Revised_SOW_0001.docx

Indian Affairs Water System Assessment Contract Statement of Work (SOW)

Background:

Indian Affairs (IA) has 38 Public Water Systems (PWS) owned and operated by Bureau of Indian Affairs (BIA) or by Bureau of Indian Education (BIE) (see Attachment A – List of Water Systems). The age and condition of the water source, transmission infrastructure, storage, treatment, wastewater, fire suppression, and system operator experience all play a role in the water system’s compliance with the US Environmental Protection Agency (USEPA) Safe Drinking Water Act (SDWA) and other federal, state, and tribal regulations. Comprehensive water system assessments are critical in helping IA maintain water systems and correct non-compliance issues for the system and its associated IA-owned facility. These assessments will help IA central office identify capital expenditure needs, prevent system failures, and identify health and safety risks. These assessments will review current sampling and compliance data for the system and conduct targeted sampling for contaminants such as lead, copper, and Per- and Polyfluoroalkyl Substances (PFAS) to ensure compliance with new regulatory guidance. Note that while the tasks are similar, this is a separate contract from the earlier solicitation 140A1622Q0048.

In addition, all IA-owned facilities at 320 approximately 268 other IA sites (see Attachment B – List of IA Facilities NOT on an IA-Owned Water System) are at risk of exposure to lead and copper sources in water from service lines, drinking fountains, faucets and other fixtures. Even if IA does not own the water system, our employees and stakeholders may have health risks from these contaminants as well as others if the system is not in compliance. Sampling and investigation are vital to protect IA employees and stakeholders from the long-term health effects of exposure to lead and other contaminants. These facilities include IA offices, housing, schools, detention centers, and more.

Objectives:

There are two objectives associated with the two background sections described above.

Section 1. Comprehensive Assessments of IA-Owned Water Systems:

· Complete a comprehensive assessment of 38 BIA-owned/controlled water systems and their associated/adjacent facilities (see Attachment A).

· Ensure assessments are in line with guidance provided by the references noted in the Standards and Specifications section below.

· Complete an executive summary (see Attachment CB) addressing the critical areas in Table 1 for each system highlighting the deficiencies, priorities, and cost estimates for corrective maintenance or capital projects.

· Complete the critical area templates for WQ01 – WQ07 (see Attachment DC) for each water system. Some fields in the templates may be not applicable (N/A) for certain systems, but all fields must be completed to the extent possible. The successful contractor is expected to include any information relevant for water system assessments as outlined in the standards and specifications below. Include corrective actions and cost estimates for all deficiencies and areas for required capital improvements or corrective maintenance.

· For sites that have not already done so, develop and execute a sampling plan for each site. The plan will include, at a minimum, lead and copper sampling to identify Lead Service Lines (LSL) or other sources of lead, in accordance with the guidelines in the standards and specifications section. Lead sampling strategies shall include all IA-owned housing and IA-owned facilities, despite the focus on schools in the standards and specifications section. Construction information gathered from the PWS may include an inventory of LSLs and Lead Service Connections. If the water system does not have an LSL inventory or construction material information, sampling is or other investigate methods are required to help generate an LSL inventory, at least to the best of our knowledge without pursuing invasive methods such as excavation. Contractor should estimate 20 consumption points per site to be sampled for both lead and copper, in accordance with references in the standards and specifications section. This number will vary site-to-site and may need to be adjusted after Task 1, information gathering, is completed. Additional parameters may be included in the sampling plan if there are gaps in the system’s current monitoring program.

· Assess whether each site has conducted sampling for PFAS. If none has been conducted, initiate and execute a sampling plan for each site to perform an analysis for PFAS in accordance with the references listed in the Standards and Specifications section. This should include three sample locations per water system (source water, entry point, and distribution system). Additional DOI sampling guidance will be provided when it becomes available.

· Provide all facility and system information needed to develop work orders for the IA computerized asset and maintenance management (MAXIMO) system to initiate corrective actions and inform prioritization of future projects.

Table 1 – Critical areas for the BIA Water System Assessment Objectives Critical Areas

WQ01 – Drinking Water Source

WQ02 – Transmission/Distribution

WQ03 – Drinking Water Storage

WQ04 – Treatment System

WQ05 – Operations

WQ06 – Wastewater System

WQ07 – Water Fire Suppression and Emergency Response

The information gathered will be submitted via the following deliverables:

· An executive summary (a template is provided at beginning of Attachment CB) for each site. The executive summary must provide an easy-to-read list of past deficiencies, current issues, and a layman’s summary for facility administration with system operating requirements and points of contact for reference.

