Sol_140M0124Q0034.pdf

140M0124Q0034

1. REQUEST NO.

5a. ISSUED BY

NAME

a. NAME

c. STREET ADDRESS

d. CITY

10. PLEASE FURNISH QUOTATIONS TO

THE ISSUING OFFICE IN BLOCK 5a ON

OR BEFORE CLOSE OF BUSINESS (Date)

2. DATE ISSUED 3. REQUISITION/PURCHASE REQUEST NO. 4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2

AND/OR DMS REG.1

RATING

6. DELIVERY BY (Date)

7. DELIVERY

9. DESTINATION

a. NAME OF CONSIGNEE

b. STREET ADDRESS

PAGE OF PAGES

5b. FOR INFORMATION CALL: (No collect calls)

TELEPHONE NUMBER

AREA CODE NUMBER

8. TO:

b. COMPANY

e. STATE f. ZIP CODE

c. CITY

d. STATE e. ZIP CODE

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotations must be completed by the quoter.

11. SCHEDULE (Include applicable Federal, State and local taxes)

THIS RFQ

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

IS IS NOT A SMALL BUSINESS SET ASIDEX

05/15/2024 0040658493

1 69

45600 Woodland Road, VAE-AMD Sterling VA 20166-9216

BOEM-HQ

08/31/2026

BOEM Environment Sciences Division

45600 Woodland Road, VAM-OEP

Sterling

VA 20166-9216

000 000-0000Catherine Robertson

06/17/2024 1700 ED

FOB DESTINATION

OTHER

(See Schedule)X

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

Period of Performance: 09/01/2024 to 08/31/2026

00010 Port Infrastructure Needs of Commercial and Recreational Fisheries Along the U.S. West Coast Product/Service Code: B526 Product/Service Description: SPECIAL

STUDIES/ANALYSIS- OCEANOLOGICAL

Delivery: 08/31/2026

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) b. 20 CALENDAR DAYS (%) c. 30 CALENDAR DAYS (%) d. CALENDAR DAYS

NUMBER PERCENTAGE

NOTE: Additional provisions and representations

13. NAME AND ADDRESS OF QUOTER

b. STREET ADDRESS

c. COUNTY

d. CITY e. STATE f. ZIP CODE

14. SIGNATURE OF PERSON AUTHORIZED TO

SIGN QUOTATION

16. SIGNER

a. NAME (Type or print)

c. TITLE (Type or print)

a. NAME OF QUOTER

AREA CODE

NUMBER

15. DATE OF QUOTATION

b. TELEPHONE are are not attached

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA - FAR (48 CFR) 53.215-1(a)

BOEM: Port Infrastructure Needs of Commercial & Recreational Fisheries Along the U.S. West Coast - RFQ 140M0124Q0034 Page 2 of 69

COMBINED SYNOPSIS/SOLICITATION

PLEASE READ THIS NOTICE CAREFULLY AS IT CONSTITUTES THE ONLY NOTICE

THAT WILL BE ISSUED. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice.

The U.S. Department of the Interior (DOI), Bureau of Safety and Environmental Enforcement (BSEE), on behalf of the Bureau of Ocean Energy Management (BOEM), has a requirement to procure a commercial services for the titled project “Port Infrastructure Needs of Commercial and Recreational Fisheries Along the U.S. West Coast”. The estimated period of performance for this requirement is 24 months from date of award.

The purpose of this combined synopsis/solicitation is to solicit quotes as described in the attached solicitation. The Government anticipates a single award Firm Fixed Price contract as a result of this solicitation. This procurement is being conducted in accordance with FAR Part 13.5, "Simplified Procedures for Certain Commercial Products and Commercial Services". The North American Industrial Classification Systems (NAICS) code is 541620, Environmental Consulting Services, with a small business size standard of $19.0 million. This solicitation is being issued as a total small business set aside. FAR clauses and provisions enclosed within this RFQ are those in effect through Federal Acquisition Circular (FAC) 2024-04 and are available in full text through Internet access at http:// www.acquisition.gov/far/.

All potential offerors must be registered in the System for Award Management (SAM) (www.sam.gov) at the time a quotation is submitted.

The point of contact for this procurement is Catie Robertson, Contracting Officer, BSEE, Acquisition Operations Branch, 45600 Woodland Rd., Sterling, VA 20166. Responses to this solicitation must be submitted electronically via email to catherine.robertson@bsee.gov no later than the closing date and time referenced in the solicitation. All email correspondence must reference “Solicitation No. 140M0124Q0034”.

http://www.sam.gov/ mailto:catherine.robertson@bsee.gov

RFQ 140M0124Q0034 Page 3 of 69

RFQ 140M0124Q0034

SECTION 1

PRICING

1.1 GENERAL INFORMATION

The United States Department of the Interior, Bureau of Safety and Environmental Enforcement (BSEE), on behalf of the Bureau of Ocean Energy Management (BOEM) is issuing this competitive Request for Quote (RFQ) for the project entitled, “Port Infrastructure Needs of Commercial and Recreational Fisheries Along the U.S. West Coast”, as described in Section 2, in accordance with Federal Acquisition Regulation (FAR) Part 13.5 – Simplified Acquisition Procedures for Certain Commercial Items, and FAR Part 12 – Acquisition of Commercial Products and Commercial Services. The North American Industry Classification System (NAICS) code for this requirement is 541620, Environmental Consulting Services, with a small business size representation of $19.0M.

