SOW_Moth Veg Surveys_FY23-wAttachments.pdf

Massachusetts Army National Guard

Camp Edwards Training Area

Vegetation Transect Surveys 2023 -Camp Edwards Training Area

Request for Proposals & Scope of Work

Introduction and Background:

The work to be accomplished under this contract, without limiting the generalities thereof, consists of providing all technical expertise, labor, and supervision required to carry out vegetation transect surveys at twenty-eight (28) specified points in the Camp Edwards northern training area. Work also includes data entry into an existing Microsoft Access database developed for this project and quality control of the data.

Vegetation surveys are one component of a long-term effort to monitor changes in Lepidoptera composition at Camp Edwards in response to a Conservation Management Permit (CMP) issued to the Massachusetts Army National Guard (MAARNG). The Lepidoptera study, called the

Lepidoptera Monitoring Plan for Massachusetts Army National Guard- Camp Edwards, was developed in 2021 by the MAARNG, Western Ecosystems Technology Inc. (WEST), and

Simmons Stewardship and Conservation Ecology. The Monitoring Plan focuses on 16 state-listed

Lepidoptera species and was developed to comply with the long-term net benefit requirements of the CMP. Vegetation surveys were carried out in 2021 and 2022 during the months of August and

September. This request for proposals is for the 2023 field season.

Project Location:

Vegetation survey locations are within Camp Edwards, a 14,433-acre MAARNG training site situated on Joint Base Cape Cod (JBCC) in southeastern Massachusetts, approximately 50 miles southeast of Boston, at the base of Cape Cod. Camp Edwards is a largely forested area encompassing paved and dirt roads, trails, training areas, ranges, and off-limits areas. The land use at Camp Edwards consists of military training activities, including assembly, tactical maneuvering, tactical bivouacking, small arms range firing, and Army engineering.

Camp Edwards is largely forested, however a network of roads, paved and unpaved and in varying condition, utility rights of way, and intentional mowed fire breaks, divide the training area into defined units. The matrix community covering much of the Camp Edwards northern training area is pitch pine - oak forest/woodland with significant patches of pitch pine - scrub oak and scrub oak shrubland. Pitch pine (Pinus rigida) is the defining overstory tree species of Camp Edwards. It exists in varying densities with varying presence of tree oak (Quercus spp.) and understory shrubs, typically scrub oak (Quercus ilicifolia), huckleberry (Gaylussacia spp.) and blueberry (Vaccinium spp.).

Vegetation Surveys:

Vegetation surveys will be conducted between July 15 and September 30, 2023, and will follow the Vegetation Sampling Protocol (see Attachment A). The Protocol explains the survey design and process including transect design (i.e., three joining transect lines established from an anchor point for a total of a 200-meter survey length), survey method (i.e., line-point transect), and measurements to record at each even numbered meter along the transect (substrate, species, and growth form). The Protocol also includes species codes for the common plant species likely to be encountered, tree, shrub, and substrate classification categories, a list of necessary field equipment, and field data sheets.

The 2023 sampling set of 28 survey points is shown on the georeferenced PDF (Attachment B).

The map shows the survey point locations and the network of roads and utility rights of way and may be useful in gauging time, effort and cost. The roads showing a black line are paved. Other roads are dirt or gravel. Survey points may occur in the following related cover types: immature pitch pine, pitch pine community, pitch pine/oak forest, pitch pine/scrub oak community, and scrub oak shrubland.

Field surveyors will need to:

be capable of hiking and navigating to survey points using a GPS device with minimum sub-meter accuracy and using a compass or other instrument to set up transect lines in the correct orientation.

supply their own vehicle for accessing the northern training area. A vehicle with good ground clearance and all-wheel drive or 4-wheel drive is at times needed. Roads are sometimes poorly maintained with occasional deep puddles and rutting and range from hard pack to soft sand.

supply their own field survey equipment such as a GPS unit, measuring tapes, compass, survey pole, and densiometer (see Protocol equipment list).

have some flexibility in coordinating survey days and/or survey points with soldier training activities which may cause areas to be closed. Training activities and locations are scheduled well in advance but may be subject to change. A current range bulletin is posted a week in advance.

