Sample Performance Work Statements (PWS).docx

1.0 INTRODUCTION

This document provides sample Performance Work Statements (PWS) for two distinct types of tasks that may be ordered under this IDIQ. These examples are for illustrative purposes only, to demonstrate the potential scope, complexity, and deliverables the Government may require. The actual scope of any future Task Order may vary.

SAMPLE PWS 1: CULTURAL RESOURCE SURVEY (SERVICE AREA 1)

1.1. Objective: To conduct a Traditional Cultural Specialist (TCS) survey of a portion of the UTTR to identify, assess, and evaluate sites of tribal significance.

1.2. Scope:

With a combination of designated TCS from Hill AFB/UTTR affiliated tribes, a SOI qualified Project Principal Investigator, and SOI qualified support staff, the Contractor will conduct a TCS survey of a portion of the UTTR (Attachment A). The survey will include desktop research and field visits to fully identify known or potential locations/sites of tribal significance. The crew will be made up of a Principal Investigator, support personnel, and up to ten (10) Tribal Cultural Specialists (TCS) from the 22 culturally affiliated tribes associated with installation lands. Each tribe will designate no more than 2 representatives per field visit to allow the greatest participation in field survey efforts. The project will update, if necessary, the paperwork completed for previously recorded sites and landscapes; however, it is not intended as a repeat archaeological inventory but rather focus on identifying areas of significance outside traditional archaeological understanding.

The primary objective of this task is to assist Hill AFB and the UTTR in continuing their federal trust and treaty responsibilities with Tribal Nations to ensure that tribes are afforded the opportunity to identify, evaluate, record, and protect areas/sites of religious, traditional, and cultural significance. The project will also provide installation land managers with indigenous awareness and traditional knowledge about resources identified and of concern on USAF land in order to better manage critical resources. Hill AFB recognizes that indigenous knowledge is a valid form of evidence that is not dependent on the corroboration of other forms of knowledge or those typically employed in standard archaeological practices and methodologies and TCS experts can only be identified by tribal leaders. As a specialized form of expertise, designated TCSs shall be compensated at the same rate as other equivalent specialists. The contractor will provide tribal reimbursement/payment for travel expenses at the government rate for the area, including hotel, mileage, flight/rental car, per diem/meals/incidentals. Tribal government designated TCSs shall receive a rate of $50-60/hour during work related hours as indigenous knowledge specialists. All anticipated costs for this task associated with tribal reimbursement and payment must be included within the Contractor’s project costs.

Successful completion of this project requires coordination/cooperation with multiple offices, including the Hill AFB CRM and ITLO, and affiliated tribal governments, specifically their Tribal Historic Preservation Officers (THPO) and cultural resource specialists. All official consultation will be conducted through the Hill AFB CRM and ITLO though contractor tasks will include support for consultation for this project. This will include, but may not be limited to, drafting letters, coordinating meeting logistics, and payment of tribal travel payments/reimbursements. Consultation support for this project will include, but is not limited to, assistance in early coordination with affiliated tribes prior to full initiation of this task to gather data which will help outline the THPO and TCS responsibilities for the work plan and research design, coordination of fieldwork schedules and logistics (i.e., TCS coordination, hotel logistics, reimbursement/payment, etc.), and consultation support for draft and final deliverables. Any consultation with the SHPO will be conducted through the Hill AFB CRM.

This objective includes six (6) tasks in addition to kick-off meeting minutes and monthly status reports: an invitation to consult letter (Task 1.B); work plan (Task 1.C); a research design with an appropriate literature search and compilation of local and regional tribal ethnographic data (Task 1.D); fieldwork sessions with letter report summaries (Task 1.E); a draft and final TCS report with associated documentation including site forms for all recorded cultural resources, photographs, maps, GIS data, tribal resources of concern information, and artifact preparation if determined necessary (Task 1.F); the archiving of all digital materials to be transferrable to the Digital Archaeological Record (tDAR) system (Task 1.G); and, monthly status updates (Task 1.H).

1.3 Specific Tasks:

Task 1.A – Kick-off Meeting & Monthly Reports:

No later than thirty (30) calendar days following the issuance of a Task Order, the Contractor shall schedule and conduct a kick-off meeting via teleconference. The purpose of this meeting is to introduce key personnel, review the Task Order scope and objectives, discuss the project schedule, and confirm communication protocols. The Contractor shall be responsible for preparing and distributing a meeting agenda prior to the event and for producing and distributing comprehensive meeting minutes to all participants within ten (10) working days following the meeting.

