STATEMENT OF WORK Sample Call Order #1 ... - IDEAS-EC

STATEMENT OF WORK
Sample Call Order #1
Facilitation and Training Services, Yosemite National Park, California
BPA Number:
Call Order Number:
July, 2011
I. Description of Yosemite and its Planning Context
Yosemite National Park: Yosemite National Park in California is one of the nation’s oldest and
most well-known national parks, created in 1890. The park has a number of ongoing planning
projects, some of which are controversial, with associated litigation. Perhaps the most
controversial and litigious is the Merced River Plan effort, which is an effort to develop a
management plan for the Merced River and South Fork Merced River Wild and Scenic Rivers.
Other planning efforts include a new Wilderness Stewardship Plan, a restoration plan for the
Mariposa Grove of Giant Sequoias, a river management plan for the Tuolumne Wild and Scenic
River, and other forthcoming planning efforts. Many such planning efforts have an interested and
actively involved public, including members of advocacy groups, residents of gateway
communities, and park employees themselves.
Half or more of the work to be performed under this Call Order shall be in support of the Merced
River Plan. According to the Wild and Scenic Rivers Act, federal agencies managing the rivers
must prepare Comprehensive Management Plans to protect and enhance the values for which the
river was designated. Such plans must follow the requirements of both the Wild and Scenic
Rivers Act and the National Environmental Policy Act, along with the other federal laws guiding
national park and wild and scenic rivers management. Additionally, the Merced River
Comprehensive Management Plan (hereafter, “MRP”) is guided by a settlement agreement with
plaintiffs who contested two previous management plans the NPS had prepared for the Merced
River. According to that settlement agreement, available at
http://www.nps.gov/yose/parkmgmt/litigation.htm, the NPS will produce a draft plan and EIS in
early 2012 and a final plan and EIS by July 2013. More information on the Merced River
Planning effort can be found at http://www.nps.gov/yose/parkmgmt/mrp.htm.
Summer and Fall 2011 Alternatives Concepts Workshops
These specific workshops shall be focused upon preliminary concepts, which are ideas or
themes that may form the foundation of alternatives, to be included in the Merced River
Plan DEIS, as well as the alternatives themselves. As listed below, the Contractor shall
plan and conduct workshops in or near Yosemite National Park for interested members of
the public to provide their comments on the preliminary concepts. Workshops include
five public, two online, and one mock run meeting. A workshop is defined as an open
public meeting with a variable number of participants who may arrive or depart at any
time within the scheduled time frame. Each workshop shall include self-guided

informational displays organized in a logical sequence, and work stations that are placebased
and include panels, posters or other informational installation materials for the
benefit of meeting participants. Each work station shall be organized on the basis of
Wild and Scenic River Act classifications (i.e., Wild, Scenic and Recreation) and shall
integrate descriptive information on river values, and other information to be provided by
NPS. Discussions are anticipated to focus on key issues such as the ongoing operation of
a High Sierra camp in a wilderness area, pack stock use, trail management, the kinds and
amounts of recreational use and commercial services that are made available to park
visitors, other aspects of land and water use in the river corridor, and the socioeconomic
ramifications of park management actions on gateway communities. The specific
techniques and exercises used during the workshops shall be developed by the facilitator
in consultation with the NPS COR as the process evolves.
As specified below, the NPS anticipates facilitation services for 8 half-day or full-day
alternative concepts development workshops or evening meetings during the months of
August and September 2011 (including a mock run). The contractor shall be responsible
for providing content for all of the meeting materials; the NPS will print the oversize
graphics, illustration boards, workbooks, and worksheets. The contractor shall expect a
full day of preparatory work for two people, the workshop itself, a day of post-workshop
work for one person, and associated administrative support, for each workshop.
The facilitator shall prepare meeting materials in consultation with NPS COR and
provide work products for each workshop, as provided for in the workshop schedule
below. The facilitator shall provide documentary evidence of each meeting, including
photographs and files of all graphic products in electronic format (DOC, JPG, TIF or
PDF), and meeting minutes. The NPS reserves the right to transmit each meeting over
the Internet as a webcast. All technological requirements of webcasts shall be the
responsibility of the NPS, although Contractor should be available to assist in facilitating
input coming through interactive web-meetings.
The schedule of workshops/meetings is as follows, with locations and durations
specified. Sample agendas for all meetings are included in appendix A. Dates are
specified, but may be changed by mutual agreement of NPS COR and the Contractor:
A) Initial Design Meeting: This task represents one face to face meeting held in Yosemite
in late July 2011 and two phone meetings, to brief the Contractor on the mock run
and to participate in the preparatory work.
B) "Packages" Facilitation Training for Staff: This task includes developing training
materials and actual training of NPS staff for facilitation duties at upcoming
meetings. This training is expected to be one full day in duration and will focus
upon facilitation and conflict management techniques. This training shall occur on
Aug. 2, 2011.
C) Wednesday, Aug. 3, 2011: Mock run. This 3-hour meeting shall occur in or near
Yosemite with 2 graphic facilitators, several Yosemite staff (5-10 planners and
public outreach specialists), and 5-10 key interested stakeholders, as determined
by NPS. The purpose of this meeting is to pilot the meeting format and materials
with a select group so that the later meetings, which are open to all members of
the public, are successful.