Data Entry using Microsoft Access Database:

The contractor will enter the field data from the 28 survey points into the correct form within the

Lepidoptera Monitoring Plan Access Database. The Lepidoptera Monitoring Plan Access

Database was developed by WEST and contains data tables to house data collected under the

Monitoring Plan (e.g., vegetation data, UV deployment data, Barrens Buckmoth data). MAARNG will supply the Database to the contractor for the duration of data entry upon which the contractor

Cost proposals should include enough time to complete the set of 28 survey points. Plan for a day to include an on-site project kickoff, army safety training (short video instruction), and setting up and sampling one of the survey points with the Natural Resource Office’s

Conservation Biologist. Cost proposals should allow for at least a two-person field team which is necessary to establish the transects and conduct the surveys.

Based on 2021 and 2022 vegetation surveys, the average number of survey points completed in one day is 2.3. This is for a two-person team with occasional assistance from a third person doing surveys or pre-locating survey points.

will return the electronic database. The Database User Guide is provided (see Attached C), however, MAARNG GIS Specialist will be available remotely to provide initial support.

Field Log:

The contractor will keep a daily field log throughout the monitoring period to include survey dates and sampling points completed, but more so as a place to record any comments or insights specific to the survey protocol or survey location, obstacles to locating survey sites or filling out the data forms, anomalies noticed during the sampling, and so forth. This may facilitate field surveys and consistency in sampling in years ahead. In addition, any unique and/or significant observations outside of sampling such as plants, wildlife, or dangers can be recorded.

Furnished materials:

Scope of Work with Attachments (survey protocol; georeferenced survey point map; MS

Access database user guide)

ArcGIS Shapefiles: survey points; JBCC boundary; roads; training areas; off limits areas; other shapefiles or imagery requested.

Microsoft Access database (front and back end)

Special Considerations:

Contractor personnel accessing JBCC will require a background check.

Safety training is required to access the Camp Edwards Training Area. Safety training briefs are provided at the CPED Range Safety building.

Deliverables:

1. General survey schedule (between July 15 and September 30, 2023)

2. Weekly progress updates when surveying points: informal and brief by email

3. Copies of completed field data forms

4. MS Access database with 2023 data entered and proofed (QA/QC)

5. Field log

Proposal shall include:

Itemized costs for each component of the base project as specified in the cost proposal outline (i.e. bid form) below.

A work plan showing a clear understanding of the scope of work and project timeline and deliverables that will ensure project achievement.

A clear description of how the contractor and key personnel meet each specific requirement listed under "Qualifications and References" and how qualified individuals will contribute to the project.

A list of references as described under "Qualifications and References."

Proposals should be submitted electronically.

Qualifications and References:

A description of qualifications and experience that demonstrate a clear understanding of the project intent and scope and required tasks and deliverables must be submitted in the proposal.

If the proposal fails to demonstrate qualifications, the proposal will be eliminated from consideration. The contractor must satisfy the below requirements:

1) The contractor must demonstrate experience with carrying out vegetation field surveys.

Describe three (3) examples of past vegetation surveys with at least one project requiring the use of a global positioning device to locate survey locations. Include a description of sampling design, data collection methods, and management of data.

2) The contractor must have experience with Microsoft Access Database and demonstrate capability of inputting the field data into the database developed for this project and ensuring data is quality controlled. Describe experience and capability as either a part of one of the above project examples, if relevant to the project, or separately.

3) The contractor must demonstrate that field staff assigned to this project have plant identification experience, including in-field ID, and are knowledgeable with plant species in New England and preferably southern New England pine barren habitats. Describe two (2) examples of past projects that demonstrate knowledge and experience with plant identification.

4) The contractor must also provide three positive professional client references from similar completed work.

Project Timeline and Plan of Work:

Contractor will schedule a project kickoff at Camp Edwards. The kickoff will include setting up and sampling one of the survey points with the Natural Resource Office’s Conservation

Biologist. This contract is expected to be completed before the end of the 2023 calendar year.

*Contract award will be based on an evaluation of cost, demonstrated experience, and provided references. Cost must reflect a reasonable field commitment for completing the 28 survey points.

Invoicing:

Invoices may be submitted monthly or at completion of primary tasks with no more than 75% paid prior to receiving final deliverables. Scheduling will be agreed upon at project kickoff.

Contacts for electronic delivery will be provided at project kickoff.

Cost Proposal Outline:

Below is an outline on which to base cost proposals. The cost proposal should have itemized costs for each of the below listed project components with a subtotal and description for each component. A line item for any travel expenses, materials, and time should be provided for each project component.

