Public Comment Analysis and Final RMP/ EIS Review
A. General Information
1. Introduction and Background
The Rio Puerco Field Office (RFPO) anticipates releasing for a 90 day public comment period the Draft Resource Management Plan
(DRMP) on August 1, 2012. Public comments will be submitted through a variety of methods: via an e-mail address that will be provided
by RPFO; via fax at a number provided by the contractor; via a physical address that the contractor will provide; and via written comments
delivered at the RPFO office which will be forward to the contractor.
It is anticipated, based on initial scoping comments, that RPFO may receive up to 4,000 comments.
The overall goal is to ensure that, at the completion of the comment processing, all comments are accounted for and accurately classified,
file and coded to allow RMP core team and specialists the ability to cross reference and analyze and respond to the comments.
2. Purpose
The purpose of this work is to analyze the timely comments submitted during the public comment period for the DRMP. The contractor
shall return all deliverables, comment letter, and working (coded) copies to the Government assigned COR in accordance with: section 3.
Deliverables.
B. Scope of Work: Public Comment Analysis
Concurrent with the public meetings and after the completion of the public comment period the contractor will process the public comments
received. The comment processing will consist of:
1. Cataloging, dating and filing comments received from public and government agency submittals.
a. Unique alphanumeric identifiers will be utilized to catalog comment letters or e-mails.
b. All original comment letters received will be scanned and copied as to maintain at least the original, one clean copy of the original
and a digital working copy for comment analysis.
c. Comments will be filed hard copy (original) by resource in the administrative file along with an alphanumeric coded digital data
base file that allows multi-use, collaborative public comment analysis by RMP core team.
2. Classifying comments into substantive or non-substantive.
a. The contractor will summarize and categorize comments by resource in accordance with NEPA and BLM guidance into
substantive and non-substantive comments. The resource categories as listed in the Rio Puerco Field Office Draft Resource
Management Plan will be utilized to develop the category data base.
b. A sub-classification of comments within the substantive or non-substantive categories will be created within the data base that at
minimum clearly identified the comments in to one of the following categories:
i. Comments that do not need a detailed response, which would include:
1. General comments, opinions or position statement,
2. Issues already decided by law, policy or regulation,
3. Issues / comments beyond the scope of this DRMP’s document / decision scope,
4. Comments not related to the document, subsequent supplements. (This includes comments related to other plans,
or areas outside the jurisdictional boundaries of the Rio Puerco Field Office.)
5. Editorial correction to be made.
ii. Comments that do need a detailed response that are salient, on-topic, and in-scope which would include:
1. Issues requiring modification of an alternative.
2. Issues requiring development of an alternative that was not previously given serious consideration that meets
purpose and need of the proposed document.
3. Issues that can be resolved through the clarification of the intent in a section of the final EIS.
4. Issues brought up regarding conformity or compliance of the DEIS with existing CEQ rules or applicable acts.
5. Issues that would lead to a revised or supplemental draft EIS.
3. Deliverables
4.
Subtask
A
1
B
Receive Mail
Deliverables
C
Schedule
(Calendar Days Unless
Otherwise Noted)
D
Begin no later than 15 days
after comment period starts, or
when 20 letter have been
received, or as otherwise agreed
Description and Requirements
E
Receive, open, date-stamp, review for
“flag” criteria, and identify out of scope
submissions. The cutoff for determining
timely comments will be the “postmarked
Minimum
Acceptable
Quality
F
99%
2
Create Coding
Structure
Submit coding
structure for
approval to the
RPFO.
3
Print Email
Same as 1
4
Number Comments
Same as 1
5
Copy Comment
Letters
Same as 1
6
Log Letters and
Emails
Cumulative
Letter Log
Prior to the commencement of
1.
Same as 1
date”. Late mail will be held by contractor
who will notify the RPFO of late mail
senders.
Coding structure should be based on all
analyzed resources in the DRMP and
associated comments. At minimum the
coded designator should clearly identify a
comment with an associated DRMP chapter
and the comment category (e.g.,
substantive, non-substantive, request for
extension of public comment, request for
hard copy, cd or electronic copy of
DRMP…) mode of delivery (mail, email..),
resource interest ( oil and gas; recreation;
wildlife; grazing…..), organization
identification (citizen, industry and type,
grazing permitee, special interest groups,
government….)
Electronically retain all email comment
submissions. Legibly print all emails
including attachments. For processing and
record keeping, hard copies can be treated
as originals.
Assign letter number to each comment
received. Number consecutively without
duplication or omission.
Make one (1) complete, legible electronic
copy of all letters to be used as working
copies. Format should be PDF or other
similarly convenient format. If coding
letters using hard copy format, make 1 hard
copy of each codable letter.
Log all letters and emails. Minimally
include letter and email number, submitter’s
name, email address, organization name,
date received.
99%
99%
99%
95%
7
File Original Letters
Original
Letters
(Record)
Same as 1 (All original
comments shall be turned over
to RPFO within 7 days of final
contract completion.