If you are interested in this acquisition, you may participate by submitting your response in accordance with the requirements and instructions contained herein.

1.2 ANTICIPATED CONTRACT TYPE AND PRICING

The Government anticipates a Firm Fixed Price (FFP) contract as a result of this solicitation, under the authority of the Department of the Interior, Bureau of Safety and Environmental Enforcement (BSEE), for Port Infrastructure Needs of Commercial & Recreational Fisheries Along the U.S. West Coast.

1.3 CONTRACT LINE ITEM (CLIN) STRUCTURE

The specific details and descriptions of the Contract Line Item Numbers (CLINs) are described as follows:

[*Offeror shall fill in the proposed amounts below.]

CLIN# DESCRIPTION TOTAL PRICE

00010 Port Infrastructure Needs of Commercial and Recreational Fisheries

Along the U.S. West Coast (Firm-Fixed-Price) $_____*_____

1.4 PARTIAL DELIVERY PAYMENT SCHEUDLE

Payment will be made to the Contractor based upon delivery and acceptance of the tasks performed/deliverables submitted and in accordance with FAR Clause 52.232-1, Payments. A payment arrangement based upon partial deliverables whereby payments are made for distinct portions of the work completed by the Contractor and accepted by the Government is detailed below.

Payment No. Deliverable(s) / Milestone (s) Payment Amount

1 TBD* $TBD*

2 TBD* $TBD*

3 TBD* $TBD*

TOTAL VALUE $TBD*

TBD* - Offeror shall provide proposed Payment Schedule Amounts based on Deliverable(s )/ Milestone(s) as part of the Price Quote. If not proposed, a FFP award will issue full payment after final completion of the award.

RFQ 140M0124Q0034 Page 4 of 69

SECTION 2

DESCRIPTIONS/SPECIFICATIONS/REQUIREMENTS/STATEMENT OF WORK

Port Infrastructure Needs of Commercial & Recreational Fisheries Along the U.S. West Coast

2.1 BACKGROUND

To predict the potential consequences of offshore energy activities, the Bureau of Ocean Energy Management (BOEM) and other regulators need to understand how offshore renewable energy development and oil and gas platform decommissioning activities may affect other port-based industries, especially those related to commercial and recreational fishing. Limited information exists and the entire West Coast needs to be assessed due to the connectivity of fisheries among ports, especially for those sectors that pursue migratory species. This connectivity suggests that changes to infrastructure or services in a local port may stimulate changes in distant ports through shifts in fishing activity. Interactions between industries may be synergistic or cause space-use conflicts, and understanding these potential interactions will help inform BOEM and other agencies’ offshore energy planning and environmental reviews, support Coastal Zone Management Act (CZMA) consistency determinations and certifications, local harbor planning and permitting decisions, and enhance inter-industry negotiations, mitigation decisions, and mutual benefits.

To meet this information need, BOEM is seeking the professional expertise and technical services of a Contractor to design and implement a proposal that meets the objectives of this study. Researchers will:

identify, collect, and analyze available data relevant to the study from multiple sources; develop maps that describe existing port infrastructure and services to port-dependent industries with an emphasis on commercial and recreational fishing; and use appropriate methodological tools to (1) ground truth existing information and developed maps, (2) collect new information on used and desired port infrastructure and services that support fishing, and (3) anticipate interactions (positive or negative) with the offshore energy industry. The methods used by California Sea Grant researchers in their investigation of “Commercial Fisheries of the Santa Barbara Channel and Associated Infrastructure Needs” are transferable and appropriate for this study (Culver et al. 2007) but should be modified and/or expanded to meet the study objectives.

2.2 OBJECTIVES

The overarching objective of this study is to document existing port infrastructure and services that serve the commercial and recreational fishing communities along the U. S. West Coast so that future activities related to offshore energy can avoid, minimize, or offset potential space-use conflicts and enhance space-use synergies among port-based industries (especially commercial fishing) when interacting with the offshore energy industry. Specific research questions are described in Section 2.3.4. Research Plan and Associated Tasks.

2.3 SCOPE OF WORK

2.3.1. General Program Scheduling

This study shall have a maximum of a twenty-four (24) month period of performance commencing on the date of contract award.

2.3.2. Location

The area of interest is the West Coast of the United States (U.S.) (California, Oregon, and Washington) from the U.S.-Mexico border north to and including Neah Bay, Washington, and the Puget Sound area located within U.S. waters.

https://repository.library.noaa.gov/view/noaa/42127 https://repository.library.noaa.gov/view/noaa/42127