I. Base Contract Proposal

Overall Project Management (oversight, etc.)

Personnel Hours Rate Total Cost

Materials Units Cost/unit Total Cost

Task Total

Project management cost description:

Vegetation Surveys (e.g., travel, field surveys, kick off, materials)

Vegetation survey cost description:

Data Entry (e.g., data entry)

Data entry cost description:

Total Proposed Project Cost: _______________________________

Response Design: Vegetation Field Protocol

The response design specifies the sample methods for the vegetation sampling component of “The Lepidoptera Monitoring Plan for Camp Edwards”, a long-term monitoring plan for state-listed Lepidoptera species for compliance with the Conservation and Management Plan long-term Net Benefit requirements for the Multi-Purpose Machine Gun Range project of the Massachusetts Army National Guard. Sixteen state-listed Lepidoptera species have been documented in the study area and will be potentially impacted by the project. The vegetation component of the monitoring plan addresses the following goal:

Evaluate change in pine barrens habitat value associated with mitigation and fire management actions.

Within the monitoring plan, the “Response design” is the method by which measurements are collected at a monitoring sample unit. The response design may specify plot size and shape, the types of measurements taken at a site, and the response units from which measurements are made. Vegetation will be sampled using field personnel qualified to identify the common plants of the pine barrens.

Sampling Locations

Vegetation survey transects will be established at the monitoring sample units. The x and y coordinate of the unit will constitute the anchor of the survey transect area, though points may be moved for safety or other reasons (see “Contingencies” in Appendix A). A transect design comprising three joining transect lines will be established at the anchor point (Figure D-1). The total survey length of the transect lines will be 200 meters (m; 656 feet [ft]. The first transect, Transect A, will be oriented south from the anchor (starting point) and will be 100 m (328 ft) in length. Transect B will be established by traveling on a 270-degree bearing (west) from the end of Transect A for 50 m (164 ft) in length. Transect C will be established by traveling on a 90-degree bearing (east) from the starting anchor point for 50 m in length.

Measurements will be taken at each even numbered meter along the transect lines for a total of 100 points: 50 points along Transect A and 25 points each along Transect B and Transect C. Two types of information will be recorded for the monitoring sample unit as described below: location and transect.

Erin Text Box Appendix D. Vegetation Sampling Protocol and Datasheet extracted from the: Lepidoptera Monitoring Plan for Massachusetts Army National Guard - Camp Edwards

Erin Text Box Attachment A

Erin Text Box There are two "sticky note" comments to clarify protocol (also added after the Equipment section)

1. Incidental Lepidoptera Observations (section 3)

2. Vegetation Codes (bottom of page)

Figure D-1. Vegetation survey transects established as a straight-lined “S-shape” from the x and y coordinate of the anchor point (red). The three transects sum to a total of a 200-meter survey length. Arrows indicate direction of travel during survey.

1. Location Information

At each sample unit, the following information will be recorded: date, surveyors’ name, aspect, slope, and management history. Management history may be obtained prior to sampling date and pre-filled on the data sheet.

2. Three Line-Point Transects

Observations of substrate, vegetation species and form will be made along the three transects using line-point transect survey methods. At each even meter interval (e.g., zero, two, four, six), a point is established that extends vertically from the ground surface to the sky. The “even meter point” can be established using a thin sampling pole and densitometer for upper canopy (see Equipment List). “Hits” are defined as substrate or vegetation that intersect the point.

Substrate Intersections

At each even meter point, the substrate class will be recorded (Table D-1). Substrate classes consist of litter, mineral, duff, boulder, lichen, moss, mulch, downed woody debris and other. Up to one substrate category will be recorded for each even meter point. If the sampling pole hits a basal plant instead of a substrate class, no substrate will be recorded, but the basal plant species and form will be recorded in the vegetation column of the datasheet (e.g., surveyors should not move basal vegetation or other substrate or look for additional substrate types).

Table D-1. Substrate classifications.