Same as 6
8
Extract email
addresses
Email address
list
9
Enter Contact
Information (Mail ID)
Same as 1
10
Enter Comment s
Attributes, Comment
Text, and Commend
Codes
Submitter’s
contact
information in
project
database.
Information in
Project
Database
11
Code Comment
Attributes
Same as 1 or otherwise agreed.
12
Flag Comments
Information in
project data
base.
Identify
comments that
will require
early attention.
13
Database Reports
Working Copies of
Comments
Project
Database.
Within 10 no later than 5 days
from close of comment period:
Final database and all working
copies.
14
Executive Summary
Executive
Summary
Draft summary due 30 days
from close of comment period.
Final executive summary due
Same as 1
Weekly, as comments are
received within the first week
of commencing work.
File all comments by letter numbers.
A list of all email addresses with associated
names for email submissions, including
forms. Remove from the process, and log
action, all duplicate names / addresses.
Date should be delivered in a spreadsheet.
Without duplication, record submitter
contact date and remarks for all comments.
Identify and remove from process all
duplicate submissions.
Enter comment attributes (e.g. response
type, form type, delivery type, etc.) coded
comments and codes in to the project
database. Codes shall be designed by the
contractor in a format that is approved by
the RPFO.
Assign letter attributes to comments usingproject specified and approved coding
structure.
Summarize flagged submissions in a weekly
report that identifies flagged comments
which include: Early Attention Comments;
Extension Requests; FIOA Requests or
Threats of Harm.
A final data base shall submitted to RPFO
for final quality inspection. Any
deficiencies identified in the database shall
be fixed prior to RPFO accepting final
database.
The Executive Summary should at a
minimum describe the Process Description,
Coding Structure, Demographics,
95%
95%
95%
95%
99%
Timely
Format;
Accuracy.
Pass / Fail
Approved
draft for
final print.
45 days from close of comment
period.
15
Create and Reproduce
Project CDs
10 CDs
delivered to the
RPFO
Due 45 days from close of
public comment period.
16
Web-based comment
and Executive
Summary posts.
Comments
shall be posted
on RPFO web
site.
Post organized comments
within 45 days from close of
the public comment period.
Organized campaigns (i.e., Sierra Club form
letters…), a summary of public concerns by
resource type and geographic area.
Produce user-friendly project CDs. All CDs Pass/Fail
shall contain: project database with search
functions, electronic copies of organized
comments, comment log and Executive
Summary. In addition the CDs shall contain
flagged comment reports and Avery or
similar mailing labels.
Comments shall be posted in electronic
100%
format in numeric order as they were
received along with a copy of the Executive
Summary.
5. Contractor Quality Control Inspection System
a. The Contractor shall be responsible for quality control assurance (QA) and Quality Control (QC) beginning before the public
comment period and continuing throughout the process. The Contracting Officer may observe the Contractor’s QAQC efforts at
any time and shall otherwise have unlimited access.
6. Acceptance
a. The BLM shall review all progress and accept all draft and final work products upon Contractor’s receipt of written request and
assurance that work has been completed. Request shall be for a reasonable portion of the work. Acceptance may be made for
progress completed at agreed to stages of work.
CONTRACT ADMINISTRATION DATA
A. 452.215-73 Post-award Conference. (NOV 1996)
A post award conference with the successful offeror is required. It will be scheduled within 5 days after the date of contract award. The conference
will be held at the Rio Puerco Field Office at 435 Montano NE, Albuquerque, NM 87107 and will include discussion of contract terms and work
performance requirements, and work progress schedule.
B. 52.211-8 TIME OF DELIVERY (JUN 1997)
The Government requires delivery to be made according to Section 3: Deliverables.
C. SCHEDULES AND REPORTS
Pursuant to contract requirements, all schedules and reports shall be submitted to the contracting officer or designated contracting officer’s
Representative (COR).
D. AGAR 452.237-74 KEY PERSONNEL (FEB 1988)
(a) The Contractor shall assign to this contract key personnel with at least 3 years experience in the role they will have on this project: Overall
Project Manager (Contractor).
(b) During the first 90 days of performance, the Contractor shall make no substitutions of key personnel unless the substitution is necessitated by
illness, death, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of
any of these events and provide the information required by paragraph (c) below. After the initial 90 day period, the Contractor shall submit the
information required by paragraph (c) to the Contracting Officer at least 15 days prior to making any permanent substitutions.
(c) The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the
proposed substitutes, and any additional information requested by the Contracting Officer. Proposed substitutes should have comparable
qualifications to those of the persons being replaced. The Contracting Officer will notify the Contractor within 15 calendar days after receipt of all
required information of the decision on substitutions. The contract will be modified to reflect any approved changes of key personnel.
