N6247319SMH01_DRAFT-Annex_18_SPEC_ITEM_4_3_Products_-_Marine_Habitat.pdf

Annex 1800000 – Environmental/Natural Resources

Spec Item 4.3 Deliverables Description:

The Contractor shall develop and prepare deliverables that are specific to each Task Order (TO), (i.e. to identify potential biological constraints associated with proposed operations/training or construction projects; to provide a framework for natural resource management; to support formal Section 7 consultation; to comply with existing law, policy or regulation, etc.).

Performance Objective The Contractor shall develop and prepare deliverables that are specific to each Task Order, (i.e. to identify potential biological constraints associated with proposed operations/training or construction projects; to provide a framework for natural resource management; to support formal Section 7 consultation; to comply with existing law, policy or regulation, etc.). The information for the Note to Spec Writer in red italics will be provided on the task order.

Performance Standard A. Contractor’s preparation of specified deliverable(s) supported the Performance Objective of Spec Item 4.3.

Spec Item 4.3.1 Reports Description:

The Contractor shall prepare an applicable report (Work Plan, Progress Report(s), Draft/Final Report, etc.) to accomplish the Performance Objective detailed in Spec Item 4.3. Report submittal dates will be provided per individual TO.

Performance Objective A. Unless otherwise indicated, each report shall be printed on 8.5 x 11-inch paper with color graphics/figures and bound (individual TO will specify comb binding or three-ring binder) separately with the report title, date, Contract number/TO number and author clearly and permanently affixed to the spine.

B. Maps - If the report contains maps, maps shall be presented as figures or attachments to the report.

All maps shall be of reproducible quality and shall include a legend referencing the originating base map, scale, north arrow, definition of all symbols used, subject of map and the project name. If U.S. Geological Survey maps are utilized as base maps, the most current edition must be used.

C. All data forms, electronic data (including GPS and GIS data) and databases, other electronic files (including text files), photographs, etc. generated as part of the TO shall be submitted with both the draft and final deliverables.

D. The Contractor shall prepare a Windows based CD-ROM that consolidates all deliverables (including final reports) in electronic format submitted under the TO. Two copies of the CD-ROM shall be provided to the COR with submittal of the final report.

Performance Standard A. The report included all information required under TO.

B. The report was free of typos, grammatical errors, inappropriate “cut and paste” inserts, formatting inconsistencies, incorrectly labeled Tables and Figures, etc.

C. Report provided proper citations for all documents referenced.

D. Government-provided documents were considered and appropriately integrated into the report.

E. Graphics were professionally presented and easily interpreted.

F. Report incorporated other pertinent documents including, but not limited to, Biological Assessments, Biological Opinions, Federal Register Notices, USFWS Recovery Plans, NEPA documents, existing academic and technical literature.

Spec Item 4.3.1.1 Work Plan Description:

The Contractor shall prepare a Work Plan detailing how the Contractor proposes accomplishment of all Performance Objectives under TO.

Performance Objective A. The Work Plan shall include:

1. Introduction

2. Proposed methodology to accomplish TO objective

3. Specific data to be collected

4. Schedule with milestones and dates for completion of services and associated deliverables

5. List of personnel and a description of the roles they will fill for this TO with detailed resumes outlining their qualifications

6. (If applicable) Annotated Table of Contents for Draft / Final Report

7. Copies of any required permits

B. Bound and electronic copy/copies (number of copies will be provided per individual TO) of the Draft Work Plan shall be delivered to the COR for Government review and comment (due date of Draft Work Plan will be provided per individual TO.

Performance Standard A. The Work Plan includes all information required under TO.

Spec Item 4.3.1.2 Quarterly Progress Report Description:

The Contractor shall prepare Quarterly Progress Reports detailing incremental accomplishment of all Performance Objectives under TO.

A. Quarterly Progress Reports shall include the following:

1) Project Title

2) Type of report (Preliminary Outline, Initial Draft, Periodic Report or Final Draft)

3) Contractor name, Contract and TO number

4) Date of report

5) Distribution Instructions

6) Work completed to date (include table showing dates of site visits or survey, personnel attending each visit, findings, etc.

7) Significant events or findings

8) Difficulties / problems encountered and resolutions

9) Work proposed for next reporting period

10) Approximate percentage of work completed

11) All figures and tables may be hand drawn (clearly visible) for preliminary drafts only

B. Quarterly Progress Reports shall be submitted to the COR on a quarterly basis via e-mail at a date provided on each individual TO.

Performance Standard A. The Quarterly Progress Report(s) include(s) all information required under TO.

Spec Item 4.3.1.3 Survey Report Description:

The Contractor shall prepare a Survey Report(s) detailing accomplishment of all Performance Objectives under the TO.