Substrate Class Description Litter Leaves, twigs and small branches <1.3 centimeter (cm; 0.5 inch [in.]) in diameter Mineral Mineral soil, finely divided rock and mineral particles, sand, gravel Duff Exposed decomposed organic material above mineral soil, little to no litter Boulder Rock fragments greater than 7.6 cm (3.0 in.) in diameter Lichen Symbiotic layers of fungus and algae Moss Small green plants that have carpet-like form Mulch Shredded woody vegetation that results from mowing operations Downed Woody Debris Twigs, branches, and logs > 1.3 cm diameter Other Any category not fitting above (example: concrete pad)

Vegetation Species and Form Intersections

For vegetation, any vegetation growth form that intersects the even meter point will be recorded.

To determine if the vegetation hits the even meter point or not, a GRS densitometer and a thin sampling pole is used. Species will be recorded for all forbs, graminoids, shrubs, and trees using a 4-letter code included in the species list.

Form will be described for shrub and tree growth stages. Tree growth forms will be identified to the following classes: seedling, resprout, sapling, tree, or canopy (Table D-2). Shrub growth forms will be identified to the following classes: less than 1.0 m (3.3 ft), between 1.0 and 2.0 m (6.6 ft), and greater than 2.0 m (Table D-3). Each tree and shrub will be assumed to be alive unless marked as dead. Significant defoliation will also be recorded (Table D-4).

Table D-2. Tree classifications.

Tree Class Description Seedling Young tree less than 2.5 centimeter (cm; 1.0 inch [in.]) in diameter at breast height (DBH) Resprout Tree sprouting from cut stump between less than 1.0 meter (3.3 feet) in height, usually multi-stemmed Sapling Young slender tree between 2.5 cm and 12.5 cm (5.0 in.) DBH Tree Tree greater than 12.5 cm DBH Canopy Tree foliage above head height or above 2.0 m (6.6 feet), the height of a standard sampling pole

Table D-3. Shrub classifications.

Shrub Class Description Small Shrub less than 1.0 meter (m; 3.3 feet [ft]) in height Low Shrub between 1.0 and 2.0 m (6.6 ft) in height Tall Shrub greater than 2.0 m in height

Table D-4. Tree and shrub modifiers.

Tree and Shrub Modifiers Description Dead Tree is dead Partially Defoliated >50% of tree or shrub has lost its leaves, includes insect damage or thermal pruning that did not fully defoliate tree Defoliated Tree or shrub has lost all its leaves

Surveyors will record one hit per species at the meter intervals. Height is used to classify the shrub growth form and diameter breast height (DBH) is used for tree species. For example, if a 1.5-m (4.9-ft) tall shrub intersects the pole at the 1.0-m mark, the shrub species will be recorded and the growth form recorded as the true height of the shrub (“Low” in this example). The height of the vegetation “hit” point of the pole does not determine the growth form.

Surveyors will record more than one hit per species if different growth forms of the same species intersect the pole. For example, if a 0.5-m tall black huckleberry shrub and 1.5-m tall black huckleberry shrub intersect the pole, two entries for the same shrub species will be recorded. The vegetation code for black huckleberry is “GABA”, therefor “GABA-SM” and “GABA-LW”, will be recorded on the datasheet.

Tree foliage above head height (see Canopy Description, Table D-2) that intersects the crosshairs of the GRS densitometer will always be recorded as canopy regardless of whether the same tree was recorded in a different class. For example, if a branch of a mature tree intersects the pole, and the same tree is observed in the densitometer as canopy, the tree species will be recorded twice, once as “TR” and once as “CN”. If two different tree species are observed in densitometer, both species will be recorded as canopy. Shrubs, such as scrub oak, will not be recorded as canopy even if above head height.

Unidentified Species

When surveyors encounter an unidentified plant species, they will include it on the datasheet as unidentified tree, shrub, forb, or grass. Surveyors will evaluate the frequency of encountering the plant at that sampling unit and for plants that are determined common or important, surveyors should take a photo and/or collect a specimen, acquire an identification at least to the lowest Taxon possible, and rectify the datasheets with the determination.

Transect Photographs

Photographs should be taken at the anchor point facing the direction of transect A.

Quality Assurance and Quality Control

Before leaving a site, the field crew will check datasheets to confirm that all fields were filled in, notes were added, and that the handwriting was legible. Completed datasheets will be deposited in a folder in the lab for this purpose on a daily basis. The field crew leader will check data sheets at the end of the first days of field collection and then weekly thereafter.