D) Friday, August 19, 2011: El Portal Community Meeting. This 3-hour workshop shall
require graphic facilitation. Thirty to forty members of the public are expected.
E) Saturday, August 20, 2011: Yosemite Valley Workshop I. This 8-hour workshop shall
require graphic facilitation. Forty to sixty members of the public are expected.
F) Friday, September 9, 2011: Wawona Community Meeting. This 3-hour workshop
shall require graphic facilitation. Thirty to forty members of the public are
expected.
G) Saturday, September 10, 2011: Yosemite Valley Workshop II: This 8-hour workshop
shall require graphic facilitation. Forty to sixty members of the public are
expected.
H) Saturday, September 17, 2011: San Francisco Bay Area. This 3-hour workshop shall
require graphic facilitation. Forty to sixty members of the public are expected.
I) On-line meeting I, date to be announced (but in late August or early September 2011,
with no travel anticipated for Consultants): This 3-hour workshop shall require a
workshop facilitator and one remote support person for the entirety of the
workshop.
J) On-line meeting II, date to be announced (but in late August or early September 2011,
with no travel anticipated for Consultants): This 3-hour workshop shall require a
workshop facilitator and one remote support person for the entirety of the
workshop.
These workshops include the following specific deliverables:
1. Workshop preparation: The contractor shall develop the specific meeting or
workshop agenda (using that provided in Appendix A as a starting point) and all
materials such as the organization and design of information stations, posters and
installation panels. Meeting materials shall summarize project work completed to
date; orient participants to the river segments and river values; explain the project
timetable or road map; and provide a template, format or other methods for
collecting site-specific or programmatic recommendations that may be incorporated
within project alternatives. Meeting materials shall be approved by the NPS COR.
The Contractor shall provide this information digitally (in PDF and the native files
in INDD, AI, DOC, JPG, and/or TIF formats, whichever is appropriate) to the NPS
COR for copying/mounting as needed. For all meetings, the Contractor shall
provide all materials and supplies that its facilitators will utilize in facilitating each
meeting (materials such as flip charts, large rolls of paper, sticky notes, markers,
etc.). The Contractor shall work with the COR to determine appropriate dates and
reserve meeting facilities for each workshop (any costs for facilities will be borne by
NPS). Room set-up shall be provided by the Contractor with NPS assistance. NPS
will be responsible for developing (and delivering) public presentations and posting
all meeting materials on the web for review and comment by the public.
The Contractor shall arrange and provide transportation, room, and board for
Contractor personnel participating in the workshop.

2. Graphic Workshop Facilitation: Based on the agreed-upon format and process,
and pursuant to the needs described above, the Contractor shall facilitate
workshops with stakeholders. The Contractor shall provide two graphic facilitators
for each of the five public meetings.
3. Summary Notes: The Contractor shall be responsible for taking notes during the
workshops, and shall transcribe those notes for the administrative record. Given
the open house format of meetings and workshops, notes will generally reflect
opening comments and any key points raised in plenary discussion. Small group
discussion will be summarized by group facilitators and relayed to the Contractor
within five business days of each meeting. For the two on-line meetings, the
Contractor shall provide a digital transcript of each meeting. Final documentation
shall include meeting notes and other materials developed in the workshop, and the
Contractor’s summary report of the meeting results. The documentation package
shall be provided to the COR no later than ten business days after the conclusion of
each workshop. The notes shall be in a format suitable for posting on the park’s
website (PDF, JPG, TIF or Flash files) as a meeting summary. Documentation shall
be produced using readily available software, such MS Word, Adobe Acrobat
Professional and Acrobat Reader. The Contractor shall provide NPS with
summaries of each public meeting in DOC, JPG or TIF and PDF formats.