RFQ 140M0124Q0034 Page 5 of 69

2.3.3. Project Management Plan and Associated Tasks

As part of the submitted proposal, the Contractor shall develop a Project Management Plan (PMP) for this study that provides all the information necessary for the execution of the proposed work. The PMP shall include a Project Manager (PM) with sufficient authority and availability to serve as the Contract Administrator and point of contact with BOEM and to provide leadership to the project team. The PM shall coordinate deliverables, maintain quality assurance for all products, monitor budget, and follow the schedule of the study. The Contractor shall coordinate the execution of all tasks in the study and shall adhere to the PMP submitted as part of its Proposal, pursuant to modifications agreed to during the Post- Award Meeting. This project requires regular interactions with BOEM to ensure that these research efforts will best meet BOEM’s needs. The communication includes emails and teleconferences as issues and problems arise that require BOEM’s feedback and input. The PM shall ensure that deliverables shall be compliant with Section 508 of the Rehabilitation Act (see Section 3.17). The PMP shall include, but not be limited by, the following components:

a) A Data Management Plan that includes: a description of the data that will be collected, how it will be organized and stored within one or more databases; data protection procedures; quality assurance/quality control protocols; back-up procedures; metadata generation; and how confidential information (if any) will be received and handled. The Data Management Plan shall coordinate with the Research Plan (see Section 2.3.4).

b) A Communications Plan that outlines procedures for internal and external information exchange.

c) A Logistics Plan that outlines how the specific steps of the fieldwork portion of the research shall be implemented. The Logistics Plan shall coordinate with the Research Plan (see Section 2.3.4, especially Task 5).

d) Safety Management Policy that ensures an over-arching commitment for the safety and health of all personnel involved with the proposed research.

e) A Local Involvement/Traditional Knowledge Strategy that affirms this information will be incorporated into the larger research plan. The Strategy shall coordinate with the Research Plan (see Section 2.3.4, especially Task 4).

f) A Schedule and Milestone Table that corresponds to a 24-month period of performance. The Schedule and Milestone Table shall coordinate with the Research Plan (see Section 2.3.4).

2.3.3.1. Task 1: Conduct a Post-Award Meeting with BOEM

The purpose of the Post-Award Meeting (PAM) is to discuss roles, responsibilities, working relationships, major milestones, and task order deliverables. The Contractor will host the PAM via a video teleconference call no later than two (2) weeks after Award date and is on a date and time that is mutually agreeable to BOEM and the Contractor. At this meeting, the PMP, along with the original quote, will be reviewed to demonstrate that the tasks can be completed within the time frame designated in the Deliverables Table (Section 2.6). Any other remaining technical or managerial issues will be resolved at the PAM. The Contractor will provide a Meeting Agenda one (1) week prior to the PAM to allow for review by all key team members involved. The Contractor shall take notes during the PAM. Within two

(2) weeks after adjourning the meeting the Contractor will prepare and distribute meeting notes in a PAM Summary to the Contracting Officer (CO), Contracting Officer’s Representative (COR), and Environmental Studies Program Representative (ESPR), and shall include action items such as suggested changes or modifications to either the Project Management Plan and/or the Research Plan, and other items of discussions along with suggested actions or remedies. The PAM Summary shall also function as the initial Monthly Progress Report. Any agreed to changes that might affect the Contract are subject to approval in writing by the CO.

The following deliverables are associated with the Task 1:

a) Post-Award Meeting and Draft Meeting Agenda

b) Post-Award Meeting Summary/Initial Monthly Progress Report

RFQ 140M0124Q0034 Page 6 of 69

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.3.3.2. Task 2: Produce, Manage, and Submit PMP Deliverables The purpose of this task is to establish a schedule for Project deliverables that will either assist BOEM in monitoring progress or assist BOEM in effectively communicating the outcomes of the Project to decision-makers and stakeholders.

The following deliverables are associated with the Task 2:

a) Monthly Progress Reports

b) Monthly Teleconference Meetings

c) Status Letters/Email and Correspondence (as needed)

d) Study Profile Updates

e) Data Submission

f) Photographic Work Documentation

g) Final Oral Presentation to BOEM

h) Scientific Communication Products

i) List of Purchased Equipment (if applicable)

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.3.4. Research Plan and Associated Tasks:

The purpose of the Draft Research Plan submitted as part of the Contractor proposal is to outline and justify a conceptual approach, methodology, and analyses that addresses the following questions:

a) By industry, gear, and fishery, what existing port infrastructure or services are (i) used, (ii) critically used, and (iii) desired? Are there seasonal patterns of use?

b) What are the historical trends in the use of port infrastructure and services for commercial and recreational fishing? Are there existing forecasts for an increase or decrease in use?

c) Given local space constraints, are there facilities or services that could be obtained or improved during future port upgrades that would benefit existing industries (including fisheries) and/or enable new ones? Are there any facilities currently being subsidized (e.g. fuel docks) that could benefit from additional use and therefore reduce the need for subsidies?

d) Are there specific port infrastructure or services used or critically used by West Coast Tribes?

e) Would expected port infrastructure changes caused by offshore wind modifications disproportionately affect (benefit/harm) a subset of fishing stakeholders?

f) Are there special or unique characteristics of a port that are important to the local economy, culture, and/or sense-of-place?

The Contractor shall coordinate the Draft Research Plan with the Project Management Plan components of Data Management, Logistics, Local Involvement/Traditional Knowledge, and Schedule and Milestone Table.

Upon award, the Contractor shall work with the BOEM COR during regular status meetings and correspondences to recommend additional questions that may be useful to include (if needed) and to discuss and refine any methodological questions and approaches.

