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ENVIRONMENTAL PLANNING: GENERIC PURPOSE AND OBJECTIVES FOR SCOPE OF WORK
The purpose of this contract is to obtain assistance to complete the preparation of an evaluation of the significance the potential for effects on communities, public health, and the natural environment from [PROJECT NAME] under the National Environmental Policy Act. The Contractor shall provide expert advice by providing analysis, technical guidance, and recommendations on both the appropriate process requirements and all relevant issues and impact assessments. The Contractor shall also assist with the administrative process of preparing and completing any necessary documentation. The Contractor shall fulfill the following major objectives in all tasks listed in this statement of work: To inspect the accuracy, validity, integrity, and completeness of environmental information provided to the Government by external Federal and non-Federal stakeholders, identify shortfalls, and make recommendations to the Government for resolution and acceptance; To assist the Government with scoping and other public coordination activities associated with the environmental impact analysis process; To assist the Government in coordinating environmental issues with other Federal agencies; For the purposes of advising the Government - To identify and anticipate issues from information provided by the government and other stakeholders that may lead to either or both (1) a significant environmental impact; or (2) a concern with evaluating the level of significance; To identify information gaps that may hinder an appropriate evaluation of significance and provide recommendations to obtain the information; To identify appropriate options to resolve potentially significant environmental impacts, research the risks and benefits of each option relative to the needs of the Government and other stakeholders; and provide recommendations on appropriate actions to mitigate significant impacts, when possible; To identify potentially conflicting environmental requirements, identify options for resolution, research the risks and benefits of each option, and recommend solutions to resolve potential conflicts; To assist the Government in ensuring that its decision to approve or disapprove the options under evaluation will be in full compliance with all appropriate environmental requirements; To prepare the Government’s draft and final environmental documents pursuant to the requirements of the National Environmental Policy Act for government approval; and To maintain the administrative record of the preparation of the appropriate environmental documents.
ENVIRONMENTAL PLANNING: ASSORTED GENERIC CLAUSES FOR SCOPE OF WORK
Administrative Record. The Administrative Record is the entirety of the information and data relied on to perform and complete an environmental impact evaluation. The record includes all data, information, and analyses either generated by other sources or obtained from other sources used to support the analysis and documentation. It will essentially become the government’s file as it relates to the action, and can become the backup data used in court proceedings to validate the NEPA process and support the decision. The Contractor shall organize all data and information to compose the record in a current, accessible file, indexed by topic. The Administrative Record index is expected to evolve over the course of an environmental impact evaluation process; however the Contractor shall propose an initial index for Government approval with the first End-Of-Month progress report. Communications of all types (e.g., memoranda, internal notes, telephone conversation records, letter, and minutes of meetings) shall be included, as well as public outreach materials, such as newsletters, newspaper advertisements, and other public notices. All data and reference material should be included as part of the Administrative Record (All references eventually cited in the completed documentation should be traceable to the Administrative Record). Should the legal sufficiency of any of the evaluations or documents be challenged, the time allowed for assembling and providing the Administrative Record for review is usually quite short. Therefore, the Contractor shall maintain the Administrative Record throughout the entire environmental impact evaluation process. The Contractor shall submit the index and a summary of the contents of the Administrative Record, including the number of hard copies and electronic copies of documents, as a part of the End-Of-Month progress report. Advising the Government. It is expected that various compliance issues, consultation requirements, pollution control standards, and permit requirements will be identified. As these various issues and requirements are identified, the Contractor shall provide to the COTR a brief memorandum on each, stating its impact on the environmental impact evaluation process, summarizing its purpose, stating the authority or source, providing appropriate mailing addresses, points of contact and names, and defining the standards and requirements that must be met. As a part of this advisory role, the Contractor shall independently inspect the quality of information and analyses provided by regulatory agencies and stakeholders. The Contractor’s efforts shall be sufficient to ensure compliance with any identified environmental impact evaluation requirements, as guided by government direction. It is the Contractor's responsibility to identify and define the various environmental impact evaluation requirements that may impact the Government’s decision regarding the proposal(s) under consideration and to advise the Government on the appropriate means to ensure compliance. The Contractor shall take full responsibility, within the limits of a normal Contractor and Government relationship, to advise and inform the Government of any and all environmental requirements and concerns, whether procedural or technical, related to the environmental impact evaluation process.
