SoW-CNF rare plants surveys-20210324-v01.pdf

US Department of Agriculture (USDA)

Statement of Work

Contents Project

General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements / Tasks

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Security Requirements

9.0 Data Rights

10.0 Section 508 – Electronic and Information Technology Standards

Attachment

Project

Chippewa National Forest 2021 Rare Plants Survey Contract

General Information

1.0 Scope of Work

The contractor shall furnish all equipment, labor, materials, (except Government furnished property listed in

Section G), transportation, supervision, and incidentals necessary to conduct surveys. All contractor equipment must be pre-approved by the government representative, Contracting Officer Representative (COR).

The intent of the project is to delineate and survey specified stands or portions of stands for the presence of

Regional Forester Sensitive Species (RFSS) plants and noxious weeds, which are listed on the front of the plant survey form (Attachment A) on the Chippewa National Forest. Results will be used in resource management and land management planning. Technical services are needed to aid in carrying out a sound management program of the biological resources on Chippewa National Forest.

2.0 Background

The contractor shall inventory specified locations for RFSS plants, watch-list species, and noxious weeds in a variety of habitats across the Chippewa National Forest. Bid item locations are depicted on the area maps in

Attachment B; stand locations within bid items are depicted on vicinity maps in Attachment C. General stand type composition of bid items is included in Attachment D. Access to bid items varies, but sites are generally accessible within 1 mile by forest road or trail. Some stands may not have road access and may require canoeing, boating, hiking, or wading to the stand through varying habitats. Access to and through some stands may be very difficult; some stands may have significant amounts of blowdown. Contractors should inspect locations before bidding; road conditions and locations may not be accurately reflected on maps. Motorized transport on roads behind US Forest Service gates may not be permitted; the contractor is must request well in advance access permission on a case-by-case basis. Contractors are responsible for coordinating and arranging their access to the stands, including making contact with private landowners (if applicable).

Contractor Requirements

3.0 Technical Requirements / Tasks

TECHNICAL SPECIFICATIONS:

For each surveyor/employee, the contractor shall provide GPS units capable of collecting points in the NAD83 datum as well as paint and flagging per specifications described in Section C4.

No plant specimens shall be taken from Forest grounds or trees.

Pre-work Conference and Plan of Work: Before any contract work is started, the COR will arrange for a pre-work conference to discuss contract provisions and specifications. The Government will provide additional information, supplies, and forms to the contractor. At this time, the contractor shall present any updates to the written proposed progress schedule and quality control plan for accomplishing the work; and a listing of all surveyors/employees, including their pertinent background information (botanical experience and training), for any employees not included in the technical proposal originally submitted. The contractor must also display

GPS units for each surveyor, which are capable of collecting points in the NAD83 datum; and at least one digital camera with a minimum of 5 megapixel quality. COR approval and acceptance is required prior to commencement of fieldwork.

PERFORMANCE REQUIREMENTS:

The contractor and all contractor's employees shall be able to navigate to and delineate specified stands using

Forest compartment/site maps (example provided [Attachment E]) and aerial photography, be competent with

GPS operation, and have the skills necessary to accurately survey for and identify all Chippewa National Forest

(CNF) RFSS plant species, noxious weeds, and “Watch List” species (Attachment F).

For each bid item awarded, the contractor shall fully survey entire stands or designated portions of stands as listed (Attachment G). The contractor shall perform the surveys within the required search periods listed for each stand. The time frames for each Item are listed in the Schedule. The following requirements shall be met in conducting these plant surveys:

I. Timing:

A. Seasonal timing of surveys is defined in the item schedule. All surveys must be completed during these specified periods.

II. Survey Procedures:

A. The contractor shall use the Random Meander search method (Nelson, J.R. 1985. Rare plant surveys:

Techniques for impact assessment. Natural Areas Journal 5:18-30) to survey all item stands and record locations of RFSS plants. This type of survey requires coverage of all habitat types within the stand, with a concentration in areas where probable habitats of RFSS plants occur. Typical survey intensity should average a maximum accomplishment of approximately 10 acres/hour/person. Some stands may require more time. Stands that are surveyed at a rate significantly faster than 10 acres/hour/person may be accepted at the discretion of the COR, based on stand conditions; the contractor must fully describe the stand on the survey form or a Stand Recon Form with the supporting rationale for the expedited survey rate.

B. For each stand surveyed, the contactor shall complete the Plant Survey Form (Attachment A), providing all the information solicited by the form. This includes a detailed description of the general habitat including any microhabitats within the stand, as well as a description of the provided verification points.

The time spent by each surveyor completing a survey in a stand must be recorded on the form. Plant

Survey Forms produced by contractors must be on the designated color paper used (tan for 2021).