2.3.4.1. Task 3: Acquire, Review, and Summarize Existing Information The Contractor shall acquire existing information to address the overarching project objective (see

RFQ 140M0124Q0034 Page 7 of 69

Section 2.2) and research questions listed above. Sources include, but are not limited to, published and grey literature, databases (especially related to fisheries landings), information obtained directly from international, Federal, State, and local government agencies, industry representatives, public media archives, expert and public comment and testimony, and the World Wide Web (WWW). The Contractor shall include, but not be limited by, the literature cited in Section 2.8 as part of the information acquired.

The Contractor shall review the acquired information and determine which are relevant to meet project objectives and research questions.

The Contractor shall summarize the acquired information, complete with tables and figures, as part of an Interim Report, which shall be included as an appendix to the sixth (6th) Monthly Progress Report (see Section 2.4.2) submitted to BOEM. The focus of the Interim Report shall be to: (1) Consolidate relevant information from previous tasks in concise summaries, tables, and figures, so that the BOEM can evaluate the progression of work and provide feedback if necessary; and (2) Identify gaps that need to be filled by stakeholder engagement (Task 4) and site visits (Task 5). The Interim Report is not intended to be redundant with the purpose of the Final Synthesis Report (see Section 4.4.15). The Interim Report shall incorporate, at the minimum, the following information:

• A list of all ports on the West Coast that may have either offshore energy activities (including renewable energy or oil and gas/decommissioning) or commercial and/or recreational fishing activity. The Contractor may subsequently classify this list of ports into different categories that will be useful to guide future work (Tasks 4 and 5).

• A summary of waterfront, port, or harbor development plans of West Coast ports.

• Existing maps, figures, or diagrams that describe the amount and spatial distribution of existing port infrastructure and services to port-dependent industries with an emphasis on commercial and recreational fishing.

• Fisheries data (summarized into tables and/or figures) relevant to the overarching project objective and research questions.

• A reference section in the report which describes the specific source(s) of all information, including personal communications, reviewed to prepare the Interim Report. Upon request, the Contractor shall provide BOEM with copies (Adobe pdf) of any references cited.

The following deliverables are associated with Task 3:

• Interim Report

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.3.4.2. Task 4: Engage Stakeholders

The purpose of this task is to engage stakeholders to gather information relevant to the Project’s overarching objective and research questions. To efficiently make use of the site visits described in Task 5, it is expected that most of the engagement shall occur beforehand. BOEM understands that follow-up engagement efforts may be needed after Task 5 is completed to interpret site visit findings, and the Contractor may distinguish these two phases in the proposed Schedule and Milestone Table of the PMP.

Meeting Materials and Agenda Development. In coordination with BOEM, the Contractor shall develop meeting materials that communicate the Project’s overarching objective so relevant feedback can be obtained. For each type of outreach engagement (e.g. single person interviews, small group meetings, participant observation), the Contractor shall develop an agenda with targeted questions or discussion topics to help guide the conversation for the appropriate individual or focus group. This is a fundamental component of Task 4 in that these guided discussions will gather information from key informants which

RFQ 140M0124Q0034 Page 8 of 69 encompass the specific fishers (commercial and recreational), harbor masters, government staff, and other stakeholders that may hold information related to understanding fishing operations and use of port infrastructure and/or services. Other ethnographic tools can and should be applied when appropriate and any recorded digital data, images, or video needs to be considered sensitive, be acquired with permission, and made available to the participating parties. Meeting Materials and Outreach Agendas shall be provided to the COR three (3) days prior to the outreach event, or earlier.

Logistics of Data Collection Activities. The Contractor will identify and contact key informants and stakeholders; identify, secure, and prepare appropriate platforms (e.g. in-person, virtual/teleconference, or hybrid) and, if needed, meeting spaces best suited to available budget and selected outreach method meetings; schedule, coordinate, and maintain a registry of all meeting participants; develop draft and final meeting agendas; manage RSVPs; provide technical assistance for online meetings and provide travel or remote connection directions. If used, physical meeting spaces shall be large enough to comfortably accommodate participants and be accessible. Specifics of logistics of data collections activities shall be subject to the approval of the COR. Assume all distinct outreach events will be a maximum of two hours duration. The Contractor will use their technical social science expertise to develop a plan that provides information on the most effective study design and execution thereof to achieve the objectives of this study. Contractor provides methods to be approved by BOEM before actual activities. If proposed, attendance for multiple-person interviews or focus groups shall not exceed nine (9) people depending on the study method approved.

Provide Stakeholder Stipends. The Contractor’s proposal may budget for, maintain records, and disperse a fair and equitable stipend to fisheries stakeholders that participate in outreach activities. The stipend amount is subject to approval by the CO and COR. If used, stipends may only be provided to key informants/fishing stakeholders that possess a current commercial or recreational fishing license, or a captain’s license to operate a for-hire recreational fishing vessel, and are not intended for government staff, lobbyists, attorneys, or representatives of fisheries organizations that do not actively use port infrastructure or services.

Meeting Notes and Summaries. The Contractor shall take notes during stakeholder meetings and shall draft a summary for each meeting to encapsulate key information obtained. These notes and summaries shall be submitted to BOEM as an appendix of the Monthly Progress Reports as they occur.