INSTRUCTIONS, CONDITIONS AND NOTICES TO BIDDERS
A. Proposal Instructions
(a) General Instructions. Proposals submitted in response to this solicitation shall be furnished in the following format with the
numbers of copies as specified below.
(1) The proposal must include a technical proposal. Each of the parts shall be separate and complete so that evaluation of one
may be accomplished independently from evaluation of the other. The technical proposal must not contain reference to cost;
however, resource information (such as data concerning labor hours and categories, materials, subcontracts, etc.) may be
contained in the technical proposal so that the contractor's understanding of the statement of work may be evaluated.
(2) Offerors may, at their discretion, submit alternate proposals or proposals which deviate from the requirement; provided,
that an offeror also submit a proposal for performance of the work as specified in the statement of work. Any "alternate"
proposal may be considered if overall performance would be improved or not compromised, and if it is in the best interest of
the Government. Alternate proposals, or deviations from any requirement of this RFP, must be clearly identified.
(3) Offerors shall submit their proposal(s) in the following format and the quantities specified:
1 copy of the completed signed offer (SF-1449)
1 copy of the Pricing (Page 3)
1 copies of the technical proposal
(b) Technical Proposal Instructions. Technical proposals will be evaluated to determine the ability of the contractor to meet the
requirements of the Government. Therefore, the technical proposal must present sufficient information to reflect a thorough
understanding of the requirements and a detailed description of the organization, techniques, procedures and program for achieving
the objectives of the specifications/statement of work. Proposals that merely paraphrase the requirements of the Government's
specifications/statement of work, or use such phrases as "will comply" or "standard techniques will be employed" will be considered
unacceptable and will not be considered further. As a minimum, the proposal must clearly provide the following:
(1) Technical Capability
a. Plan of Operations: Describe how you will organize and manage the work so that all activities are completed in
accordance with the Scope of work and deliverables, the contract specifications, and within the allotted time. Address
both completion of work within individual units and a general plan for sequence of work across the project, including
all work items.
b. Organization: List the names and proposed duties of key personnel. Provide information on their qualifications and
recent work experience. List all areas of work that will be subcontracted out and the subcontractor you intend to use.
c. Quality Control: Identify or describe your quality control and self-inspection procedures that will ensure objectives
are being met during operations. The contractor will meet the Acceptable rating level by demonstrating they have the
organization, equipment, plan of operations, quality control plan and strategy needed to accomplish the work described
in the solicitation in a timely and efficient manner. Additional merit may be awarded to vendors who exceed the
standard.
(2) Past Performance
The technical proposal must address past performance for both the offeror and proposed subcontractors. OFFERORS
SHOULD PROVIDE ONLY THE INFORMATION LISTED BELOW. PERFORMANCE INFORMATION WILL BE
REQUESTED FROM REFERENCES PROVIDED.
Contractors may also discuss past accomplishments that indicate your firm's ability to perform the work required by this
solicitation. The government will contact a sample of the vendor’s past customers to determine the rating for this factor. The
currency and relevance of the information and general trends in contractor’s performance shall be considered. The BLM
considers that current (within the last 3 years), relevant (similar in nature and scope) performance is a better indicator of
ability than older or less similar work. Any offeror who does not have a record of relevant past performance or for
whom information on past performance is not available will receive a rating of neutral.
At a minimum, provide the following information:
Names, telephone and fax numbers of principal officials who were in charge of the project and that are familiar with your
performance.
A description of the work performance,
The agency/company or individuals you worked for,
The size (value) and location of the contracts,
Contract numbers.
The Office of Management and Budget (OMB) has authorized Federal agencies to collect past performance information under
OMB clearance number 9000-0142. Both the information provided in the proposal and Government records will be used to
evaluate the Offeror's past performance; however, references other than those listed may also be contacted. The Contractors
will earn the Exceptional rating if all references rate the Contractor as Excellent on all sub-factors listed above.
The Contractor will meet the Acceptable rating level if a majority of references rate the Contractor as Acceptable or better.
B. Evaluation
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the
solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to
evaluate offers:
Factor 1 - Technical Proposal
a. Plan of Operations
b. Organization
c. Quality Control
Factor 2 - Past Performance
Factor 3 - Price
Technical and past performance, when combined, is essentially equal when compared to price. The evaluation factors are listed in
descending order of importance Factor 1 is more important than Factor 2 and Factor 1a is more important than Factor 1b. Proposals
that do not address one or more criteria or sub-factors, may not be considered further for award. All factors will be evaluated and
proposals will be ranked based on how well the factors meet the specified requirements. A factors will be rated on a point system of
0-3 points. The basis for the rating will be: 3-Exceeds factors, 2-Meets; 1-Paritally Meets; 0-Does not Meet.
C. 452.204-70 Inquiries. (FEB 1988)
Inquiries and all correspondence concerning this solicitation should be submitted in writing to the Contracting Officer. Offerors should
contact only the Contracting Officer issuing the solicitation about any aspect of this requirement prior to contract award.