Within-Year Modification Request Form for FY 2008

 
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Table of Contents
Part 1. Administration and Budgeting
Section 1: General Administrative Information
Section 2: Description
Section 3: Related Projects
Section 4: Planning and Design
Section 5: Construction/Implementation
Section 6: Operations and Maintenance
Section 7: Monitoring and Evaluation
Section 8: Total Budget
Section 9: Project Documents
Part 2. Current Status of Modification Request
Part 3. Comments on this Modification Request


Part 1 of 3. Administration and Budgeting
Section 1: General Administrative Information
Process Information:
Date Proposal Submitted & Finalized Status BOG Meeting Date
December 23, 2008 Finalized January 7, 2009

Modification Type: FY 2008 Within-Year Ongoing
BPA Project Number: 200307200
BPA Project Name: Habitat and Biodiversity Information System for the Columbia River
COTR/BPA Project Manager: John Piccininni
Agency, Institution or Organization Requesting Rescheduling: Northwest Habitat Institute
Funding Type: expense
Project Leader: Thomas O'Neill
Province: Mainstem/Systemwide
Subbasin: Systemwide
 
Contact Person
First Name: Thomas
Last Name O'Neill
Address: P.O Box 855
City, State Zip: Corvallis, OR 97339
Phone: 541-753-2199
Fax: 541-753-2440
Email: habitat@nwhi.org

Administrative Contacts
Primary Administrative Contact Secondary Administrative Contact:
Name Thomas O'Neill Name Chris Kiilsgaard
Address: P.O. Box 855 Address: P.O Box 855
City, State Zip: Corvaliis, OR 97339 City, State Zip: Corvallis, OR 97339
Phone: 541-753-2199 Phone: 541-753-2199
Fax: 541-753-2440 Fax: 541-753-2440
Email: habitat@nwhi.org Email: chris@nwhi.org
Note: Note:

Section 2a: Description (Species Information)
Target Species all species

Provide explanations as to why the following alternative funding solutions are not feasible and will jeopardize the project:
Reduction in existing scope of project: This project has not received any funding for equipment and software since early 2004. Our project budget since 2004 has been reduced below the requested and approved amounts by CBFWA Managment Review Team. As part of the Council's 2007-2009 project review, this project is designated as a "Core Program" but the Council/BPA have only given it "interim funding". We have brought this project back to the Council once a data management workshop was held to scope, list and verify project needs, reviewed by the CBFWA Wildlife Advisory Committee for priorization of project needs, and the development of a Strategy for Managing Fish, Wildlife, and Habitat Data was completed. All three of these steps are now completed and our previous proposal (submitted to the BOG in February 2008) addresses these needs, priorities, and strategy for managing these data. Specific project funding history is: In 2004-2006, this project was recommended for funding at $434,000, but because of unresolved funding and data management issues was only funded at l5% to 36% of the recommended funding, which came from the data management placeholder. In 2006, this project was again recommended for funding at $440,000 for FY 2007-2009. However, interim funding was assigned to this project at $36% of the recommended funding with an understanding that the Council would revisit this project once the workshop and other reviews were completed. Everything the Council has requested has been completed and the project is still assign an interim status.
Deferral of existing work elements to later date: At this venture, we are requesting additional costs to replace and update equipment that supports IBIS and the time to install it as well as re-install new and upgraded software and complete some needed maintenance. Since 2004 no new equipment or software has been purchased nor billed to BPA. For example, when upgrades or equipment failures occurred, NHI has replaced them with their own funding. Recently and just prior to meeting with the ISRP in the field, a our plotter died, which resulted in NHI doing a complete review of the age of the equipment that supports the IBIS project. So without the funding, we are putting our project at risk of not been able to maintain or meet our work elements.

Section 2b: Description (Location Information)
Location(s) at which the action will be implemented
Latitude Longitude Location Description
No Locations Entered

Is this/Are these the same study location(s) that was/were identified in the original proposal? Yes

Condition/situation creating the need for the modification:
Is the situation the result of a catastrophic event that occurred within the existing location? No
Has a habitat/population/mechanical/structural dilemma developed in the proposed study location since the contract was signed with BPA? Yes

Section 2c: Description (Work Element Information)
What work elements in the existing proposal does the proposed modification address?
Work Element Work Element Title
Work Element 160: Create/Manage/Maintain Databases
Work Element 161: Disseminate Raw/Summary Data and Results

Proposed action to achieve the objective(s) To see a review of NHI System Hardware Upgrade Needs, please see attached file in the Narrative section. Also note, that these costs would of been covered if we had received our requested budget for 2007-2009. A request for a release of our complete funding for 2008 & 2009 was submitted to the BOG in February 2008. This request still remains in the BOG process and listed as BPA Deferred.

Does not implementing this modification jeopardize the ability to achieve existing biological objectives of this project, as well as other projects? Yes

Explain: By not purchasing the equipment, which is 5 years old or older, and by not doing the necessary upgrades and maintaince will put our project in an unnecessary and avoidable risk.