The following deliverables are associated with Task 4:

• Outreach Agendas

• Meeting Notes and Summaries

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.3.4.3. Task 5: Conduct Site Visits to Ports

The purpose of this task is to conduct site visits to ports of interest and document or ground truth the spatial distribution, abundance, and condition of port infrastructure and services related to fishing activity and other port uses that are relevant to the overarching objective of the study. Ideally, all ports listed in Norman et al. (2007) should be initially reviewed for relevance, and subsequent stratification of sampling for site visits may occur based on results from Task 1 where ports that are more likely to be affected by offshore energy activities, either directly or indirectly due to the connectivity of fisheries, receive greater attention. The Research Proposal shall identify field and analytical methods to collect and ground truth this information, how maps will be generated, and how data collected will be summarized. The results of this task and others shall be used to populate the Final Port Profile Template described in Task 6. The work for this effort shall occur in two parts. The first part shall be in support of a Pilot Study, also

RFQ 140M0124Q0034 Page 9 of 69 described in Task 6. Once approval is received from BOEM, the larger effort will proceed. The Schedule and Milestone Table of the PMP should reflect these two phases.

Maps. For this Project, a map is defined as a spatial representation of an area of concern that highlights relationships between elements of interest and may include aerial photographs, figures, schematics, diagrams, or other forms that will effectively communicate spatial information and support various planning and analytical tasks.

The following deliverables are associated with Task 5:

• Maps

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.3.4.4. Task 6: Synthesize Information

The purpose of this task is to summarize and analyze the information and activities completed in previous tasks in a way that meets the overarching objective of the Project and address research questions so that it is useful for decision-makers and stakeholders. These synthesis activities will occur throughout the study and culminate in a Final Report that shall be made available to the public except for the portions that may contain confidential information. Confidential information should be clearly marked and submitted at the same time as the Draft and Final Reports, but as discrete components. Points of information syntheses include:

Draft and Final Port Profiles Templates. One goal of this Project is to produce products that will be useful for Coastal Zone Management Act determinations and certifications. For example, the California Coastal Act states that “the economic, commercial, and recreational importance of fishing activities shall be recognized and protected, and that facilities serving the commercial fishing and recreational boating industries shall be protected, and where feasible, upgraded” (CA Pub Res Code § 30234). Organizing the information collected by the Project into port-based summaries or “Port Profiles” will ensure its utility.

The Contractor shall produce an initial Draft Port Profile Template and submit it to BOEM for feedback concurrent with sixth (6th) Monthly Progress Report. Due date may be extended by mutual agreement among the PM and COR. A Final Port Profile Template shall be submitted thirty (30) before the Pilot Study begins. It is expected that Port Profiles will be included in the Draft and Final Synthesis Report, and the Port Profile Template may undergo further minor revisions as the Project proceeds.

Pilot Study. As part of the Draft Research Plan proposal, the Contractor shall outline an approach to conduct a Pilot Study for up to four ports to determine the feasibility and usefulness of the proposed work to generate useful products. The Pilot Study will be used to assess four feasibility aspects of the proposed methods in their ability to meet Project objectives:

1. Test whether the outreach activities are effective;

2. Identify efficiencies or weaknesses in workflow;

3. Test whether the Final Port Profile Template is comprehensible; and

4. Assess other aspects of the Project, such as the quality of Maps produced.

At the conclusion of the Pilot Study, the Contractor shall submit a Draft Pilot Study Summary for BOEM feedback. This Summary shall include a completed version of the Final Port Profile Template, as well as lessons learned from the Pilot. Within two weeks after BOEM feedback is received the Contractor will submit a Final Pilot Study Summary, and state if any modifications to data collection activities (Tasks 3, 4, and 5) described in the Draft Research Plan are recommended. The CO must approve any changes made to the Draft Research Plan before they are implemented.

RFQ 140M0124Q0034 Page 10 of 69

Draft and Final Synthesis Report. The Contractor shall prepare a Draft and Final Synthesis Report with clear, concise writing at a level suitable to a technical audience familiar with the various facets of fishing and offshore development. A Table of Contents shall be agreed upon between the PM and BOEM prior to preparation. This report will conform to the specifications at:

https://www.boem.gov/environment/environmental-studies/report-specifications/esp-report-and-footprint-specifications.

Draft and Final Technical Summary. The Contractor shall prepare a Draft and Final Technical Summary that summarizes the key points of the Synthesis Report and should conform to the template provided by BOEM. The Draft and Final Technical Summary should be submitted concurrent with Draft and Final Synthesis Report. It should restate the purpose of the study, highlight the major points of the research, and describe any results, conclusions, or recommendations from the research relevant to BOEM’s mission and information needs.

Scientific Publication Products. The Contractor shall require of all investigators that all manuscripts intended to be published in scientific journals and all abstracts or summaries prepared for oral presentations, based on this Project, be submitted to BOEM for a courtesy review prior to submittal to the journal or conference authority. All such publications and oral presentations shall contain an acknowledgment of support from BOEM under this Contract. Manuscripts are to be submitted as per the COR. Draft presentation(s) or draft manuscript(s) including associated tables and figures to be sent to COR for courtesy review prior to formal submission. May be done at any point in the contract, or at the conclusion.