A. Unless otherwise specified in the TO or Spec Item, survey reports shall include the following:

1) Summary

2) Introduction

3) Methods

4) Survey Results

5) Discussion

B. All mapping data shall be submitted in the electronic format required in Section 4.1.

C. All eelgrass surveying shall be performed as stipulated in the governing version of the SCEMP.

Surveys for exotic vegetation and alga will be performed following the governing version of the CCP.

D. The draft monitoring report shall be submitted to the COR 30 days after the site visit to the project.

After receipt from the COR, the Contractor has fifteen days to incorporate comments and return as final.

Performance Standard A. The Survey Report(s) includes all information required under TO.

Spec Item 4.3.1.4 Eelgrass Restoration / Mitigation Plan Report Description:

The Contractor shall prepare an Eelgrass Restoration/Mitigation Plan Report detailing how the Contractor proposes accomplishment of all Performance Objectives under the TO.

Performance Objective A. The Contractor shall submit the Eelgrass Restoration/Mitigation Plan Report as six bound and one camera-ready hard copies to the COR 45 days prior to the initiation of field work. After receipt of comments from the COR, the Contractor has fifteen days to incorporate comments and return as a final report. Final reports shall be provided as three bound and one camera-ready unbound hard copies.

Digital data shall be submitted in MS Word, MS Excel, and ArcView file formats.

Performance Standard

A. The Eelgrass Restoration/Mitigation Plan Report includes all information required under TO.

Spec Item 4.3.1.5 Eelgrass Transplant Report Description:

The Contractor shall prepare an Eelgrass Transplant Report(s) detailing accomplishment of all Performance Objectives under the TO.

Performance Objective A. Both draft and final reports shall be submitted to the COR. The Contractor shall provide two draft transplanting reports no later than 10 days after completing the transplanting effort. The COR and regulatory agencies will have 10 days to inspect and certify the planting as complete. The final report is due 20 days after the end of the 90-day maintenance period. Final report shall include five copies of all findings including a base map of pre-planting conditions, an overlay map of post-planting conditions, an overlay of the mitigation site at the end of the 90-day maintenance period, and survey information that verifies turion density and coverage. Final reports shall be provided as three bound and one camera-ready unbound hard copies. Digital data shall be submitted in MS Word, MS Excel, and ArcView file formats.

Performance Standard A. The Eelgrass Transplant Report includes all information required under TO.

Spec Item 4.3.1.6 Eelgrass Monitoring Report Description:

The Contractor shall prepare an Eelgrass Monitoring Report(s) detailing accomplishment of all Performance Objectives under the TO.

A. The Eelgrass monitoring report shall include the following:

1) Summary

2) Introduction and Permit Requirements

3) Methods

4) Survey Results (transplant site and control site)

5) Discussion

B. Monitoring reports are due as two bound and one camera-ready hard copy 30 days after completion of each monitoring effort. Final reports shall be provided as three bound and one camera-ready unbound hard copy. Digital data shall be submitted in MS Word, MS Excel, and ArcView file formats. Any deviation from the required monitoring schedule will need to be approved by the COR.

Performance Standard A. The Eelgrass Monitoring Report includes all information required under TO.

Spec Item 4.3.1.7 Caulerpa Survey Reporting Form Description:

The Contractor shall prepare a Caulerpa Survey Reporting Form(s) detailing accomplishment of all Performance Objectives under the TO.

Performance Objective A. The Caulerpa survey reporting form shall be submitted to the COR, National Marine Fisheries Service (NMFS), and California Department of Fish and Game no later than 10 days after completing a Caulerpa survey.

Performance Standard A. The Caulerpa Survey Reporting Form includes all information required under TO.

Spec Item 4.3.1.8 Draft/Final Report Description:

The Contractor shall prepare a <<Note to Spec Writer: Insert “Small”, “Medium” or “Large”>> Draft/Final Report detailing the accomplishment of all Performance Objectives under TO.

Performance Objective A. A report outline will be provided with each TO.

B. General guidelines for “Small”, “Medium” and “Large” reports are as follows:

1) Small Report

• Presents results without discussion (e.g. descriptive synopsis of field effort such as dates, times, methods, observations)

• Describes a single field effort (e.g. report focuses on single survey effort)

• No data analysis is required

• Context is a small project area with uniform site conditions

• No coordination with outside entities is required (such as stakeholders or subject matter experts)

2) Medium Report

• Discusses, not just presents, results (e.g. includes development of land use recommendations based upon survey findings)

• Describes a multifaceted, but not complex, field effort (e.g. report covers surveys for more than one species)

• Data analysis is limited (e.g. descriptive statistics such as means and standard deviations versus multivariate statistics)

• Context may be a small project area with varied site conditions OR large project area with more uniform site conditions