The Contractor shall prepare and submit a Monthly Status Report to the installation Points of Contact (POCs) by the 15th day of each month for the duration of the Task Order. Each report shall be a concise, one-page summary detailing, at a minimum:

· Activities completed during the reporting period.

· A summary of the overall task status.

· The current funding balance and expenditures to date.

· A percentage estimate of the total work completed.

· Any issues, risks, or delays encountered and proposed mitigation actions.

Task 1.B – Hill AFB TCS Survey Invitation to Consult Letter The Contractor shall develop a draft project introduction and invitation to consult letter. This draft letter will include a description of the project, upcoming consultation opportunities (i.e., work plan, research design, field visits, etc.) and invite tribal partners to consult throughout the project. The draft letter will be forwarded to the Hill AFB CRM and ITLO for review within 15 days of the kickoff meeting. Comments will be forwarded to the Contractor for inclusion in the final letter. The final letter will be forwarded to the Hill AFB CRM and ITLO for signing and dispersal to all affiliated tribal partners.

Task 1.C – Hill AFB TCS Survey Work Plan The Contractor shall prepare a work plan describing the administrative and Quality Assurance/Quality Control (QA/QC) processes to be followed, which shall include a determination of the availability of TCSs for fieldwork, a schedule of activities and deliverables to complete the project, a detailed plan to include fieldwork logistical planning and tribal reimbursement procedures, and how the contractor will meet security/safety protocols for the Principal Investigator, TCSs, and support personnel. This will be developed in conjunction with the Hill AFB CRM and ITLO and be informed through the early project tribal consultation. The work plan shall not be combined with the project research design. The work plan shall also include the methods for information sharing, agreed upon sensitive information identification and redaction protocols, and all tribal and non-tribal POC contact information. Contact information will be included as an appendix to the work plan; however, flexibility should be built into the project to accommodate necessary updates or changes in personnel. Any updates will be forwarded to all parties. The work plan will be submitted in draft form to the Hill AFB CRM and ITLO POCs for review and approval. The CRM will forward the draft document to affiliated tribes for review and comment as part of the ongoing project consultation process. Any comments received from tribal parties will be forwarded to the Contractor for inclusion in the final work plan. Upon resolution of government and tribal comments on the draft, the Contractor shall submit a final work plan within 60 days of the kickoff meeting or an updated timeframe agreed upon by all parties should the early consultation require additional time. The final work plan will be shared with tribal partners for their awareness and records.

Task 1.D – Hill AFB TCS Survey Research Design The Contractor shall develop a research design to successfully complete this project. The research design shall describe all methods to be used during the conduct of desktop survey including potential resources and areas of concern, identify data gaps in both traditional knowledge and archaeological resources, recommend areas for TCS field/site visits, and define research questions. The research design shall be developed in communication with the participating tribes. The Hill AFB CRM and ITLO will serve as the official POCs for all consultation with the contractor providing facilitation support. The research design will be submitted in draft form to the Hill AFB CRM and ITLO POCs for review and approval. The CRM and ITLO will then send the draft document to the affiliated tribes as part of the ongoing project consultation process and communicate to the Contractor any comments that are received. Upon resolution of government and tribal comments on the draft, the Contractor shall submit a final research design. The final research design will be shared with tribal partners for their awareness and records.

Task 1.E – Hill AFB TCS Survey and Fieldwork Letter Report Summary The Contractor, in conjunction with designated TCSs, shall first conduct a desktop review of all identified archaeological, ethnobotanical and ethnographic resources previously identified on the UTTR as outlined in the work plan and research design to successfully facilitate identification, assessment, and evaluation of sites and/or areas determined to be present and potentially tribally significant to one or more of the tribes participating in the survey. This shall include identifying areas, sites, traditional cultural properties, sacred sites, resources or landscapes which require a field visit to fully determine extent and significance. The desktop review should also prioritize those areas for further field work in the event not all areas/sites are available during the current project and future work is required. This will allow for defining future project goals and funding needs.