3. Incidental Lepidoptera Observations

Incidental Lepidoptera observations should be recorded on the “Incidental Lepidoptera Observation Data Sheet” field form and include date, location, host plant association, life stage and habitat. Information on the datasheet will be used to submit observations online to Massachusetts Natural Heritage Species Program. Observations should be made for Chain dot geometer, barrens buckmoth, frosted elfin, slender clearwing sphinx moth, in addition to the other

Erin Sticky Note There are only two daytime flying state-listed moth species that fly in the timeframe when surveys will be performed: Chain-dot Geometer (Cingilia catenaria, Sept - early Oct) and Barrens Buckmoth (Hemileuca maia, Oct). The contractor is not asked to net observed moths but to take photos on vegetation. Barrens buckmoth has markings easily identified in flight. This portion is not meant to be a focus of the vegetation surveys. Additionally, MAARNG did not include a Scientific Collection Permit in the scope of this project. The contractor is not asked to capture specimens for ID.

state-listed species. If caterpillars are detected, observers should note the spatial extent of the caterpillar cluster (delineate on map or estimate size and location).

Equipment List

� 100-m tape measure � GRS densitometer – a handheld sampling tool that extends the view of the point up into the canopy to determine if a tree’s crown intersects the point.

� Narrow-diameter sampling pole (e.g., fiberglass snow stakes approximately 2.0 m long) � Compass � Data sheets (including species list) � Clip board � Pencils � Handheld Global Positioning System units � Camera(s)

� Pin flag

Erin Text Box Added comments to address protocol questions brought up ahead of the surveys in 2022:

1. Regarding the section 3, Incidental Lepidoptera Observations: This portion is not meant to be a focus of the vegetation surveys. There are only two daytime flying state-listed moth species that fly in the timeframe when surveys will be performed: Chain-dot Geometer (Cingilia catenaria, Sept - early Oct) and Barrens Buckmoth (Hemileuca maia, Oct). The contractor is not asked to net observed moths but to take photos on vegetation. Barrens Buckmoth has markings easily identified in flight. Additionally, MAARNG did not include a Scientific Collection Permit in the scope of this project. The contractor is not asked to capture specimens for ID.

2. Regarding the invasive plant statement at the very bottom of the Lepidoptera Protocol Vegetation Codes page: For clarity, the surveyor should note on the data sheet or in the field log whether invasive plants occur at the general location of the survey point. The surveyor is not expected to record each invasive plant occurrence along the way to the survey location or at each meter interval unless of course the plant intersects the survey pole. The intention for this statement is for MAARNG to track invasive plant incursions on the base especially isolated potentially unknown populations.

LEPIDOPTERA MONITORING PROTOCOL VEGETATION DATA SHEET

Date _______________ Page ___1___ Unit ID: ____________

Monitoring Date (mm/dd/yy):____________ Unit ID: ___________________________________

Coordinates Observers: _________________________________

X:________________________

Y:________________________

Location Information

Aspect____________ Slope________________

Management History:______________________________________________________

Substrate Classes Tree Classes DBH Height

LITT Litter DUFF Duff SE Seedling < 2.5cm (1in) MIN Mineral BOUL Boulder RE Resprout N/A <1m MOSS Moss LICH Lichen SA Sapling 2.5 – 12.5cm MLCH Mulch DOWD Down Woody Debris TR Pole or Tree > 12.5cm (5in) OTHR Other CN Tree Canopy N/A >2m

Shrub Classes Tree and Shrub Qualifiers SM Small Less than 1m height DD Dead LW Low 1 to 2m height PD Partially defoliated (>50%) TL Tall Greater than 2m height DF Defoliated

Species/Form Intersection Example Transect (A, B or C)

Point (every 1 m)

1 to 60

Substrate Code

Vegetation Species: 1

A 1 BOUL SCSC/ xx QUIL/TLx QUIL/SMxx QUAL/SA-DF QUAL/TRx 1 QUIL/TLxx BATI/ xxx

A 2 SAND GAPR/LWxx PIPI/ CNx QUAL/TR-Dx A 3 BOUL QUIL/TLxx QUIL/SMxx SCSC/ xxx SCSC /xxxx BATI/ xxx

3 PIPI/ CNx PIPI/ CNx

LEPIDOPTERA MONITORING PROTOCOL VEGETATION DATA SHEET

Date _______________ Page _______ Unit ID: ____________

Transect (A, B or C)

Point (every 1 m)