C. If a RFSS plant/plant colony is detected, the contractor shall:

1. record a GPS point (using UTMs in the NAD83 datum);

2. use a digital camera (minimum 5 megapixel) to take at least three clear, adequately lit, close-up photographs showing the plant(s) from different angles, to demonstrate the traits of the reported species. All RFSS photographs provided by the contractor are considered collected data and become the property of the U.S.D.A. Forest Service.

3. take at least one vicinity photograph (minimum 5 megapixel) displaying the habitat conditions at the site.

4. flag the site with a fluorescent pink streamer hung on a nearby tree or branch; detections in wetlands and openings (where trees are absent) require placement of the streamer on a tall stake or tall clumped vegetation, so as to be visible at a distance.

5. place a short piece (1”-2”) of flourescent pink streamer, with the detection’s F-code written on the streamer, at the base of a representative plant for the positive detection; staking a wire flag is no longer prescribed or supported.

6. complete the “Plant Element Occurrence” form (Attachment H).

7. Assign a unique identifier for that location. The Forest Service will provide the unique identifiers (F-codes) to be used on the location forms in sequential order. This identifier will be used for tracking and communicating between the contractor and COR. Once assigned, the F-code is permanently attributed to that detection at that location; it is never transferred to a different species or location regardless of the status of the original site (dismissed or verified).

8. Provide in-person or electronically to the COR before the end of the next business day the following: species, F-code, detailed directions, digital images containing the RFSS plant and habitat, and correct GPS coordinates for each detection. If this is provided electronically, then the contractor must alert the COR by phone of the detection and electronic submission of data.

9. In the event a rare plant species unknown to occur on the Chippewa National Forest is observed, the contractor shall document, photograph, and inform the COR of the occurance within 24 hours.

10. Failure to comply with the procedures listed above will result in liquidated damages liability.

D. Contractor is to note the presence of higher priority noxious weeds (as listed on the Plant Survey Form) and “Watch List” species, record the GPS points (using UTMs in the NAD83 datum), and list them on

“Plant Survey” form. A brief description of noxious weed infestations should be provided (e.g. extent and percent coverage).

E. Contractor’s coverage of survey stands is to include visiting each assigned verification point. One to five points may be placed in a stand depending on size and shape/orientation of the stand. Usually, no more than 4 points are placed per stand. Verification points are selected and provided by Chippewa

National Forest in the form of GPS coordinates. All GPS points are UTM coordinates in the NAD83 datum. The contractor shall mark each verification point by flagging and painting a ring around the nearest tree that has a 4 inch Diameter Breast Height (DBH) or greater. The flagging shall be 1 inch wide fluorescent pink flagging, marked in permanent marker with the verification point name, contractor’s name, date, time and surveyor’s name, and providing at least a 12 inch “streamer”. The painted ring shall be fluorescent pink, located between 5 and 7 feet off the ground. The painted ring shall be a minimum of 3 inches wide all the way around the circumference of the tree. The paint and flagging must be of a quality to endure for at least one year.

1. If stand conditions prevent placement of the verification point at the given GPS coordinates (e.g.

deep wetland inclusion), the point shall be moved to the nearest possible location. If the new location is less than 200 feet from the given GPS point, the contractor must mark the point as stated above, record the new GPS coordinates, and report the location to the COR at the weekly meeting. If the proposed alternative point is more than 200 feet from the given verification point, the contractor must contact the COR for issuance of a new verification point.

F. During late season surveys, in lieu of marking verification points as previously described, the contractor may retrieve flagging from previous surveys posted at the verification points issued with the bid item. However, contractors are not allowed to retrieve flagging they previously posted, so in such a circumstance, verification points are to be marked and flagged again per C.4.II.E. Flagging that is retrieved must be delivered to the COR in separate, individually labeled packages (e.g. envelopes, plastic bags) for each stand. Package label information must include district, compartment, stand, and the current survey information required for marking verification points (i.e. point names, contractor’s name, date, time and surveyor’s name). Do NOT record information from the retrieved flag on the envelope or bag; information on the envelope/bag must be for the current survey. If flagging is not retrieved or a flag does not include complete verification point information as previously described, then the contractor shall mark and paint the point in accordance with previously stated procedures and standards. Flagging from other points in the stand, which are NOT designated as verification points, need not be retrieved.

III. INSPECTION

A. Government will conduct spot checks of all written documentation and field verification points.

1. In the event of discrepancies between government findings and information supplied by the contractor, the contractor will be notified. Prior to acceptance of those items involved in the discrepancy, the contractor shall establish the work was performed as required, to the satisfaction of the government. If requested to do so by the COR, the contractor must relocate any verification point without additional compensation.

2. No payment will be made on work that does not meet performance requirements. No payment will be made on any items in dispute.

3. If completion to standard of inspected work is 75% or less on a per bid item basis, all work will be rejected and no payment for that item will be made.

