one revision to it after the conference call described in task 13, if the first draft is of acceptable quality to the BIA and the Navajo

Nation.

In addition, there shall be an appendix which contains copies of letters, emails, and faxes that were received during the comment period from all entities (government, organizations, businesses, etc.,) excluding those received from individual commenters (non-affiliated).

• Deliverables: Draft public comment analysis report

Task 11. Responses to Public Comment and Text Changes

Subtask 11-A. Teleconference to Discuss Comment Analysis Report and Assign Comment

Responses

After BIA and Navajo Nation review of the Draft Comment Analysis Report, the Contractor shall participate in a 2-3 hour conference call to discuss the report and identify necessary revisions, as well as assign comment (concern) responses to specific subject matter experts. This meeting will also include a discussion of any adjustments to the preferred alternative and overall strategy for responding to comments.

The Contractor shall provide two staff for the call, one dedicated to capturing the discussion and decisions made. The contractor shall take notes and assume one revision of them after BIA and Navajo

Nation review, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Draft and final public teleconference notes.

Subtask 11-B. Preparation of Draft Responses

The Contractor shall prepare draft responses to public comments (concerns), and where necessary as a result of public comments, identify text changes for the draft FEA. The Contractor shall assume they will prepare 25 of the responses to 50 concern statements and the remainder of the responses will be prepared by the BIA and the Navajo Nation.

All responses to comments must be in sufficient detail to demonstrate BIA and Navajo Nation has fully considered public input and provide a response that explains why the comment was not incorporated into the FEA/decision making or if the text/decision has changed indicate how and where the reader can find this information in the EA text. Draft responses should also recommend EA text changes to the BIA and Navajo Nation for review. These revisions are mostly clarification of facts; no new data collection or analysis is anticipated. Minor changes in graphics and maps are anticipated. Draft responses shall be delivered electronically along with the corresponding concern statements and representative quotes. The

Contractor shall submit the draft responses for BIA and Navajo Nation review and comment, before distributing to the project team for review and comment (i.e., assume 2 revisions, if the 1st draft is of acceptable quality to the BIA and the Navajo Nation).

• Deliverables: Up to 25 draft responses to concern statements, including proposed text changes

Subtask 11-C. Teleconference to Discuss Preparation of Final Responses

Upon completion of BIA and Navajo Nation review of draft responses, the contractor shall facilitate a 2-hour teleconference Inter-Disciplinary Team meeting to discuss draft responses and identify any responses that may need additional information or clarification. The Contractor shall submit the revised draft responses for BIA and Navajo Nation review and comment, before distributing to the project team for review and comment (i.e., assume 2 revisions, if the 1st draft is of acceptable quality to the BIA and the Navajo Nation). Contractor should assume that changes to the EA text will occur under Task 14 and not this subtask.

• Deliverables: Draft final responses to public comments

Subtask 11-D. Final Comment Analysis Report

Upon BIA and Navajo Nation acceptance of final responses, the Contractor shall copy and paste the final responses into the Concern Response section of the Draft Comment Analysis Report and produce a

Final Comment Analysis Report. The Contractor shall assume one revision of the report would be required after BIA and Navajo Nation review and comment, if the submittal is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Final public comment analysis report

Task 12. Preparation of FEA

Subtask 12-A. Internal Draft FEA

The Contractor shall deliver a complete, technically adequate, edited internal draft Final EA (FEA) for

BIA and Navajo Nation review. The internal draft FEA includes the text of the EA, the final responses to comments (depending on the number of public comments this may be a separate volume), and correspondence received from businesses, government entities, and organizations. The Internal draft

FEA shall include colored or highlighted text to show where text changes have occurred as a result of public comments on the DEA. This product shall be double-spaced and line-numbered to facilitate resolution of internal comments. The Contractor shall track the resolution of all comments and apprise

BIA and Navajo Nation regarding any unresolved comments, which would serve to inform discussions at the roundtable meeting under subtask B. The Contractor shall assume 1 revision of the document after the roundtable, if the first draft is of acceptable quality to the BIA and the Navajo Nation.

• Deliverables: Internal Draft FEA

Subtask 12-B. Meeting

The Contractor shall facilitate a one-day roundtable face to face meeting, of the internal review draft

FEA with the BIA and the Navajo Nation. The Contractor is responsible for setting up the meeting with the BIA and the Navajo Nation. The purpose of the roundtable review shall be to identify any issues needing resolution prior to preparation of the camera-ready FEA.