The Contractor shall coordinate with the Hill AFB CRM and ITLO to organize TCS travel to support and conduct field visits at the previously identified sites as determined with input from the TCSs and as outlined in the work plan and research design. The field visits will be undertaken to the greatest extent possible within the financial means of the contract in order to successfully facilitate any additional identification, assessment, and evaluation of sites and/or areas determined to be present and potentially tribally significant as identified within the desktop survey through TCS coordination. Site features and boundaries will be determined by the tribes, recognizing that indigenous knowledge is a valid form of evidence that is not dependent on the corroboration of other forms of knowledge or those typically employed in standard archaeological practices and methodologies. All archaeological materials newly located during fieldwork should be recorded and analyzed in the field in accordance with the Utah SHPO guidelines. Any previously identified archaeological materials will be reviewed and receive updated recordation as needed.

Hill AFB has a minimal collection policy regarding surface artifacts. If an artifact is diagnostic and is at-risk of being lost or damaged, is an extremely rare artifact type with potential to greatly enhance the known record for the area or is identified by a particular TCS as being rare and significant, the Contractor shall contact the Hill AFB CRM. If instructed to do so, the Contractor shall collect the artifact while leaving all other materials in-situ. If the TCSs recommend leaving the artifact in situ, the CRM will provide additional guidance and recommendations for recordation based on ongoing consultation with tribal partners to ensure full recognition of indigenous knowledge and expertise.

The Contractor is not required to relocate or re-record National Register of Historic Places (NRHP)-evaluated sites, unless significant changes have occurred to warrant a re-evaluation or if a change is recommended by TCS personnel, such as a change of boundary, additional features, or additional resources (i.e., ethnobotanical resources). All sites shall be recorded on the appropriate Utah State Archaeological Site Forms. The Hill AFB CRM, ITLO, and cultural resource support staff, will coordinate access and provide escorts, on-site photography requirements, and any restrictions to the Contractor.

During the report/form production phase of the project, TCSs will have the opportunity to consult with their THPOs, Tribal Elders, and other appropriate knowledge keepers about their desktop survey and field visit findings. During that time, should a site be identified as a potential Traditional Cultural Property (TCP), as defined in the National Park Service National Register Bulletin 38, Guidelines for Evaluating and Documenting Traditional Cultural Properties, the Contractor shall notify the Hill AFB CRM and make the appropriate notation in the TSC Report or by an agreed upon alternative means should the tribe wish to report the TCP separate from the TCS report. The Contractor will not be responsible to complete the documentation for any official TCP designation as part of this project.

At the conclusion of field visits, the Contractor shall provide the Hill AFB CRM and ITLO POCs with a letter report summary of work accomplished, challenges, and general findings, in accordance with the deliverable table found in Section 3.2.2 of this SOW. This brief administrative report should also discuss the number of sites visited, the number of sites tested (if/as necessary), the number of artifacts collected (if/as necessary), and the number and affiliation of all on-site survey participants. In addition, the report will also note those sites/areas which were not visited at the time of the project but are recommended for future visits based on TCS input and expertise.

· Reports shall follow the CO OAHP report guidelines found in the Utah Archaeological Compliance Guidance: https://ushpo.utah.gov/resources/

· Draft documents shall be delivered with line numbers and a supplemental comment matrix to facilitate comments. The Hill AFB CRM will share drafts with tribes and other parties as part of their ongoing consultation process.

Task 1.F – Hill AFB TCS Desktop and Fieldwork Survey Report and Associated Documentation The Contractor shall provide a draft desktop survey and field/site visit report with associated documentation which can be redacted to be made sharable and non-confidential outside of the CRM/ITLO offices (outlined in Section 3.2 of this SOW) in electronic form to the Hill AFB CRM and ITLO POCs for review and approval. Hill AFB recognizes some sensitive information may not be shared in its entirety and respects tribal sovereignty to protect and own such intellectual property. The CRM will send the draft report and forms to the affiliated tribes as part of the ongoing project consultation process and communicate to the Contractor any relevant comments that are received. Upon resolution of tribal and Air Force comments, the Contractor shall submit a draft final desktop survey and field visit report to the Hill AFB CRM and ITLO. The Hill AFB CRM and ITLO shall also submit the draft final report to all Hill AFB culturally affiliated tribes. The report may also be submitted to the UT SHPO for review by the CRM, if determined appropriate during tribal consultation or if requested to designate a site, TCP, or historic district as eligible for inclusion on the NRHP. Upon resolution of all government, Tribal, and other comments (if appropriate) on the draft final report, the Contractor shall submit the final report and associated documentation in accordance with the deliverable table found in Section 3.2 of this SOW. The final report and associated documents will be forwarded to affiliated tribes for their records, as appropriate, by the CRM and ITLO. Hill AFB will not share information provided by individual tribes with other tribes unless it is authorized and agreed upon by the tribe from whom the information was initiated.