B. Due to a need for a thorough review of the information provided and work completed, final inspection, review, and acceptance of this project may be delayed by 30 calendar days following the completion date.

IV. INCENTIVES

Incentive payments are made for new, unknown RFSS locations within stands contracted for surveys, or in stands immediately adjacent to stands contracted for surveys. The general rate is $40, except for one species.

The incentive rate for Taxus canadensis is $20.

Payments will be made once the species identification is verified, and will be limited to ONE location per species per stand, not to exceed 20% of the total Bid Item price.

V. LIQUIDATED DAMAGES

1. Each failure by contractor to appear at the weekly meeting will result in a $256 fixed fee for losses to the government. A phone call or email by the contractor does not substitute for appearance.

2. A $569 fee for flawed performance will be strictly enforced. This will include:

a. faulty or incomplete UTM information for RFSS detections

b. no flagging at positive detection sites where required

c. not placing a small piece of flagging at RFSS plant/colony where required

d. failure to provide four correct and clear photos (digital of at least 5 megapixels) of positive detections.

3. Failure to complete surveys that are the fault of the contractor will result in a fixed fee of $29 per acre for losses to the government.

4. Flawed contractor performance in ordering and reporting of prospective locations may lead to liquidated damages assessments at a rate of $71.00 per hour for time spent by the government making sense of submissions. For example, mixing records on data forms reporting positive locations (e.g. submitting a location but providing the data for a different location on the form).

4.0 Government Furnished

The Government will provide the following item(s) of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the "Government Property" FAR clause contained elsewhere in the contract.

a. ** Site maps (1 copy of each map; maps may contain more than one survey site).

b. ** Survey report forms: Plant Survey Forms, Plant Element Occurrence Forms, Wildlife Observation forms

(for miscellaneous observations).

c. Depending on compatibility and availability, GPS points may be directly uploaded to contractor’s GPS equipment from Chippewa National Forest computers. It remains the contractor’s responsibility to assure correct verification points and their coordinates are transmitted for the bid item.

d. Shapefiles of survey stands and verification points may be available directly from Chippewa National Forest or from an on-line data-sharing site or using a jump drive, if available.

** These GFP items shall be returned to the Deer River CNF office during business hours within 3 days of completion of field work.

5.0 Deliverables / Schedule

The contractor shall:

A. Provide the COR with a written work plan schedule; quality control plan, including a self-inspection plan for contractor performance; and list of employees prior to performing field surveys.

B. Report in person to the COR one day each week, at a day and time set by the COR, through the term of the bid item, to submit forms (original or scanned/copied) for all completed stands and detections. The

COR will provide feedback regarding contract performance and inspection results. Each failure by contractor to appear at the weekly meeting, unless previously coordinated with and approved by the

COR, will result in liquidated damages liability.

C. Establish a means of day-to-day communication with the COR such as a cell phone, telephone with answering machine, or other mechanism, to allow the COR to deliver messages regarding the work related to this contract. All government messages shall be responded to on the next business day before

9AM.

D. Report all the information requested on the Plant Survey Form for each stand surveyed. Contractor must complete all data forms legibly and completely.

E. If contractor wishes to retain copies of datasheets for tracking or as a reference for final survey report, then making those copies is the responsibility of the contractor: government copiers will not be available for this purpose. All copies should be made before submission of datasheets.

F. All RFSS photographs must be provided digitally, such as cd, dvd, jump-drive or file transfer, as .jpg, .jpeg, .tif, or .tiff files. Each separate RFSS image must include the unique identifier (i.e. “F-number”) in the document title or on the photograph itself as long as it does not affect the clear portrayal of the specimen.

G. All data, original forms, and materials associated with surveys must be completed and submitted to the

COR within 1 week of closure of the bid item.

H. Provide a final survey report electronically in a clear, concise format approved by the COR. The final report must be submitted within two weeks of closure of the bid item. The final report shall include:

a. Summary of all stands surveyed for RFSS plants including a detailed stand description for each.

b. Summary of all RFSS, noxious weeds, and “Watch List” plants found, including specific location information (UTMs).

c. Summary of all verification points and stands where changes or problems occurred, including a description of problems and noting changes made.

6.0 Travel

None Specified

7.0 Contractor’s Key Personnel

All personnel must be identified in advance. All field surveyors should have education and experience to prepare them for conducting the contract tasks at this location. Typical backgrounds are strong botanical skills

AND orienteering/woods wisdom.

A local project manager must be assigned to serve as the point of contact between the contractor and COR.

8.0 Security Requirements

9.0 Data Rights

Data collected, including digital photographs of specimens, and reports prepared under this contract are the property of the U.S.D.A. Forest Service. Data publication or distribution is prohibited without prior consent of the U.S. Forest Service. The U.S. Forest Service reserves the right to edit any potential publications. The U.S.