Section 2d: Description (BiOp Information)
NMFS and/or FWS Biological Opinion that this funding request addresses Strategy
NMFS &/or USFWS
How proposed actions will address the BiOp
(i.e., substrategy / limiting factor / metric to be achieved)
NMFS 2000 habitat This project focuses on the issue of developing, capturing, mainataining and making available habitat and species data systemwide. Addressing this need would meet several of the Reasonable and Prucent Actions (RPAs): RPA 152 – supports a coordinated effort to evaluate and assess offsite habitat enhancement by using and building on existing data management structures, so all agencies are able to share habitat data, databases, data management and quality assurance information. RPA 154 – supports the development and updating of subbasin assessments and plans by supplying consistent technical and scientific information to subbasin planners. RPA 180 – would develop and implement a basinwide hierarchical spatial, text, and tabular data designs and decision support tools to support monitoring programs and allow ground-truthing of regional databases. RPA 181 – would develop a spatial delivery system once the habitat maps of the entire Columbia River Basin has been developed to allow all organizations access to these spatial data sets. RPA 198 – continues to expand and develop a common data management system for fish and wildlife and their habitats.

Section 2e: Description (Objectives)
Objectives of this proposed project
Objective
(abbreviation)
Full Description
Operating and maintaining IBIS IBIS is an extensive collection of peer-reviewed regional information on wildlife species, habitats, and their relationships. These datasets are integral to subbasin planning efforts in that they provide species range maps, wildlife-habitat relationship maps and data. IBIS additionally serves as a source of core wildlife data that sets the foundation for a regional wildlife data repository, recommended as a role for NHI by Data Management Workshop feedback. Further, NHI is recognized as a “Core Program” by BPA, and IBIS is one of NHI’s Core Program functions. It also addresses several issues in the NED Scope of Work (FY2007): obtaining at-risk data, bridging data gaps (also highlighted in CBFWA’s State of the Resources report), and data standards. Improving accessibility, expanding data, and maintaining IBIS are the main tasks for this objective.
Disseminate Raw/Summary Data One of the key objectives of IBIS (www.nwhi.org/index/ibis) is to disseminate and post data as well as maintain access to it. IBIS currently has about 5,000 files it serves for subbasin planning and a number of other key GIS data for the region.

Section 3: Is This Funding Request Related to Other Projects in the Basin?

Other projects that are related to this request
Project # Project Title/Description Nature of Relationship

Section 4: Estimated Budget for Planning & Design phase for this request (request amount only)

Work element-based estimated budget
Planning & Design
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Planning & Design
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Planning & Design

Section 5: Estimated Budget for Contruction/Implementation phase for this request (request amount only)

Work element-based estimated budget
Contruction/Implementation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Contruction/Implementation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Contruction/Implementation

Section 6: Estimated Budget for Operations & Maintenance phase for this request (request amount only)

Work element-based estimated budget
Operations & Maintenance
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?
Disseminate Raw/Summary Data Disseminate Raw & Summary Data Manage and Maintain Databases and Data sets To buy replacement hardware for equipment that is 5 years and older. Also to cover cost for re-installation, upgrading software and re-establishing network and systems in an orderly manner. [Not Entered] 2009 $64,294 No

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Operations & Maintenance
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Operations & Maintenance
FY 2009 FY 2010 FY 2011 FY 2012
$64,294 $ 0 $ 0 $ 0

Section 7: Estimated Budget for Monitoring & Evaluation phase for this request (request amount only)

Work element-based estimated budget
Monitoring & Evaluation
Objective Work Element Work Element Title Work Element Description Description of Metrics Task Duration
in FYs
Estimated Budget Subcontractor?

Outyear work element-based estimated 2009 - 2012 budget for this proposal
Monitoring & Evaluation
Work Element Work Element Outyear Description Starting FY
numbers only
Ending FY
numbers only
Estimated cost

Outyear totals
Monitoring & Evaluation

Section 8: Total Budget Modification Request

Itemized Estimated Budget
Item Note FY 2008 Cost
Personnel [blank] $19,232
Fringe Benefits [blank] $5,193
Overhead [blank] $4,397
Supplies [blank] $35,472

Total Estimated Budget Modification
Total FY 2008 budget modification $64,294
Total FY 2008 budget for this project, including modification request $222,125

Outyear Budget Totals
  2009 2010 2011 2012
Operations & Maintenance $ 64,294 $ 0 $ 0 $ 0
Total Outyear Budgets $ 64,294 $ 0 $ 0 $ 0

Cost sharing associated with this modification
Organization Item or Service Provided Amount ($) Cash or in-kind?
Northwest Habitat Institute software $120,000 In-Kind

Section 9: Narrative, Maps and Project Documents
Document Type Size Date

Part 2 of 3. Current Status of Modification Request
Meeting Date Status Record Entry Date Decision Group Adjustment Category Urgency Status Budget Impact Reconsider Date
1/7/2009  12/23/2008  NA      Submitted  $64,294   
Decision Comments Next Steps
   
1/7/2009  1/7/2009  BOG  Budget  CAT-3b2: Loss of Monitoring and Evaluation Data  Under BOG Review  $64,294  5/21/2009 
Decision Comments Next Steps
This request is for replacement of failed and old equipment and for personnel to install it. This project is part of the Wildlife categorical review.  This request will be pooled for 2nd Quarter and a May decision. 
1/7/2009  4/22/2009  BPA  Budget    BPA Approved  $64,294   
Decision Comments Next Steps
BPA approves and council concurrence to the request of $64,294 to the FY09 project budget. Due to additional failed equipment, this request was expedited to the April Council meeting for a recommendation.   

Part 3 of 3. Comments on this Modification Request
There are no comments on this proposed modification.