· Completion of the BIA critical area templates (WQ01 – 07) provided in Attachment DC for each site. This includes providing a rough order of magnitude (ROM) for the deficiencies identified, gathering maps, diagrams, and schematics of each water system, building information, and photos with a description using the photo log template (Attachment ED) for each critical area.

· Completion of a Lead Service Line inventory following the EPA Guidance for Developing a Service Line Inventory (see Standards and Specifications section).

· Collection of information required for entering work orders into the Maximo computerized maintenance/asset management system, listed as an optional Task 4.

· Inclusion of sampling results in an easy-to-read summary prepared by contractor, as well as the actual laboratory results.

Section 2. Water Sampling and Investigation in IA-Owned Facilities:

· For IA facilities served by a water system owned by another party (tribe, municipality, etc.), review the system’s compliance status with the SDWA and EPA standards. See Attachment B for a list of these approximately 268 IA-owned facilities.

· Review the latest consumer confidence report and sampling records/reports for the last five years for the water system.

· Develop and execute a sampling plan for each site. The plan will include, at a minimum, lead and copper sampling to identify sources of lead in drinking water components. lead service lines (LSL) or other sources of lead, in accordance with the guidelines in the standards and specifications section. Lead sampling and investigation strategies shall include all IA-owned housing and IA-owned facilities, despite the focus on schools in the standards and specifications section. Construction information gathered from the PWS may include an inventory of LSLs and Lead-containing Service Connectionscomponents. If the water system does not have adequatean LSL inventory or construction material information for the site, sampling is requiredor other investigative methods should be used to help generate an list of Lead-containing componentsSL inventory, at least to the best of our knowledge without pursuing invasive methods such as excavation. This is only needed for the drinking water components within the IA facility footprint. Contractor should estimate 20 consumption points per site to be sampled for both lead and copper, in accordance with references in the standards and specifications section. This number will vary site to site and may need to be adjusted after Task 1, information gathering, is completed. Additional sampling parameters may be included based on findings from records review.

· Complete an executive summary (see attachment CB) for each site highlighting sources of lead, other deficiencies identified, and cost estimates for corrective maintenance or capital projects (e.g., removal of service lines).

· Provide a summary of the sampling results, as well as the actual laboratory results.

· For any IA-owned water system components, complete the critical area templates for WQ01 – WQ07 (see Attachment DC) for each water system. Some fields in the templates may be not applicable (N/A) for certain systems. This does not include components purely for transmission, such as piping. For example, an IA facility may be on a municipal or tribally owned drinking water system but may have an IA-owned septic tank. The successful contractor is expected to include any information relevant for water system assessments as outlined in the standards and specifications below. Include corrective actions and cost estimates for all deficiencies and areas for required capital improvements or corrective maintenance.

The information gathered will be submitted via the following deliverables:

· An executive summary (a template is provided in Attachment CB) for each site. The executive summary must provide an easy-to-read summary of the records review, sampling results, and facility deficiencies/issues with a priority designation. The summary shall identify any sources of lead or copper identified in the facility, along with a rough order magnitude cost estimate for component replacement.

· Completion of the BIA critical area templates (WQ01 – 07) provided in Attachment DC for any IA-water system components (excluding piping used solely for transmission). This includes providing a rough order of magnitude (ROM) for the deficiencies identified, gathering maps, diagrams, or schematics of each water system component, building information, and photos with a description using the photo log template (Attachment ED) for each critical area.

· A list of suspected/confirmed sources of lead in drinking water components. Contractor is free to propose a format, does not need to be as detailed as required by EPA for Public Water System service line inventories.

· Collection of information required for entering work orders into the Maximo computerized maintenance/asset management system, listed as an optional Task 4.

· Inclusion of sampling results in an easy-to-read summary prepared by contractor, as well as the actual laboratory results.