The following deliverables are associated with Task 6:

• Draft and Final Port Profile Templates

• Draft and Final Pilot Study Summary

• Draft Table of Contents

• Draft and Final Synthesis Report

• Draft and Final Technical Summary

Optional

• Scientific Publication Products

For additional detail regarding these deliverables see 2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES section and the Deliverables Table located in Section 2.6.

2.4 MEETINGS, REPORTS, AND OTHER DELIVERABLES

2.4.1. Post-Award Meeting, Draft Meeting Agenda, Post-Award Meeting Summary The purpose of the Post-Award Meeting (PAM) is to discuss roles, responsibilities, working relationships, major milestones, and task order deliverables. The Contractor will host the PAM via a video teleconference call no later than two (2) weeks after Award date and is on a date and time that is mutually agreeable to BOEM and the Contractor. At this meeting, the PMP, along with the original quote, will be reviewed to demonstrate that the tasks can be completed within the time frame designated in the Deliverables Table (Section 2.6). Any other remaining technical or managerial issues will be resolved at the PAM. The Contractor will email a Meeting Agenda (Adobe pdf or Microsoft [MS] Word document) one (1) week prior to the PAM to allow for review by all key team members involved. The Contractor shall take notes during the PAM. Within two (2) weeks after adjourning the meeting the Contractor will prepare and distribute meeting notes (Adobe pdf or MS Word document) in a PAM Summary to the Contracting Officer (CO), Contracting Officer’s Representative (COR), and Environmental Studies Program Representative (ESPR), and shall include action items such as suggested changes or modifications to either the Project Management Plan and/or the Research Plan, and other items of

RFQ 140M0124Q0034 Page 11 of 69 discussions along with suggested actions or remedies. The PAM Summary shall also function as the initial Monthly Progress Report. Any agreed to changes that might affect the Contract are subject to approval in writing by the CO.

2.4.2. Monthly Progress Reports, Monthly Teleconference Meetings, Status Letters or Emails, and Correspondence The Contractor shall submit Monthly Progress Reports within one week of the end of the reporting month to the CO, COR, and ESPR as an email and email attachment. The Monthly Progress Reports will include:

a) A summary of all work performed during the preceding month and overall progress made against the schedule, identifying any decisions made regarding data, assumptions, or methodology. The summary of work shall include a list of datasets prepared, meetings conducted, contacts made, fieldwork conducted, scientific presentations given (including a pdf submission of any presentation), and scientific manuscripts prepared and/or submitted for publication.

b) A summary of any significant problems encountered during the preceding month, including an assessment of their probable impact on the Contractor's performance and statements of corrective actions taken or proposed.

c) A summary of any resolutions agreed to between BOEM and the Contractor regarding these problems.

d) A summary of period and cumulative expenditures

e) Any supplemental materials described in other tasks (2.4.9. Interim Report; 2.4.11 Meeting Notes and Summaries; 2.4.13 Draft Port Profile Template)

Monthly Teleconference Meetings will include the COR, ESPR, and PM, and other key project team members as mutually agreed upon between the COR and the PM. The CO may also attend Monthly Teleconference Meetings if desired. Meetings shall discuss Monthly Progress Reports and be an opportunity where BOEM can provide real time direction or re-direction on data collection and analysis (that is within the purpose and scope of the Project) based on early results and discuss other matters that may be important to the progress of the study. Immediately after each Meeting the Contractor will send an email to CO, PO, and ESPR that summarizes key Meeting discussion points. Additional Teleconference Meetings beyond those planned on a monthly basis may be scheduled as needed.

Status Letters or Emails are official communications outside of Monthly Progress Reports that notify BOEM of important points regarding the progress of the study, including key decisions or accomplishments, and are distinct from Correspondence in that the latter encompasses electronic communications (email) concerning general questions, discussions, and clarifications on study progress.

2.4.3. Study Profile Updates

The COR shall provide the Contractor with a MS Word document of the initial Study Profile for this Study, PC-24-01, and the Contractor shall update the Study Profile with the most current information two

(2) times per annum, so that it is suitable for publication on BOEM’s Pacific Region website and on BOEM Environmental Studies Program Hub. The updated Study Profile shall be provided to the COR on March 15th and September 15th of each calendar year.

2.4.4. Data Submission

Concurrent with submission of the Draft Synthesis Report, the Contractor shall submit all maps, databases, metadata, and other information relevant to the analyses conducted in the Draft Synthesis Report, and sensitive or confidential data shall be clearly marked.

https://www.boem.gov/current-environmental-studies-pacific https://esp-boem.hub.arcgis.com/

RFQ 140M0124Q0034 Page 12 of 69

All report files generated by this contract shall be prepared in electronic copies and be submitted according to the schedule and requirements described in Section F and as agreed upon at the Post-Award Meeting. Text files shall be submitted in formats compatible with Microsoft (MS) Word® and Adobe Acrobat® (i.e., pdf); database files shall be submitted in a format compatible with MS Excel®.; and geographic data files shall be submitted per the requirements outlined in Section 2.4.13. Bibliographic references shall be submitted in a format compatible with EndNote®. Any DVDs and/or hard drives submitted shall be formatted with a system (e.g., New Technology File System [NTFS]) that is writeable by the current MS Windows® operating system.