1 to 60

Substrate Code

Vegetation Species: 1

Substrate: LITT SAND MOSS MLCH DUFF BOUL LICH DOWD Tree: SE RE SA TR CN Shrub: SM (<1m) LW (1-2m) TL (>2m) Tree Qualifiers: DD (Dead) PD (Part. Defoliated) DF (Defoliated)

LEPIDOPTERA PROTOCOL VEGETATION CODES

Form CODE Scientific Name Common Name

TREES

TR

TR

TR

TR

TR

TR

TR

TR

TR

TR

TR

TR

ACRU Acer rubrum Red maple BEPO Betula populifolia Gray birch ILOP Ilex opaca American holly JUVI Juniperus virginiana Eastern red cedar NYSY Nyssa sylvatica Black Gum PIRI Pinus rigida Pith pine PIST Pinus strobus White pine PRPE Prunus pensylvanica Fire cherry PRSE Prunus serotina Black cherry QUAL Quercus alba White oak QUCO Quercus coccinea Scarlet oak QUST Quercus stellata Post oak SAAL Sassafras albidum Sassafras

SHRUBS

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

SH

AMCA Amelanchier canadensis Canada serviceberry ARUV Arctostaphylos uva-ursi Bearberry COPE Comptonia peregrina Sweet fern CORY Corylus sp. Hazelnut species

ELUM* Elaeagnus umbellata Autumn olive FRAL* Frangula alnus Glossy buckthorn GABA Gaylussacia baccata Black huckleberry GAFR Gaylussacia frondosa Blue huckleberry GAPR Gaultheria procumbens Wintergreen KAAN Kalmia angustifolium Sheep laurel

LOMO* Lonicera morrowii Shrub honeysuckle MOCA Morus caroliniensis Bayberry QUIL Quercus ilicifolia Scrub oak QUPR Quercus prinoides Dwarf chestnut oak RUBU Rubus sp. Rubus species (blackberries etc.)

RUHI Rubus hispidus Dewberry VAAN Vaccinium angustifolium Lowbush blueberry VACO Vaccinium corymbosum Highbush blueberry VAPA Vaccinium pallidum Hillside blueberry VIDE Viburnum dentatum Arrowwood

FORBS

FO

FO

FO

FO

FO

FO

FO

FORB Forb sp. Forb species ASTE Aster sp. Aster species ASTU Asclepias tuberosa Butterfly milkweed BATI Baptisia tinctoria Yellow wild indigo IOLI Ionactis linarifolium Stiff-leaved aster PIFA Pityopsis falcata Sickle-leaved aster PTAQ Pteridium aquilinum Bracken fern SOLI Solidago sp. Goldenrod species

GRASSES

GR

GR

GR

GR

GRAS Grass sp. or Grasslike Plant Grass species or Grasslike Plant CAPE Carex pensylvanica Pennsylvania sedge PAVI Panicum virgatum Switch panic grass SCSC Schizachyrium scoparium Little blue stem DEFL Deschampsia flexuosa Wavy hair grass

VINES

VI

VI

SMIL Smilax sp. Briar species CEOR* Celastrus orbiculatus Asiatic bittersweet VITU Vitus sp. Grape species

* Record all instances of invasive species regardless of location (ELUM, FRAL, LOMO, CEOR)

Erin Sticky Note For clarity, the surveyor should note on the data sheet or in the field log whether invasive plants occur at the general location of the survey point. The surveyor is not expected to record each invasive plant occurrence along the way to the survey location or at each meter interval unless of course the plant intersects the survey pole. The intention for this statement is for MAARNG to track invasive plant incursions on the base especially isolated potentially unknown populations.

6 11

2023 Lepidoptera Vegetation Points

0 1,000 2,000 3,000 4,000500 Meters Ü

Erin

Attachment B

Appendix F. User Guide for Lepidoptera Monitoring Plan Database

Erin

Attachment C

Lepidoptera Monitoring Plan Microsoft Access (MS Access) Database

The Lepidoptera Monitoring Plan MS Access database contains data tables to house data collected under this monitoring plan. The database was developed in Access 2007 file format.