Tasks:

Section 1. Comprehensive Assessments of BIA-Owned Water Systems:

Task 1 – Information Collection:

Task 1.1 Review relevant data, records (e.g., sampling results), reports (e.g., aquifer or water source capacity studies), backflow and cross-connection prevention program, and sanitary surveys obtained through knowledgeable BIE, BIA and site personnel. Identify data gaps with substantive impact on results of this assessment. If needed, contractor will be responsible for their personnel following the IA process to gain access to EMS and Maximo systems, including background checks and training. IA will initiate this process at the beginning of the contract.

Task 1.2 Review and provide a copy for records of publicly accessible drinking water compliance or public information databases from the Environmental Protection Agency (USEPA) and/or state regulatory agencies to identify any current or historical violations and/or exceedances. Examples include USEPA Enforcement and Compliance History Online (ECHO) and USEPA Safe Drinking Water Information System (SDWIS) public information sites. Identify contaminants or program gaps which should be addressed in the Task 2 assessment. Provide copy of any corrective action plan(s) and certificate of completion/approval received from USEPA/State authority.

Task 1.3 Develop a plan for the on-site assessment and sampling based on information gathered in Tasks 1.1 and 1.2. To the extent possible, sampling plans should include specific sampling locations, number of samples, and contaminants of concern. Comprehensive sampling to satisfy EPA’s National Primary Drinking Water Regulations (NPDWR) and National Secondary Drinking Water Regulations (NSDWR) is not required for the sites. Rather, the contractor shall identify contaminants of concern not currently captured in routine monitoring required by the system conditions. This may include testing violations or contaminants not required but recommended based on geology or nearby pollution sources. Review any records of lead sampling, such as under the EPA’s 3T sampling program for schools, to identify sources of lead. If records for lead samples collected are insufficient to locate potential sources of lead (most likely), samples for lead and copper must be collected to be able to complete an inventory of LSLs or water system components. The sampling and assessment plans shall be reviewed/approved by the Contracting Officer’s Representatives (COR) before implementation.

Task 2 –Site Assessments:

Task 2.1 Collect information from the critical areas listed in Table 1 for the IA-owned water system and associated facilities. During the site assessment, the PWS and facility assessment will address water quality, quantity, and security which may benefit from infrastructure improvements. The capabilities of the facilities staff responsible for maintenance and operation of the drinking water system will also be assessed. Not all water system components are visible and the contractor is not expected to excavate or engage in destructive investigation (e.g., behind in-tact walls). However, contractor will evaluate, note and mark (if possible) visible components and any related conditions that may indicate an issue (e.g., indicator lights, lack of pressure, leakage, etc.). Attachment DC provides templates with the minimum checks to be made at each site.

For any deficiencies identified by Task 1, document a root cause along with a recommended corrective action. Establishing and documenting the cause of the deficiency is essential in making changes necessary to maintain each inspected element, once corrected. There may be more than one cause for a deficiency and many deficiencies may be simply caused by “normal and routine wear and tear” or “under-sizing/inappropriate design”. However, some root causes may require more discussion with the staff to identify the cause for the deficiency. For example, “lack of knowledge” of a particular maintenance or compliance item may have several causes such as “lack of a training program”, “failure to complete a training program”, “insufficient staffing”, “inability to hire qualified staffing at location” or others. It is important to document “why” an item is deficient so that systems can make decisions on “what” next steps need to be done to prevent future re-occurrence.

Task 2.2 In the Attachment CD templates, each critical area contains critical elements. Each critical element must include input that includes a description or specification, a condition assessment (if applicable), Maximo Category/Rank, corrective action, and Rough Order of Magnitude (ROM) estimate. These templates represent a minimum of the information that must be gathered, but the contractor is free to adjust formatting or add content to improve the product as they see fit, pending approval from the COR.

Task 2.2.1 The Description/Specifications column should include the defined information listed in each row and provide sufficient identifiable information to ensure that any person may locate and identify the specified item. Additional maps, plans, diagrams, etc. shall be attached to the specified critical area and labeled by the corresponding critical area and critical element name, for example: when providing an as-built drawing for a vertical well, mark the as-built as; WQ01 c) iv. Photographs that enhance the description shall be attached to each critical area and properly labeled and listed in order as identified in the Photo Log template (Attachment ED). Any photos taken of data plates or other critical identifiable information must be legible within the photograph. Photos may be notated to clarify issues/parts within the image; in addition, a non-modified photo must be included with the modified image.