If practicable, BOEM will store a copy of the data and/or data products and associated software on external hard drives or using other appropriate media depending on the nature and size of the products, as agreed to by the PM and the BOEM COR.

2.4.5. Photographic Work Documentation

Performance of work during some tasks will be documented through photography and may include videography. The quality of the images and video shall be good to very good and shall be free of copyright restrictions and suitable for BOEM’s use in printed material and MS PowerPoint (ppt) presentations, or for duplication. The submitted images or video shall be identified by task, location, date, subject matter, photographer, and include the names of people that are clearly depicted. Unless otherwise specified by BOEM, the photography and videography shall be delivered to BOEM on external Universal Serial Bus (USB) 3.0 hard drive(s) with Type-A USB connectors, formatted for reading/writing by the current Microsoft Windows® computer operating system, shall be considered part of the Draft and Final Synthesis Report, and shall be delivered to BOEM per the deliverable schedule for the Draft and Final Synthesis Report.

2.4.6. Final Oral Presentation

At the conclusion of the study, the PM and appropriate key personnel will present and host a final presentation (as a “webinar”) to BOEM staff and invited participants summarizing the Project and major findings. The Final Oral Presentation shall be given within one (1) month to two (2) weeks before the end of the period of performance, with a date and time mutually agreed upon by the PM and COR.

Electronic copies of the Final Oral Presentation shall be provided to BOEM in both Adobe pdf and Microsoft PowerPoint formats.

2.4.7. Scientific Communication Products

Contractor shall work with the PO, ESPR, and BOEM’s Public Affairs Officer (PAO) to generate the following scientific outreach products: (1) a webpage for BOEM Ocean Science News; (2) a Note to Stakeholders – BOEM Monthly Reports; (3) one DOI NewsWave media product (cover article, news release, Feature, or science news described in https://www.doi.gov/sites/doi.gov/files/newswave-guidelines-for-submission-2022.pdf). These Scientific Communication Products shall be completed two

(2) weeks before the end of the period of performance (POP).

At the time of a significant scientific publication or other notable event during or after the Award POP, Contractor shall work with BOEM’s Public Affairs Officer and the COR to generate a mutually agreed upon Press Release that recognizes BOEM’s contribution to the published work.

2.4.8. List of Purchased Equipment

If applicable, the Contractor shall submit a list of purchased equipment and provide a statement that equipment was purchased in accordance with 2 CFR 200.318–326 and managed in accordance with 2 CFR 200.313. The list, if applicable, shall be submitted concurrent with the Final Synthesis Report. If no equipment was purchased, a statement declaring such shall be sent to the COR before the end of the https://www.boem.gov/newsroom/ocean-science/ocean-science-news https://www.boem.gov/newsroom/news-items?news_type=13 https://www.boem.gov/newsroom/news-items?news_type=13

RFQ 140M0124Q0034 Page 13 of 69 period of performance.

2.4.9. Interim Report

The Contractor shall summarize the acquired information, complete with tables and figures, as part of an Interim Report, which shall be included as an appendix to the sixth (6th) Monthly Progress Report (see Section 2.4.2) submitted to BOEM as an electronic copy in both Adobe pdf and MS Word document formats. The Interim Report is not intended to be redundant with the purpose of the Final Synthesis Report (see Section 2.4.13).

2.4.10. Meeting Materials and Outreach Agendas

Meeting Materials and Outreach Agendas shall be provided to the COR three (3) days prior to the outreach event, or earlier, as an electronic copy in Adobe pdf, MS PowerPoint or Word documents, or another format as appropriate and agreed upon between the PM and COR.

Other ethnographic tools within the scope of the Contract can and should be applied when appropriate and any recorded digital data, images, or video needs to be considered sensitive, be acquired with permission, and made available to the participating parties.

2.4.11. Meeting Notes and Summaries

The Contractor shall take notes during stakeholder meetings and shall draft a summary for each meeting to encapsulate key information obtained. Stipends distributed to fisheries stakeholders should be noted.

These notes and summaries shall be submitted to BOEM as an appendix of Monthly Progress Reports (see Section 2.4.2) as they occur.

2.4.12. Maps

Maps are a critical deliverable of Task 5, and shall use the following guidelines:

Scale: The map should clearly indicate the scale used.

Legends and Symbols: The map should include a comprehensive legend or key that explains the meaning of various symbols, colors, and lines used on the map. This helps users interpret the information accurately.

Orientation: A map shall indicate the direction north (such as an arrow or compass rose) to ensure proper orientation and facilitate navigation.

Accuracy: The map should strive to accurately represent the geographic features, including the shape, size, and relative positions of landmarks, roads, bodies of water, and other relevant elements.

Clear and Readable Labels: Important features on the map should be labeled clearly and legibly. The text size and placement should be appropriate for easy readability.

Up-to-Date Information: The map should reflect the most current information available.

Projection: When needed, the map should specify the projection used. Different projections have specific strengths and distortions, and the Contractors should use the one that best meets the objectives of the Project.

Purposeful Design: The map shall be designed according to its intended use and target audience. It presents information in a clear and organized manner, highlighting relevant details and minimizing clutter.

Consistency: A map should be consistent in its use of symbols, colors, and scales throughout the Project.