There are five data entry forms:

1) Monitoring Sample Units Annual Data Entry

2) Vegetation Sampling Field Data Entry

3) UV Deployment Data Entry

4) Barrens Buckmoth Survey Data Entry

5) Lepidoptera Incidental Observations Data Entry

General Navigation

In general navigation through forms is conducted with the tab key. With the exception of the

Incidental Lepidoptera Observation Form, the basic unit for each form is the monitoring sample unit, designated by the Monitoring Unit ID. The Monitoring Unit ID is selected from a drop-down menu linked to the master list of monitoring sample units. Subforms are present in the data entry forms to accommodate all the observations collected at a monitoring sample unit.

Data Entry

1. Monitoring Sample Units Annual Data Entry

This form is used to document the monitoring activity at a sample unit each year, specifically when monitoring sample units are supposed to be sampled but are not. Users will enter the accessibility status of the un-sampled units for night-flying Lepidoptera sampling, barrens buckmoth surveys and vegetation sampling. Notes entered in the subform will be attributed to the sample year and should describe the reasons why the point was not visited.

2. Vegetation Sampling Field Data Entry

This form is used to enter all data collected during the vegetation sampling. The data entry form follows the format of the datasheet in Appendix D.

3. UV Deployment Data Entry

This form is used to enter deployment data collected during the night-flying Lepidoptera sampling.

The data entry form follows the format of the datasheet in Appendix B. The information entered from these datasheets should be used as a check for UV sampling observational data supplied by the contractor.

4. Barrens Buckmoth Survey Data Entry

This form is used to enter survey data collected during the diurnal barrens buckmoth sampling.

The data entry form follows the format of the datasheet in Appendix C.

5. Lepidoptera Incidental Observations Data Entry

This form is used to enter all incidental observations of state-listed Lepidoptera species. The data entry form follows the format of the datasheet in Appendix E.

Database Design

All data entered into the database is linked to the monitoring sample unit ID through the

“MonitoringSampleUnit_ObjectID” (Figure F-1). The Lepidoptera Monitoring Plan sample units have been pre-loaded into the database in a database table called “Monitoring Sample Units”.

When data entry occurs for vegetation sampling, UV deployment or barrens buckmoth surveys, the monitoring sample unit ID will be selected from a drop down of pre-loaded Monitoring Sample

Unit IDs.

Figure F-1. Lepidoptera Monitoring Plan MSAccess database model. Each table is indexed with a unique key called “ObjectID”. Reference tables are identified with “ref_” and linked to main data tables with the reference table name followed by “_ObjectID”.

A Note on Data without Data Entry forms

There are several types of data that will not be entered through standard survey forms. Methods to enter these data are discussed here.

UV trap data – Contractors should provide a matrix of counts per species for each trap night. The contractor should clearly indicate which monitoring sample unit the data is associated with.

Monitoring Sample Unit information – Additional information about monitoring sample units would need to be added to the back-end table. For example, when sample units are added to panels, the “panel number” will need to be added to the back-end database by a database administrator. Sample units will only ever be assigned to panels one time, i.e., panel assignments will never change for a given sample unit. Notes about a monitoring sample unit that are not specific to a year will be entered in the back-end table.

Reference Values – The values that show up in the drop down menus are called “valid values”. These values are stored in reference tables. See next section for adding new valid values to reference tables.

Reference Tables

There are several reference tables linked in the database starting with the prefix “ref_”. Each reference table provides a list of valid values for the fields in the various data tables. The values are described in each field sampling protocol and datasheet. Reference tables include:

ref_SubstrateClasses ref_VegetationClasses ref_Transects ref_VegetationTaxa ref_TreeQualifiers ref_VegetationTypes

To add or update values in the reference tables, contact the database administrator. New valid vales can be added to the reference tables in the back-end database and will then be available for use by the front-end users.

Database Split

The MSAccess database is “split” to optimize performance and reduce the chance of file corruption. The “front-end” of the database contains the data entry forms and queries. Database users should only ever interact with the database through the “front-end”. The back-end of the database contains the data tables in a secure format. The database administrator should store the master copy of the “back-end” database file in a central location. The database administrator should maintain an original copy of the front-end database file to distribute to users of the database.

Multiple users can enter data into the database through a copy of the front-end database stored on their local machine. Multiple users can view the data in the database simultaneously through the front-end files. Data can only be changed in the front-end file using the data entry forms. All data entered through the front-end will be stored in the back-end. The front-end copy can stay on a user’s machine and does not need to be “sent-back” for the data to be compiled together.

Individual users can create queries in their copy of the front-end database and have no effect on the original front-end file, other users’ copies of the front-end database, or the back-end database.