Task 2.2.2 The Condition Assessment shall provide an evaluation of the corresponding critical element and sub-elements. The information provided in the condition assessment will include, as applicable: the remaining useful life, any deficiencies, root cause (if possible), maintenance needs, adequate use, potential security concerns, and any other issues. Any noted and marked components must also be listed in the condition assessment portion of the template.

Task 2.2.3 The Category and Rank column shall be used as applicable to identify the urgency based on the Condition Assessment. Guidance on category and rank combinations used in the Maximo system is provided in Attachment EF.

Task 2.2.4 The Corrective Action will be based on the condition assessment. The corrective action must provide a detailed recommendation that ensures any person reviewing the corrective action will understand and correct the identified deficiency.

Task 2.2.5 The ROM is an initial cost estimate to address the corrective actions, labor, materials, down time (duration), and resources.

Task 2.3 Identify any water system components that were not accessible or need further investigation. For example, if a leak cannot be located, indicate the building and room number and suspected source (drinking water supply line, HVAC condensate line, etc.) to the extent possible. Include cost estimates where applicable. Use the critical element entitled, Additional Helpful Information to identify these components. The Additional Helpful Information is the last element in each of the forms located in Attachment DC.

Task 2.4 Conduct sampling per the approved and completed sampling plan identified in Task 1.3. NOTE: it is the responsibility of the contractor to coordinate with the site to ensure system dormancy periods for lead/copper sample collections are maintained per EPA protocols. Prepare additional sampling materials in case additional consumption locations are identified on site. Sample analysis is the responsibility of the contractor and must be performed by a laboratory certified by the state or USEPA. All sampling will be conducted and analyzed using USEPA recommended sampling and analytical methods and protocols.

Task 2.5 Verify information provided for water system components listed in the Maximo computerized maintenance/asset management system. CORs can provide the current component information, if needed. For any equipment not listed or listed incorrectly (e.g., pump house labeled incorrectly as storage unit), document make/model numbers, serial numbers, location (i.e., building and room number), condition, and other fields as necessary to correct the discrepancy in Maximo.

Task 3 – Reporting:

Task 3.1 Combine the data from the Task 1 and Task 2 to develop a complete profile for the site. This should include an outlook of the site’s capability and the status of the infrastructure to determine future potential needs and the potential for alternative water sources. Use professional judgment to outline expected service life of the infrastructure, as well as any longevity concerns for the water supply itself. Note the sources of lead identified in the profile along with a rough order of magnitude for cost of elimination/replacement. Multiple buildings within a site can be covered on one profile/report. Attachment CB provides an executive summary template and Attachment CD provides report profile template. The information from these shall be included at a minimum, but the contractor is free to make formatting changes or additions as desired to improve the product. COR can provide guidance as needed.

Task 3.2 Provide an Executive Summary for each water system that includes the observations and recommended actions. The Executive Summary shall refer to the completed critical area templates, photos, photo log template, maps, as-built, etc. as appropriate. As part of the Executive Summary, assign an overall priority score, such as high, medium, and low, for the entire system. Priority should be based on likelihood of failure and health/safety risks to employees/occupants. Individual category and rank scores can help inform the total priority.

Task 3.3 If PFAS sampling was performed for the system, draft a brief (~1 page) letter to document whether the system is compliant with local and federal health standards. This is not included as an attachment template, as DOI is in the process of finalizing its guidance. If guidance is not ready by the time the first assessment is completed, the contractor is free to develop their own template letter.

Task 3.4 If lead sampling was performed for the site, draftDraft a lead service line (LSL) inventory for the site that lists known sources of lead along with locations and sampling results. This is not included as an attachment template, as US EPA is in the process of developing arecently published guidance and a template LSL inventory, to be used by the contractor (included in the standards and specifications section). The contractor may use whatever non-destructive methods they deem appropriate to complete the LSL inventory (e.g., records review, ground penetrating radar, sampling, etc.) If the EPA template is not ready by the time the first assessment is completed, the contractor is free to develop their own template.

Task 3.5 Collect all information required for entering work orders for the corrective actions identified. This task is required even if the optional task #4 is not pursued, for actual entry of work orders into the Maximo asset management system. The required pieces of information are listed in Task 4. A template spreadsheet will be available upon award of the contract.