• May require some coordination with outside entities (such as stakeholders or subject matter experts)

3) Large Report

• Requires extensive discussion (e.g. discusses findings within larger regional, regulatory or multiple (and conflicting) land use context)

• Describes multi-faceted complex field effort (e.g. multiple field surveys combined with vegetation mapping and aerial photography)

• Data analysis is extensive (e.g. multivariate analyses of spatial or temporal data)

• Requires literature review

• Context is a large project area with diverse site conditions

• Requires coordination with other entities (such as stakeholders or subject matter experts)

C. If applicable, reports shall incorporate all “Specific Data Collection Requirements”, “Specific Graphics Requirements” and “Specific Requirements for Additional Deliverables” specified under each Spec Item.

D. Unless otherwise specified in the TO and agreed by all parties, the Draft Report shall follow the formats described by Chamberlain and Johnson 2008. Journal of Wildlife Management (JWM) Guidelines Manuscript. Where the JWM Manuscript Guidelines do not provide sufficient direction, please follow the standards provided in Scientific Style and Format; The CSE Manual for Authors, Editors, and Publishers. Seventh Ed. Style Manual Committee Council of Science Editors.

E. In order to facilitate Government review and comment of the Draft Report, each line of text on each page of the Draft Report shall be numbered sequentially in the left-hand margin.

F. The Draft Report is due within <<Note to Spec Writer: Insert number of days>> days of completion of survey. Government review will be accomplished within <<Note to Spec Writer: Insert number of days>> days of receipt of document. A review period extends beyond this time frame may be cause for extending the TO period of performance.

G. <<Note to Spec Writer: Insert number of copies>> bound copies and <<Note to Spec Writer: Insert number of copies>> electronic copy/copies of the Draft Report shall be submitted to the COR. The COR will distribute the Draft Report to external reviewers.

H. The Contractor shall, in tabular format, list all Government comments received on the Draft Report and specify, for each comment, from whom the comment was received, the page and line reference in the Draft Report for the comment and provide a short response detailing how comment each was addressed in the Final Report as well as provide the page number in Final Report on which the revision can be found.

I. The Final Report shall be submitted to the COR within <<Note to Spec Writer: Insert number of days>> calendar days after receipt of Government comments on the Draft Report.

J. <<Note to Spec Writer: Insert number of copies>> bound copies and <<Note to Spec Writer: Insert number of copies>> electronic copy/copies of the Final Report shall be submitted to the COR. In addition to bound copies, the Contractor shall submit <<Note to Spec Writer: Insert number of copies>> unbound copies and <<Note to Spec Writer: Insert number of copies>> electronic copies of the Final Report as well as <<Note to Spec Writer: Insert number of copies>> of all databases, GIS files, photographs, etc.

generated under TO.

Performance Standard A. The Draft/Final Report adhered to the outline provided.

B. The Draft/Final Report presented, synthesized and analyzed the data and information collected under the TO in a way that is sufficient to support <<Note to Spec. Writer: Insert TO Objective>>.

C. Text lines were numbered in the Draft Report.

D. The Draft Report included all Tables, Figures, Appendices, etc.

E. Conclusions in the Draft/Final Report were substantiated with available data and the relevant scientific literature, planning and regulatory documents (not all of which will necessarily have been provided by the

COR).

F. All Government comments on the Draft Report were provided and addressed in comment matrix.

G. All Government comments on the Draft Report were integrated in the Final Report.

Spec Item 4.3.3 Review of Deliverables/ Draft and Final Reports Description:

The Contractor shall facilitate the review of all reports and deliverables.

Performance Objective A. All deliverables and draft and final reports specified under this contract’s TOs are subject to the review and approval by the Government.

B. Review of Draft/Final Report: Using a comment matrix and within thirty (30) days or earlier from the submittal due date of the Draft Report, the Government shall provide the Contractor their review comments, suggestions, and edits (if there are any) on the Draft Report. Prior to finalizing the Draft Report, and at least within thirty (30) days prior to the due date of the Final Report, the Contractor shall use the same comment matrix to respond to all the reviews provided about the Draft Report. As appropriate, the Contractor shall incorporate the reviews provided about the Draft Report into the Final Report.

C. If the Government has requested a report modification to which the Contractor takes exception, a meeting or telephone conference will be held to settle these differences. If there are unresolved differences, the Contractor will address these in a separate document.

D. The COR shall review the Final Report/Deliverable for Government Approval.

Performance Standard A. The Contractor facilitated the review of all reports and deliverables.

B. The Contractor distributed all reports and deliverables.

C. The Contractor distributed the Comment Matrix for the Draft/Final Report.

D. Using the same Comment Matrix, the Contractor responded to all review comments provided by the Government.