Lepidoptera Monitoring Plan Database.accdb

The front-end database to be distributed to users. Multiple copies of the front-end database can exist. Users should copy and paste this file onto individual local machines for data entry or data viewing.

Lepidoptera Monitoring Plan Database_be.accdb

The back-end database that houses the data. There is only one copy of this file maintained in a secure location. Data entry personnel will not have this file on their local machines.

Database Links

The front-end of the database is linked to the back-end database. The links will be maintained as long as the backend database is not moved. To refresh these links in the event that they break, right click on one of the tables and select “Linked Table Manager”. From there click on “Select All” and check the “Always prompt for a new location” checkbox and then hit “OK”. Browse to the location of the backend database and double click it to refresh the links.

Data Entry Forms

1. Monitoring Sample Units Annual Data Entry

This form is used to document the monitoring activity at a sample unit each year. Users will enter the accessibility status of the sample units visited under the monitoring plan. All 300 monitoring sample units are “pre-loaded” so that accessibility status can be entered for each using the subform. Users will navigate to the appropriate point to enter the status for a given year. Users will not enter new points in this form.

2. Vegetation Sampling Field Data Entry

This form is used to enter all data collected during the vegetation sampling. The subform is used to navigate to each of the 100 points where data was collected at that Monitoring Unit.

If pop-ups re-occur when a substrate record is not entered, you can use the “undo” button to get out of the recurring errors. In order to delete a transect/point record, all the data in the subforms

(substrate and veg observations will also need to be deleted).

To delete records use the record selector to the far left of the data row, right click and select

“Delete Record”.

For example to delete a Vegetation observation (note blue row):

For example to delete a vegetation intersection (note black highlight):

**All substrate and vegetation data (see first example) will need to be deleted before you can delete the intersection information.

3. UV Deployment Data Entry

This form is used to enter deployment data collected during the night-flying Lepidoptera sampling.

Each record represents one deployment occasion. Monitoring sample units are selected from the drop down.

4. Barrens Buckmoth Survey Data Entry

This form is used to enter survey data collected during the diurnal barrens buckmoth sampling.

Each visit to a monitoring sample unit will be recorded in a separate form. Cluster observations will be recorded for the same monitoring point using the subform.

5. Incidental Lepidoptera Observations Data Entry

This form is used to enter all incidental observations of state-listed Lepidoptera species. Each row represents one Lepidoptera species observed in a single location. Observations of different species or in a different location will be entered in additional rows. More than one individual can be noted in the same record.

Queries

Several queries have been included as examples. Each query can be run by double clicking on the query and clicking “ok” for any box the pops open.

The “Q: Veg_SummaryMetrics” query combines the vegetation metric calculations into one output file. All metrics that were calculated are shown in this query. This query will automatically run the constituent queries needed (i.e., Q: Veg_MonitoringUnitsSampled, Q: Canopy1, Q: Canopy2, Q:

Canopy3, Q: Host1, Q: Host2, Q: Host3, Q: LowShrub1, Q: LowShrub2, Q: LowShrub3, Q:

Mineral1, Q: Mineral2, Q: Mineral3, Q: Seedling1, Q: Seedling2 , Q:Seedling3).

Two QAQC queries “Q: QAQC VegetationPointData” and “Q” QAQC Substrate” are included to allow data entry personnel to review what has been entered. The “Q:

Veg_MonitoringUnitsSampled” is also available to review the progress of data entry for vegetation data.

As an example, the metric summary queries to calculate the frequency of canopy are “Q:

Veg_MonitoringUnitsSampled”, “Q: Canopy1”, “Q: Canopy2” and “Q: Canopy3”. These 4 queries combine sequentially to calculate the frequency of canopy at the monitoring units surveyed for vegetation. They perform the following steps:

Q: Veg_MonitoringUnitsSampled – List of all the vegetation sample units and dates surveyed

Q: Canopy1 - Count of the number of canopy hits at a point. There may be multiple canopy hits displayed for a single point.

Q: Canopy2 - Count of the number of points with a canopy hit. Multiple canopy hits at a point are now reduced down to points that had canopy.

Q: Canopy3 – Frequency and percent of canopy at each vegetation monitoring sample unit surveyed. This table includes sites with no canopy observations, shown as blanks under frequency and percent columns and converted to zeros in any analysis.