Task 3.6 Identify any additional data gathering needs for the site if questions remain after the Phase 2 assessment. For example, if long-term water supply is a concern, identify the detailed hydrological analysis or aquifer capacity study needed to provide the site with feasible alternatives. These complex studies will not be applicable for every site and are therefore not included. The Contracting Officer will determine if the additional data gathering needs identified can be part of this contract.

Task 3.7 Provide a final summary report after completing all comprehensive assessments for IA-owned water systems. This summary report will identify common issues/findings noted for the systems, with recommendations for leadership on strategies to improve system management and oversight IA-wide.

Section 2. Water Sampling and Investigation in IA-Owned Facilities:

Task 4 – Information Collection:

Task 4.1 Review and provide a copy for records of publicly accessible drinking water compliance or public information databases from the Environmental Protection Agency (USEPA) and/or state regulatory agencies to identify any current or historical violations/exceedances. Examples include USEPA Enforcement and Compliance History Online (ECHO) and USEPA Safe Drinking Water Information System (SDWIS) public information sites. Identify contaminants or program gaps which should be addressed in the Task 4.4 sampling plan. Provide a copy of any corrective action plan(s) and certificate of completion/approval received from USEPA/State authority.

Task 4.2 Review the system’s consumer confidence reports (CCR) for the last three years (or the most recent three CCRs) and the most recent sanitary survey conducted by the regulatory agency. Identify contaminants or program gaps which should be address in the Task 4.4 sampling plan. If the contractor identifies an upward trend in any contaminant during the review of three most recent CCRs, and this contaminant exceeds 75% of the Maximum Contaminant Level, the contractor will flag this system. In the final summary report after all visits have been completed, these shall be listed in a table titled something to the effect of a “Watch List”.

Task 4.3 Coordinate with the site facilities manager and BIA/BIE to obtain site drawings and historical records, if available. Identify all water consumption points for sampling. Identify all known/documented sources of lead in water system components, such as service lines, fixtures, faucets, etc. Even if the service lines are owned by another entity, if BIA/BIE has documentation that they contain lead, that should be noted in this assessment work.

Task 4.4 Prepare a sampling plan with locations and number of samples for each site. At a minimum, lead and copper will be done at each site, unless the site has recently conducted this sampling on its own. Sampling plans should be in accordance with EPA guidance in the Standards and Specifications section. The sampling plans for the first three sites shall be reviewed and approved by the COR before implementation.

Task 5 – Site Visit and Sample Collection:

Task 5.1 Conduct sampling per the sampling plan completed in Task 4.4. NOTE: it is the responsibility of the contractor to coordinate with the site to ensure system dormancy periods for lead sample collections are maintained per EPA protocols. Prepare additional sampling materials in case additional consumption locations are identified on site. Sample analysis is the responsibility of the contractor and must be performed by a laboratory certified by the state or EPA. All sampling will be conducted and analyzed using EPA recommended sampling and analytical methods and protocols.

Task 5.2 Identify and assess any water storage or treatment components that may be considered part of a consecutive water system (e.g., additional treatment or storage on-site). IA will give the contractor a list of all water-related equipment to be included in this assessment (does not include pipes or other components used only for transmission). While on site, the contractor will verify this equipment and document any water-related equipment missing from this list. The critical area templates in Attachment DC can be used if the site has IA-owned water system equipment to be assessed.

Task 5.3 Identify and assess any wastewater systems/components owned by the IA facility (e.g., septic tank, leach field, etc.). IA will give the contractor a list of all wastewater-related equipment to be included in this assessment (does not include pipes or other components used only for transmission). While on site, the contractor will verify this equipment and document any water-related equipment missing from this list. The critical area templates in Attachment DC can be used if the site has IA-owned wastewater system equipment to be assessed.

Task 5.4 Take note of any observations relevant to the drinking water and waste-water systems. For example, note if the water pressure seems low, the water is discolored, or the facility reports a sewage backup. A full sanitary survey is not expected at IA facilities that do not own their water system. However, any issues identified should be communicated to IA so IA can coordinate with the appropriate entity.

Take 6 – Reporting:

Task 6.1. Combine the data from Task 4 and Task 5 to develop a complete profile for the site. The profile should include, at a minimum, sample locations, sample results, identified/suspected sources of lead, recommendations for removal/remediation, and cost estimates. For these IA-owned facilities NOT on an IA-owned water system, the “identified/suspected sources of lead” do not need to be in a full LSL inventory, as specified in the EPA Guidance for Developing a Service Line Inventory for Public Water Systems. The contractor is free to propose a usable format for this list of lead “components”. As stated, corrective actions with cost estimates should be included for all lead-containing components.