APPENDIX A.1
SAMPLE ALTERNATIVES CONCEPTS PUBLIC WORKSHOP AGENDA
Merced Wild and Scenic River Comprehensive Management Plan
Engaging Stakeholders & Partners in Development of Project Alternatives
OUTCOMES
• Participants are able to bridge between Merced River Values, Management Considerations
and Management Actions.
• Participants develop a greater understanding of the competing objectives of diverse publics.
• Park staff is positively engaged with the Plan.
• The relationship between the Park and participants is enhanced.
BIG PICTURE OF ROOM LAYOUT & FLOW
WORKSHOP ROOM LAYOUT
WELCOME TABLE AT ENTRANCE
• Park staff greet people as they enter the meeting
space, orient them to the stations and interactive
gallery walk, invite them to the packages segment,
and hand out materials, including the workbook.
Flex time.
Suggest 1
hour.
Suggest
1.5 hour.
•
OPEN SPACE STATIONS for GALLERY WALK
• Stations placed in a logical order around the room:
Roadmap of MRP process; Scope; Background &
work to date; River Values; 4 Segment Framework;
Management Considerations
• Participants take in information at their own pace
• Each station hosted by 1-2 park staff for dialogue &
in-person explanation
• Interactive opportunities are at each station such as
questions for participants to answer, ratings or
rankings, space for written comments, etc.
•
“PACKAGES” SMALL GROUPS – 4 SEGMENTS
• 4 areas set up with chairs and a template for groups
of 10-15 people
Workbook, MRP
planning process
map, handouts TBD
Informative boards
with pictures &
content. Templates
to capture
participant input.
Templates, big
stickies
Suggest
30 min.
“PACKAGES” REPORT OUTS
• 4 areas set up with chairs and a template for groups
of 10-15 people
Big (4x16) template
with drawing of river
segments.

OVERALL PROCESS DESIGN
WELCOME & OPEN HOUSE
Example WELCOME & OPEN HOUSE
timing: • Everyone welcomed and oriented as they enter
9:00
45 min
• Participants sign up for a break-out at sign-in. They’re
encouraged to select an area that will distribute
knowledge and interest.
• Free time to read materials at stations.
PACKAGES WORKOUT
9:45 orient
to activity
10:00 1 st
round
10:45
rotate
WORKOUT OVERVIEW
Outcome: Robust discussion of Management
Considerations & action options for River Values and their
impacts on connected actions. Identify “packages” of
potential management actions for 2 segments of the river.
• Two 45 minute rotations – participants choose the
segment they want to work on, e.g. the first segment
is one of the easier ones, the second is Yosemite
Valley
• (Different approach: Four 20 minute rotations (+ 2 min
travel or transition)
90 min
total
GROUP REPORT OUT AND CLOSING - OPTIONAL
11:30
20 min
REPORT-OUT OVERVIEW
Each group does a 3 minute summary presentation
Report outs will work if we have 5 groups or less, or we
need more time – maybe this needs to be 30 minutes no
matter what.
CLOSING
11:50 Thanks and next steps.
10 min
12:00 ADJOURN
Boards & templates
1-2 park staff/station
Templates, big
stickies
2 park staff/small
group
Templates, big
stickies
2 park staff/small
group
MRP Roadmap
REPEAT MORNING PROCESS DESIGN
1:00 WELCOME & OPEN HOUSE
60 min
2:00 PACKAGES WORKOUT REPEAT
90 min
3:30 Close Break down set