Potential Issues of Concern. Examples of requirements include, but are not limited to, cultural resources investigations, air quality monitoring, water quality permits, marine mammal protection requirements, endangered species protection requirements, coastal zone management requirements, hazardous waste management requirements, process water management requirements, or storm water management requirements. Ensuring Compliance. The Contractor shall assist the Government in executing whatever procedures may be needed to ensure compliance with various environmental requirements that may arise during the environmental impact evaluation process. Ensure Information Quality. The Contractor shall use information that will either be obtained from public sources or provided through the Government during the environmental impact evaluation process. The Contractor shall perform research to identify appropriate and respectable public sources of information, when needed. Other information is expected to be received from other government agencies and from nongovernment sources during the scoping and review phases of the environmental impact evaluation process. The Contractor shall inspect the accuracy, validity, completeness, and integrity of this information. The Contractor shall provide the Government with an objective, technically valid, and institutionally acceptable evaluation of the potential for significant environmental impacts from the proposal(s) under consideration. Environmental Impact Statement. The Contractor shall prepare a Draft and Final EIS consisting of narrative, tabular, and graphic information which shall identify the physical, biological, cultural, aesthetic, and social economic conditions of the site, and predict potential impacts of the application approval on that setting. To facilitate review within the Government, the Contractor shall prepare preliminary, interim, and final versions of both the Draft and Final EIS prior to completing the documents for distribution outside of the CG. All of these documents shall be prepared in conformance with the requirements of 40 CFR 1500-1508, and Management Directive 5100.1, Environmental Planning Program. The Contractor shall prepare an appropriate number of copies in both electronic and printed versions, as needed to facilitate Government and public review. Included in the EIS shall be a description of the proposed alternatives and their environmental consequences. The EIS shall be a separate and complete document. It is expected that engineering options will be available to mitigate any adverse effects or comply with applicable requirements for the action alternative. The Contractor shall maintain close coordination with the Government to ensure that the development of the EIS is fully integrated with the project design process. The Contractor shall be in frequent communication with the Government throughout this process. Publish and Mail. The Contractor shall make arrangements to print and mail the Draft and Final EIS upon approval by the Government. The Contractor shall also produce the documents on CDROM in an easily readable format. These CDROMs will be mailed to addressees who likely will not have a significant interest level in the project. The public mailing can not occur before the Government’s Notice of Availability appears in the Federal Register.
Compile and Organize Comments. After the completion of the draft EIS comment period, the Contractor shall organize and compile all comments received via the scoping and public coordination efforts, letters, and other appropriate agencies. These comments shall be organized according to the organizational system developed during the application review process. They shall be cross-referenced by keywords used in the Administrative Record. They shall not be paraphrased or in any way condensed or changed from the original submission. The Contractor shall prepare a recommended response to all comments for review and acceptance by the government. All comments, questions, and inquiries shall become part of the Administrative Record. Public Hearing. The Government will decide if a separate public hearing on the EIS is found to be necessary. If so, the Contractor shall assist in the development of information to be presented. The Contractor shall assist the Government in preparing for possible antagonistic and adversarial behavior from meeting attendees. This assistance shall include educating the Government on what to expect, preparing Government responses, and attending practice sessions of the presentation. The Contractor shall attend the meetings, provide support to the Government during the hearings, and provide a report summarizing the proceedings. The contractor shall deliver to the COTR one hard copy and an electronic copy of the summary report within a week of the public hearing. Scoping Plan. The Contractor shall develop a Scoping Plan. Scoping Plan:A document that will describe and guide scoping (as defined in 40 CFR 1501.7) efforts to determine, among other things, the scope (as defined in 40 CFR 1508.25) of the important and unimportant issues in the EIS, the Federal and non-Federal parties to be consulted, allocations of assignments among lead and cooperating agencies, the need for public hearings, the nature and extent of communications with the general public, and other environmental review and consultation requirements. The Scoping Plan shall contain a recommended scoping strategy and