Attachment CB provides an executive summary template, which can serve as the primary report for most IA facilities without any IA-owned water system equipment. Attachment DC templates should be used for IA-owned water or wastewater system equipment assessed while on site. The information from these shall be included at a minimum, but the contractor is free to make formatting changes or additions as desired to improve the product. Some of the fields may not be known/relevant for facilities that do not have an IA-owned water system. COR can provide guidance as needed.

Task 6.2. Provide a draft report for each facility or group of facilities. For example, if a site has several buildings served by a single water system, one report will be sufficient for the entire group. The contractor will accept comments from the COR and adjust as needed. After comments (if any) from COR, provide a final report summarizing findings with recommended corrective actions and root causes along with all data collected during the assessment.

Task 6.3. Provide a final summary report after completing all water sampling and investigation assessments at IA-facilities. This summary report will identify common issues/findings noted for the facilities, with recommendations for Leadership on strategies to improve management IA-wide.

Optional Task:

Task 7 – Maximo Data Entry

Task 7.1. Enter recommended corrective actions into the Maximo Asset Management System or work with the designated Maximo representative to enter the data after the COR has approved the report findings. Corrective actions shall include estimated costs for infrastructure repairs/replacements, location, building number, and other fields required. The required information is listed below. A template spreadsheet will be available upon award of the contract. We anticipate 5-10 work order entries needed per site with an IA-owned water system, requiring approximately 40 workhours per site (including gathering cost estimates and site information, as needed). This totals approximately 1,3601,520 workhours for work order entry covering all 384 sites. We estimate an additional 2 hours per site for the IA-owned facilities that do not have their own water system but may require replacement of a component. 2 hours * 268 sites = 536 hours.

1,520 hours plus 536 hours = approximately 2,056 hours (~52 weeks).

List of required information:

· Site location and number

· Work order short description (should begin with water assessment)

· Long description with details from report

· Maximo Location ID / building number

· Work type (deferred maintenance)

· Attach the report

· Category (new construction, safety, environmental, emergency, etc.)

· Rank (1, 2 or 3)

· Rough order of magnitude (ROM) cost estimate

· Estimate of planned labor hours

· Estimate of planned materials

Milestones:

Minimum Requirements Schedule*

Completion Date

-or- If the Optional Task 4 is awarded further into or at the end of the contract, complete all site work orders after completion of all site reports.

30 days after final report for the site -or- 365 days after all final site reports

*Prospective offerors are directed to propose reasonable milestones for the completion of these assessments. Failure to meet proposed scheduling post-award may result in the Government requesting consideration OR assessing liquidated damages.

Delivery:

Contractor must deliver by dates/timelines established in the Final Project Schedule. Any changes to this schedule must be approved in advance by IA, in writing, prior to change occurring. Written justification for any schedule changes must be submitted to IA by the Contractor immediately upon discovery of need for change. Technical review meetings will be conducted regularly with the contractor and COR – weekly at first and can be adjusted to less frequently as recommended by the COR.

Format for each deliverable shall, at a minimum, be in line with the template in Attachments CB –ED provided. Contractor may suggest improvements to these formats based on industry standards, best management practices, and experience conducting this type of work. Format for each deliverable submitted electronically must be compatible with IA government systems and software. Secure email to COR is the preferred method of delivery for electronic submittals. If electronic submittals exceed mailbox capacities of either the Contractor or IA, files will be submitted via thumb drive or flash drive (sent via FedEx overnight shipping) or through some other secure means coordinated by the Contractor, e.g. access to Contractor-hosted SharePoint site. The lowest cost alternative for electronic delivery should be pursued.

Contractor must obtain written confirmation of receipt of each deliverable via email from COR.