· To facilitate installation review, associated data, to include site forms, photographs, maps, and GIS data, shall accompany the draft TCS Survey report.

· Draft documents shall be delivered with line numbers and a supplemental comment matrix to facilitate comments. The Hill AFB CRM will share drafts with tribes and other parties as part of their ongoing consultation process.

· Reports shall follow the CO OAHP report guidelines found in the Utah Archaeological Compliance Guidance: https://ushpo.utah.gov/resources/

· Prior to submission, the Contractor shall review all documents to ensure technical and editorial quality at the peer-review level.

· If determined necessary through coordination/consultation with tribes and the Hill AFB CRM and ITLO, the associated documented submitted under Task 1.F can be redacted if distribution and information shared is need, to ensure information protection, that it is non-confidential for resource management, and as outlined in Section 2.1.4 of this SOW (i.e., site forms, tribal resources of concern information, photographs, GIS data, and artifact preparation)

· The Contractor shall provide the installation CRM and ITLO POCs with new or updated site forms for all recorded cultural resources. Forms can be found at: https://ushpo.utah.gov/resources/

· Site forms shall be appropriately labeled using UT SHPO naming conventions (https://ushpo.utah.gov/resources/)

· The Contractor shall transfer the digital data listed as deliverables for this to the Hill AFB CRM. The Contractor shall thoroughly document all digital data with the following archaeological, administrative, and technical metadata, using the tDAR metadata creation and file upload web pages available at: http://www.tdar.org/whytdar/contribute/.

· The Contractor shall provide installation CRM with GIS data that complies with the USAF GIS policies, including:

· Developing the GIS data to comply with the applicable Data Layer Specifications provided in the Hill AFB Integrated Cultural Resource Management Plan (ICRMP) and will follow the UT SHPO GIS requirements at: (https://ushpo.utah.gov/resources/)

· Delivering the spatial data in the applicable Universal Transverse Mercator (UTM) coordinate system, World Geodetic System 1984 (WGS84) datum and spheroid.

· Coordinating with the Hill ISS Environmental GIS Analyst to determine current version being used for all software, data, and data standards.

· Data will also conform to the metadata requirements of the Digital Archaeological Record (tDAR) and AFHRA Task 1.G – Hill AFB TCS Survey tDAR Upload CD The Contractor will provide all files in the appropriate format for upload into the Digital Archaeological Record (tDAR) archiving system per Section 3.2 of this SOW. This is a restricted system and material archived in tDAR will only contain shareable and non-confidential data and information approved for inclusion by tribal partners. All redacted information will only be housed within the Hill AFB CRM files as needed for resource management.

· Installation personnel will not consider the project complete until the project’s digital records for tDAR have been reviewed by installation CRM, approved, and made available for upload into tDAR.

· Any file containing information that is "confidential," for example as defined in Section 9 of the Archaeological Resources Protection Act (16 U.S.C. 470hh), by the installation CRM during the execution of this project shall be deposited in its complete form and marked in tDAR as confidential and shall also be deposited in a redacted, public form, with redactions of all confidential information identified.

· Any file containing information that is “restricted,” as defined in consultation with and identified by tribal partners or the installation CRM during the execution of this project shall only be deposited in the redacted form in tDAR as approved by and in consultation with tribal partners.

1.4. Sample Deliverables Schedule:

SAMPLE PWS 2: ANNUAL AMERICAN INDIAN MEETING SUPPORT (SERVICE AREA 2)

2.1. Objective: To provide on-site logistical and financial support for the UT DoD Annual American Indian Meeting (AAIM).