schedule, identification of anticipated/projected interested parties (i.e., federal, state, local, and tribal governmental agencies and private individuals and organizations), appropriate methods/instruments to initiate contacts and facilitate comments, as well as potential meeting sites. The Contractor shall obtain COTR approval for the Scoping Plan. Scoping and Public Coordination. The Contractor shall be responsible to identify and define the scoping and coordination needs for both the preparation and distribution of the EIS, and identify all appropriate contacts and addresses for both formal and informal communications. The Contractor shall be responsible for completing all logistical requirements for scoping and coordination efforts, such as providing arrangements for meetings. The Contractor shall develop and maintain an active mailing list, identifying those parties to which the correspondence is to be sent. The Contractor shall prepare a preliminary, interim, and final copy of the Scoping Plan and various elements for government review. A variety of scoping methods/instruments may be appropriate for this effort. Specific
methods, including their style and format, will need to be evaluated for appropriate use during the environmental impact evaluation process. Examples of methods/instruments may include: Formal correspondence to be sent to the various stakeholders to obtain both their initial input and their review comments; Public information brochure; Comment cards; Presentation materials; FAQ document; Newspaper ads; A list of libraries and other sites at which NEPA materials will be available for public inspection; Meetings and meeting strategies; and A web site. If approved as a part of the Scoping Plan, the Contractor shall develop a website which, at a minimum, advertises, disseminates information pertaining to, and solicits public comment on environmental impact related documents. Implementation of the Scoping Plan. The Contractor shall implement the Scoping Plan after approval from the Government. Implementation shall include making the necessary arrangements for meeting halls, recorders, preparing handouts, etc. Appropriate methods, quantities, dates, and times of information dissemination and comment facilitation efforts (scoping meetings, publications, etc.) will be established, in consultation with the Government, during the development of the Scoping Plan. Implementation of the Scoping Plan and all associated activities will become part of the Administrative Record. Scoping Plan Organizational System. The Contractor shall assist in developing an organizational system during the application review process, and comments will be cross-referenced by keywords used in the Administrative Record. Scoping Plan Comments. The Contractor shall organize and compile all comments received from the scoping meetings, phone calls, questions/comments received via the Website, if implemented, and the Docket Management System, and letters. The comments shall not be paraphrased or in any way condensed or changed from the original submission. All comments, questions, and correspondence shall become part of the Administrative Record. Specifics Regarding a Web Site. The Contractor shall assist in developing a Web Site, if approved by the Government. The conceptual, preliminary, and final designs of a website in support of development of the EIS shall be developed and coordinated with the Government in the form of written reports. These reports shall provide a description of the website layout, links, and interconnectivity. The Contractor shall notify the government of the date (as soon as possible after the Scoping Plan approval) when the website is ready to be made available to the public. The Contractor shall ensure that the
Website remains active and accessible to the public, with a minimum of down time. The Contractor shall ensure that the website will be in compliance with Section 508 of the Rehabilitation Act of 1973. The Contractor shall provide a monthly status report outlining the amount of time the website was operable and accessible to the public, number of daily ‘hits’, and actions taken to correct and minimize website problems. Deliverables: Mid-Month Progress Report. The Contractor shall provide Mid-Month progress reports on specific technical and policy activities. The report shall include, but not be limited to, the following: a description of prior activities, accomplishments and shortfalls, recommended changes in strategy, early warnings on potential risk areas, and any foreseeable problems. Since the Contractor is expected to be in very close communications with the Government on a daily basis, no previously unidentified concerns should be in this report. It is to be a brief, formal documentation of issues identified, decisions made, and resolutions achieved for the Administrative Record. The report shall be submitted the first working day after the 15th of each month. End-of-Month Progress Report. Beginning with the month following the month in which the task order is awarded, the Contractor shall submit End-of-Month progress reports. These reports will be used to gauge progress towards meeting NEPA requirements within the overall application review schedule. Each report shall be submitted the first working day of each month following the conclusion of each calendar month and shall, as a minimum, include the following information:
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