Minimum Deliverable Schedule

Government review

Government to review and provide comments within 1 week of receipt

Government review

Review and provide comments within 1 week of receipt

Standards and Specifications:

The comprehensive water system assessments (i.e., sanitary surveys) shall be in line with EPA’s guidance references, as documented in:

· The Sanitary Survey Field Reference: for Use When Conducting a Sanitary Survey of a Small Water System: https://www.epa.gov/sites/default/files/2019-08/documents/sanitary_survey_field_guide_508_08.27.19.pdf

· How to Conduct a Sanitary Survey of Drinking Water Systems: https://www.epa.gov/sites/default/files/2019-08/documents/sanitary_survey_learners_guide_508_8.27.19.pdf

· Taking Stock of Your Water System: A Simple Asset Inventory for Very Small Drinking Water Systems: https://www.epa.gov/sites/default/files/2015-04/documents/epa816k03002.pdf

The Lead Service Line Inventory shall be in line with:

· EPA Guidance and Template for Developing a Service Line Inventory: https://www.epa.gov/system/files/documents/2022-08/Inventory%20Guidance_Final%20080322_1.pdf

The lead/copper sampling plans and results shall be in line with either:

· EPA’s Guidance Manual 3Ts for Reducing Lead in Drinking Water in Schools and Childcare Facilities: https://www.epa.gov/sites/default/files/2018-09/documents/final_revised_3ts_manual_508.pdf

· EPA’s Lead and Copper Rule Revisions

· Contractor may present their sampling plan in line with one of these for review and approval by the COR.

Sampling Plans for other contaminants and Interpretation of Results shall be in line with the following regulatory references:

· Safe Drinking Water Act, 40 CFR Part 141

· EPA Fifth Unregulated Contaminant Monitoring Rule: https://www.epa.gov/dwucmr/fifth-unregulated-contaminant-monitoring-rule

· PFAS Sampling methods should be in line with Section 11.1.7.1 “Drinking Water” of this ITRC Guidance: https://pfas-1.itrcweb.org/11-sampling-and-analytical-methods/#11_1

· DOI PFAS Memo dated January 28, 2022, which requires “DOI locations that supply on-site drinking water (i.e., not municipal water) and are regulated under the Safe Drinking Water Act (from sources such as wells, springs, surface water) to perform an initial analysis for PFAS by the end of calendar year 2022”

In addition, the contractor may use as an outline, the specifications for fire suppression as listed in the National Fire Protection Association (NFPA) documents NFPA 15 and NFPA 25.

Quality Assurance and Quality Control:

Contractor is responsible for overall quality control and shall utilize its own internal quality control processes in the performance of this contract. Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the standards outlined in this SOW. Government will periodically evaluate Contractor’s performance to ensure services are received. Inspection and acceptance of all Contractor performed tasks is the responsibility of the COR, in consultation with Designated Technical Point(s) of contact (TPOC). In the case of a dispute between the COR and Contractor, the CO shall be the final authority.

Security, Site Restrictions and Liability:

To access school property or other BIE operated facilities, the Contractor shall ensure that their staff has successfully passed a background check in accordance with the Indian Child Protection Family Violence Prevention Act and the Homeland Security Act. Otherwise, Contractor must always be accompanied by a local escort maintaining a line of sight at all times when on site during the performance of work under this SOW. If no escort is provided, the Contractor shall contact the COR immediately for direction. The Contractor is liable for any damage they incur to Government or Tribal property in the performance of this contract and shall indemnify and hold the Government harmless for any and all losses, damages, or liability on account of personal injury, death, or property damage of any nature arising out of the activities of the Contractor, their employees, subcontractors, or agents under this contract.

If prior approval is required to enter sites due to COVID-19 closure or other access requirements implemented by the site administration, Contractor must coordinate with BIE/BIA to obtain a letter stating Contractor’s staff may enter the sites to conduct work required under this contract. The tribes reserve the right to refuse entry to the contractor at any time. The contractor shall immediately inform the COR in writing when site access is refused.

Travel:

Contractor will be required to visit the sites. Travel locations are often remote and may require special arrangements. The contractor should contact the on-site POC to enquire if special transport may be necessary. Unless specified otherwise, Contractor shall utilize virtual meeting applications where feasible to reduce travel requirements for the completion of this contract. All virtual meetings must be conducted using a virtual platform accessible to all participants. Contractor is responsible for all travel-related expenses.

Work Schedule:

Contractor shall coordinate all work with the COR and local points of contact. All meetings with IA and with site personnel are to be coordinated in advance and take place during normal business hours. Normal business hours are defined as the hours of operation for each organization. Contractor is not required to perform services on federally recognized holidays. Contractor must develop and maintain a Project Schedule which shall be provided as required by the Deliverable Schedule. When contacting Tribally Controlled school sites, a courtesy request will be sent to their respective Education Program Administrator (list of sites and POCs will be provided by IA).