PACKAGES WORKOUTS – DETAILED AGENDA FLOW (facilitator’s
agenda)
DETAILED AGENDA FLOW FOR PACKAGES WORKOUTS
ORIENTATION TO WORKOUT
9:45 • Welcome, Outcomes, Ground Rules
5-10 min 1. Introductions: Introduction of Group Technical Leader and
Facilitator. Facilitator explains role: neutral facilitation, time
keeper, graphic recorder. Public BRIEFLY introduce
themselves.
2. Meeting Behaviors: Outline time line and rules of behavior
for small group discussion
• All participate, no-one dominate (we want to hear
from a lot of folks…)
• Share your reasons (”I like this because… or This is
unreasonable because…”) (not “I don’t like it”)
• Use the comment cards for feedback outside the
topic of discussion
3. Explanation of exercise: Briefly explain the exercise and
orient people to the wall template. Explain that there will be
two rounds of discussion, one to review the River Values
related Mgmt Considerations and Action Options, the second
to discuss Connected Action Options (point to big templates).
4. Share facilitator expectations: Let people know you are
looking for:
- People to share their perspective on priorities and
preferred actions
- Specific reasons why an action is preferred or not to
narrow the range.
Park staff role:
TECHNICAL LEADER
(TL) provides
explains mgmt
considerations &
actions.
Facilitator role:
probes for new ideas
and manages the
conversation
9:55
20 min
RIVER VALUES & MGMT CONSIDERATIONS
Outcome: Robust discussion of Management
Considerations & action options for River Values.
• (5 min) Present River Values for the segment &
management considerations to address. These are
“givens.” Explain “connected actions.”
• Use the map/template.
• (5 min) Share management action options and open
for discussion. Let group know you’d like to discuss at
least 3 of the mgmt considerations & the action
options, and understand the group’s preferences.
• (Gather participant’s action suggestions on stickies.
Yellow for proposed actions. White for concerns &
comments.
• Engage in dialogue about tradeoffs (TL provides
perspective, Facil manages conversation).
CONNECTED ACTIONS FOR SAME RIVER SEGMENT
MATERIALS Each
group has:
- 4x8’ map +
template of the
segment, pens,
large white and
yellow sticky
notes.
- Poster with
geographically
relevant elements
- ORV’s poster
- Poster of entire
plan area
- MRP Roadmap
poster
Action options on
stickies.

10:15
25 min
10:35
20 min
10:55
25 min
11:20
35 min
11:55
5 min
12-1
60 min
• TBD
RIVER VALUES & MGMT CONSIDERATIONS
Outcome: Robust discussion of Management
Considerations & action options for River Values.
• Yosemite Valley Segment – repeat above
CONNECTED ACTIONS FOR VALLEY
• TBD
GROUP REPORT-OUTS ON SEGMENTS
• REVIEW NEXT STEPS and Process for Creating
Preliminary Alternatives using this input
Orient people to the MRP Roadmap and field any
process items that need attention.
• Results will be on website
• Thank everyone for participating
THANKYOU, NEXT STEPS, CLOSING
• REVIEW NEXT STEPS and Process for Creating
Preliminary Alternatives using this input
Orient people to the MRP Roadmap and field any
process items that need attention.
• Results will be on website
• Thank everyone for participating
LUNCH
• Open House stations still open if people want to
review them after the Packages Workout
• Staff (park and Contractor) eat lunch and do a quick
debrief and exchange tips
MATERIALS Special
for Valley
- MRP Roadmap
poster
- MRP Roadmap
poster
Lunch
REPEAT MORNING PROCESS DESIGN
1:00 WELCOME & OPEN HOUSE
60 min
2:00 PACKAGES WORKOUT REPEAT
90 min
3:30 Close Break down set

APPENDIX A.2
SAMPLE ALTERNATIVES CONCEPTS ON-LINE WORKSHOP AGENDA
(3 HOURS)
WELCOME & OPEN HOUSE
9:00 WELCOME & OVERVIEW OF DAY
• Participants sign in, with assistance of park planning
staff. Facilitator welcomes and orients them to the
flow of the workshop and technical needs.
• Discussion of planning constraints (facilitator
moderates discussion by park planning staff)
PACKAGES WORKOUT
9:30 orient
to activity
90 min
total—20
min. each
plus 10
min. break
WORKOUT OVERVIEW
Outcome: Robust discussion of Management
Considerations & action options for River Values and their
impacts on connected actions. Identify “packages” of
potential management actions for 2 segments of the river.
• Four 20 minute rotations – participants dive into easy
focal area first (such as Wawona or El Portal), then
more difficult one (with last two sessions on Yosemite
Valley)
• Planners survey ideas as on-line participants email
them in, suggesting ideas to facilitator.
• Facilitator, with assistance of park planning staff,
diagram or draw ideas on whiteboard
On-line whiteboard,
on-line meeting
program or tool
(such as WebEx)
Whiteboard, maps of
Yosemite Valley, El
Portal, Wawona, online
meeting
program or tool
(such as WebEx)
GROUP REPORT OUT
11:00
60 min
12:00
OPEN-ENDED DISCUSSION WITH PARK PLANNING
STAFF
• Planners discuss merits of potential solutions
identified in foregoing discussion
ADJOURN
On-line whiteboard,
on-line meeting
program or tool
(such as WebEx)