Forest Service will be acknowledged in any publications using such data.

10.0 Section 508 – Electronic and Information Technology Standards

Attachments

EVALUATION FACTORS FOR AWARD

AWARD DETERMINATION

(a) Award will be made to that concern(s), (1) whose proposal is technically acceptable and (2) whose technical/cost relationship is the most advantageous to the Government. While cost is secondary to technical capability, it will be a factor in the award decision. The critical factor in making any cost/technical trade-off is not the spread between the technical ratings, but rather what is the significance of that difference. The significance of the spread in rankings will be determined on the basis of what that difference might mean in terms of performance and what it would cost the Government to take advantage of it. Award may not necessarily be made to that concern submitting the lowest quote. Also, award may not necessarily be made for technical capabilities that would appear to exceed those needed for the successful performance of the work.

The Government reserves the right to make cost/technical trade-offs that are in the best interest and to the advantage of the Government.

(b) Adjectival evaluation methods have been used successfully in the past and will be used for this evaluation.

The Ranking system noted will be applied to each factor/subfactor identified in the evaluation criteria. The evaluation criteria are established below.

Adjective Ranking

Outstanding- Very comprehensive, in depth, clear response, uniformly outstanding in quality. Consistently high quality performance can be expected.

Excellent- Extensive, detailed response to all requirements, similar to outstanding in quality, but with minor areas of unevenness or spottiness.

“Minor areas of unevenness or spottiness” relates to quality inconsistent with the majority of the proposal or omissions that have a minor impact in accomplishing the function.

Good- The response meets all minimum requirements, generally is of acceptable quality;

problem areas consist of minor weaknesses that would not affect contract performance.

Fair- The response marginally meets all minimum requirements.

Unsatisfactory- Fails to meet with the basic evaluation criteria requirements.

(c) Award may be made without further negotiations. Proposals should be submitted initially on the most favorable terms, from a price and technical standpoint, which the quoter can submit to the Government.

However, the Government may, after evaluation of proposals, conduct further oral or written discussions as appropriate, with all quoters whose proposals are within the competitive range.

(d) Award will be by Item.

EVALUATION FACTORS

In addition to other factors, quotes will be evaluated on the basis of advantages and disadvantages to the

Government that might result from making more than one award (multiple awards). It is assumed, for the purpose of evaluating proposals, that $500 would be the administrative cost to the Government for issuing and administering each contract awarded under this solicitation and individual awards shall be for the items or combination of items that result in the lowest aggregate cost to the Government, including the assumed administrative costs.

EVALUATION FACTORS FOR TECHNICAL PROPOSAL

Responses to the Request for Proposals will be evaluated on the basis of the following criteria. These criteria are listed in descending order of importance.

1) KNOWLEDGE/EXPERIENCE

Demonstrate knowledge in plant taxonomy, identification and classification; identifying habitat associations and delineations; and experience identifying key habitats for predicting plant occurrences by habitat in Lake States forest communities. Bidders and their employees should demonstrate experience in searching for and identifying uncommon, rare and sensitive species of the Lake States forests with specific attention to endangered, threatened, and special concern plant species in Northern Minnesota. In addition, a successfully completed 4-year course of study leading to a BS degree in botany or related biological field is desirable.

Bidders and their employees will have demonstrated experience in and/or knowledge of working in the woods.

This includes orienteering using GPS, aerial photographs, compartment maps, compasses and other such tools, as well as moving overland/off-roads and trails, and detecting general forest conditions. Bidders and their employees should have experience in aerial photo interpretation, forest stand delineation, and thorough field documentation.

Supply complete resumes for all surveyors with pertinent information related to surveyors’ knowledge and experience related to the contract work. Resumes should include a minimum of three references with knowledge of the employee’s knowledge and experience in completion of rare plant surveys. Names, addresses, and phone numbers must be included.

2) PAST PERFORMANCE

Demonstrate execution of contracts in sensitive plant surveys or inventory of sensitive plants, including new locations and species discovered.

3) PROGRESS SCHEDULE AND QUALITY CONTROL PLAN

Provide a written schedule/plan for completion of the work, and a Quality Control Plan documenting the bidder’s ability and commitment to completing the work to professional standards, including field execution of surveys and data handling and management.

LIST OF DOCUMENTS, EXHIBITS, AND MAPS

A – Plant Survey Form

B – Area Maps of Item Locations

C – Vicinity Maps of Stands in Items

D – Item Description Summary Table

E – Example of Site Map

F – “Watch List” for Plants

G – Item Stand Lists

H – Plant Element Occurrence Form

Attachments A through H, AND associated shapefiles can be obtained from Jeremy Cable, Chippewa National

Forest (jeremy.cable@usda.gov; 218-246-3459).

mailto:jeremy.cable@usda.gov