Place of Performance:

Contractor will be required to visit the sites provided in Attachment A and in Attachment B. Most meetings with IA representatives should occur via virtual meeting applications to minimize travel requirements. All virtual meetings must be conducted using a virtual platform accessible to all participants. Contractor shall furnish adequate supervision of all on-site work to ensure that work is performed in a satisfactory manner in accordance with this SOW and the QCP.

Contractor Furnished Equipment and Services:

Contractor shall provide all management, tools, supplies, equipment, and labor necessary for the performance of the work under this SOW. All equipment shall comply with applicable OSHA guidelines and shall be in proper operating condition. Contractor shall operate the equipment in accordance with the original manufacturer’s recommendation and in compliance with all applicable laws and regulations.

Government Furnished Property and Services:

The Government will not provide any equipment, fuel, personnel, utilities, or facilities to Contractor for the execution of this contract. Access to needed information systems, such as Maximo or EMS, with associated clearances will be provided by IA, to include laptops and credentials.

Safety:

While performing on-site work under this SOW, Contractor shall:

· Comply with all applicable Federal, State, Tribal and local safety regulations.

· Contractor and subcontractors shall submit Contractor’s Health and Safety Plan for review and approval by IA.

· Provide protection to Government property to prevent damage during any period of time such property is under the control of in possession of Contractor.

· Include a clause in all subcontracts to require subcontractors to comply with the safety provisions of this contract.

Environmental Controls:

Contractor shall be knowledgeable of and comply with all applicable Interstate, Federal, State, and local laws, regulations, and requirements regarding environmental protection. In the event environmental laws/regulations change during the term of this contract, Contractor is required to comply as such laws come into effect.

Notification of Environmental Spills. If Contractor spills or releases any substance contained in 40 CFR 302 into the environment, Contractor or its agent shall immediately report the incident to local emergency services and COR. The liability for the spill or release of such substances rests solely with Contractor and its agent. In accordance with Council on Environmental Quality Memorandum for Agency Chief Sustainability Officers dated April 7, 2021, and consistent with Sections 211 and 219 of Executive Order 14008, Tackling the Climate Crisis at Home and Abroad, Contractor is required to provide the Government with any information needed to comply with Section 313 of Emergency Planning and Community Right-to-Know Act (EPCRA), as applicable.

Use and Non-Disclosure:

The nature of some information and data encountered or generated by the Contractor in the performance of this SOW may be considered sensitive in nature. Contractor will not disclose data or information generated under the performance of this SOW to any parties outside of the POCs identified in this SOW or in post-award notifications without the written consent of the COR, nor will the Contractor use data or information generated under the performance of the SOW to support performance on another contract outside of the contracting agency, IA, without the written consent of the COR.

Points of Contact:

Each of the following Government personnel will be identified by name, title, and contact information at the time of contract award, unless otherwise specified:

· The Contracting Officer (CO) is the individual executing this contract on behalf of the Government and is responsible for the overall administration of the contract.

The CO is the only personnel authorized to make any changes in the prices, terms, or other conditions of the contract.

· The Contract Specialist (CS) represents the CO in day-to-day communications with both Contractor and COR. They are not warranted to make any changes to the contract without CO approval.

· The Contracting Officer Representative (COR) is responsible for giving the Contractor any special technical instructions or guidance necessary to ensure contract execution. The COR has no authority to alter the terms of conditions of the contract. The COR will be appointed after contract award.

· The Designated Technical Point(s) of Contact (TPOC) is responsible for giving the COR any special technical information necessary to ensure contract execution. The TPOC has no authority to alter the terms of conditions of the contract. The TPOC will be appointed after award.

· The site Facility Managers are responsible for coordinating access to the site for any visits deemed necessary by the Contractor to accomplish the work in this SOW. Site personnel have no authority to alter the terms of conditions of the contract and will be identified after contract award.

Contractor Personnel:

Contractor shall have a representative authorized to act on behalf of Contractor, available to the CO, CS or COR to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently speak and understand English and shall provide a phone number and email address to the CO, CS, and COR within 10 calendar days of award where the representative can be contacted 24/7/365.