Accessible and User-Friendly: The map should be easy to access and understand, catering to a wide range of users, including those with visual impairments (i.e., be 508 compliant). It should also provide any necessary contextual information or supplementary materials to enhance comprehension.

RFQ 140M0124Q0034 Page 14 of 69

2.4.13. Draft and Final Port Profile Template

Described in Task 6, the Draft Port Profile Template shall be submitted concurrent with sixth (6th) Monthly Progress Report, or earlier, and the Final Port Profile Template shall be submitted after BOEM feedback is received and thirty (30) before the Pilot Study begins, or earlier.

Templates shall be submitted as electronic copies using Adobe pdf and MS Word document formats, or other format type mutually agreed upon by PM and COR.

2.4.14. Draft and Final Pilot Study Summary

Described in Task 6, the Draft Pilot Study Summary shall be submitted no later than twelve (12) months after start of Award, and the Final Pilot Study Summary shall be submitted two (2) weeks after BOEM feedback is received, or earlier. Summaries shall be submitted as electronic copies using Adobe pdf and MS Word document formats, or other format type mutually agreed upon by PM and COR.

2.4.15. Draft Table of Contents and Draft and Final Synthesis Report The Contractor shall prepare Draft and Final Synthesis Report according to scheduling in Section 2.6 using clear, concise writing at a level suitable to a technical audience familiar with the various facets of the marine sciences, fisheries, and offshore development. A Draft Table of Contents shall be agreed upon between the PM and COR prior to preparation. The Synthesis Report shall contain an Executive Summary section that highlights the major points of the research, and describes any results, conclusions, or recommendations from the research relevant to BOEM’s mission and information needs. Figures that shall have a minimum resolution of 300 dpi. This requirement includes all tables, charts, graphs, and figures that were not prepared in Microsoft Word, as well as photographs from other sources.

The Draft Synthesis Report shall be submitted to the COR and ESPR for review before preparation of the final document, two (2) months before the end of the period of performance (POP) of the Agreement.

Within thirty (30) days after BOEM has received the Draft Synthesis Report, BOEM will review the document for accuracy and scientific validity and will provide the Contractor with written comments based on the review. Upon reviewing BOEM comments on this material, the Contractor shall correct all omissions or deficiencies resulting from nonconformance to the Contract. The Contractor shall also make additions, revisions, or corrections relating to data interpretation, judgments, or recommendations that have been mutually agreed upon with BOEM. If the Contractor does not agree with BOEM findings, discussions shall be held with the COR and ESPR to resolve the disagreements. When all issues have been resolved, the Contractor shall submit a written response to the COR and ESPR as to how the Contractor will address the findings in the final material submitted. This response shall be submitted within seven (7) days from the date BOEM’s written comments were received. BOEM will then have seven (7) days to either approve or disapprove the response. The Final Synthesis Report shall be submitted in a single MS Word file (docx) and an Adobe Portable Document Format (PDF) file.

Within the Draft and Final Synthesis Report the Contractor shall include a disclosure section that transparently describes the use of generative artificial intelligence (AI) in any aspect of the project.

Disclosure should describe how the AI was used and should identify AI-generated content. Final responsibility for the reasoning, accuracy, relevance, and editing of any aspect of this project shall be with human authors and editors.

The Contractor shall not provide copies of the Draft or Final Synthesis Report, nor any subsequent revisions prepared during the review process, nor data contained within, nor any portions thereof, to any parties not specifically designated in Section F.5 prior to final acceptance by BOEM of the Final Synthesis Report. If a need arises to do so, the PM must obtain the written approval of the CO.

General. Using the acquired data, analytical results, and conclusions from the study, the Contractor shall

RFQ 140M0124Q0034 Page 15 of 69 evaluate the acquired information, interpret the results, and generate tables and graphics as needed to fulfill the study objectives.

1) Report specifications and BOEM report number. The Contractor will synthesize the evaluated information into a report that meets the objectives of this study. This report will be submitted to BOEM and contain a unique BOEM numbered identifier. This report will conform to the Environmental Studies Program (ESP) Report Specifications.

2) Geographic Data. For data displaying the results of analyses and models, geographic data will be delivered in the following acceptable formats for vector data: Esri file geodatabase (10.6.1.2.2 or newer), Esri shapefile, GeoPackage, or GeoJSON. GeoTIFF is the acceptable raster type format.

An external hard drive, other mutually agreeable media, or secure file transfer service will be the method of delivery. All detection feature classes will be in the WGS 1984 Geographic Coordinate System. Raster deliverables will be created in an appropriate Projected Coordinate System for the area displayed, such as North American Datum of 1983 (NAD 83) UTM zones 4, 5, 9, 10, or 11.

(BOEM needs to select appropriate projection for larger geographic areas.) All geospatial data collected for or produced by federal agencies are required to meet all relevant standards established by the Federal Geospatial Data Committee (FGDC) as authorized by the Geospatial Data Act of 2018 (43 U.S.C. § 2809). All deliverables that include geospatial data products must include appropriate metadata conforming to FGDC standards. FGDC standards can be found on https://www.fgdc.gov/standards. All geographic data products will be adequately described with detailed metadata conforming to the International Organization for Standards (ISO) Geographic Information – Metadata Standard 19115.