2.2. Scope:

The Contractor shall provide on-site support for the UT DoD Annual American Indian Meeting (AAIM). This includes providing on-site payment (cash or check) to designated tribal members for travel, per diem, and honorariums for the government-to-government meeting. In addition, the Contractor will verify approved attendance with the Hill AFB CRM and ITLO and provide final payment for the tribal hotel invoice.

This objective includes three tasks, in addition to the kick-off meeting minutes and monthly status reports: provide onsite reimbursement to designated and approved tribal representatives (Task 2.A), provide payment for final hotel invoice for approved tribal representatives (Task 2.B), and provide a summary report and spreadsheet detailing final expenses of subtasks 1 and 2 (Task 2.C). The contractor will only be reimbursed for administrative and overhead costs noted within the Objective 2 details of the contractor’s proposal, as well as the amounts detailed in the final summary report and spreadsheets (Task 2.C).

2.3. Specific Tasks:

Task 2.A – Provide Onsite Tribal Payment/Reimbursement for AAIM The Contractor will provide 2-day onsite support to directly pay travel expenses for designated and approved tribal representatives to the AAIM. This task will be coordinated with the Hill AFB ITLO and CRM. Expenses will include mileage or rental car and flight (if required), per diem, and incidentals equivalent to the government travel rate at the meeting location. Reimbursement will only include meals which are not provided as part of the meeting. Repayment may include honorarium for attendees approved by Hill AFB and will be included in the attendees payment total. Contractor should provide personnel authorized to provide direct payment to tribal members by cash or check. A spreadsheet will be provided to the Contractor with expected attendees and payment amounts, but the Contractor should be prepared to fund last minute attendees as well. The onsite personnel should coordinate with the CRM and ITLO to verify all approved attendees scheduled for payment as well as track all final participants. Contractor shall provide a document with signatures from attendees for all payments made, including the total payment received. This record will be incorporated into the Subtask 3 – the summary report.

· Detail on how the Contractor will provide payment/reimbursement to approved tribal participants will be discussed at the kickoff meeting and formalized in the follow-up meeting minutes.

· Per Section 2.2.1, the Contractor will ensure a payment receipt is provided to each recipient and a spreadsheet is signed by all tribal participants who receive payment.

· Per Section 2.2.1, the Contractor will ensure they have sufficient cash or checks to provide payment onsite to all approved tribal participants.

· Per Section 2.2.1, if providing checks, the Contractor will provide a list of local banks or credit unions who can cash the checks for participants.

· Per Section 2.2.1, the Contractor shall ensure they have enough cash or checks to provide for last minute participants.

Task 2.B – Provide Payment of Tribal Hotel Invoice The contractor shall provide direct payment to the hotel for all designated and approved tribal representatives attending the AAIM. Contractor will coordinate with the Hill AFB ITLO and CRM to ensure accuracy of days allowed for reimbursement prior to payment. A spreadsheet will be provided to the Contractor with expected attendees, but the Contractor should be prepared to fund last minute attendees as well. The final names, totals and costs shall be provided and incorporated into the Subtask 3 – the summary report.

· Per Section 2.2.2, the Contractor shall ensure the hotel is paid promptly after the conclusion of the AAIM and provide proof of payment to the Hill AFB CRM and ITLO.

Task 2.C – AAIM Expenses Summary Report, Receipts, Invoices, and Spreadsheets The contractor shall provide a summary report detailing tribal attendance, onsite payment details (per diem amounts, mileage or flights/rental cars, incidentals, honorariums). This will include the original (or copy if agreed upon by all parties) of the signed attendance sheet demonstrating attendance and payment received. The summary report shall also include the final details from the hotel, including final amount and a record that payment was received by the hotel, and shall be broken down by individual attendee. The contractor will only be reimbursed for administrative and overhead costs noted within the Task 2 details of the contractor’s proposal, as well as the amounts detailed in this summary report and spreadsheet. This is an estimated amount based on all potential attendance and the total will be adjusted at the completion of the event based on final approved tribal representative attendance. The final payment will only include actual costs paid to in-person approved attendees.

· Per Section 2.2.3, the Contractor shall provide an Expenses Summary report which will include all details of the payments made (i.e. per diem, mileage/flight, incidental, honorarium amounts and payment total) as well as the final details from the hotel invoice/payment.

2.4. Sample Deliverables Schedule: