PWS-DOI_Dam_Operator_Training_1.pdf

PERFORMANCE WORK STATEMENT (PWS)

DOI Dam Operator Training

Bureau of Reclamation, Dam Safety Office Denver, CO

1 INTRODUCTION

DOI seeks to hire a contractor with experience developing trainings, that is familiar with dams and dam safety guidance, to develop content for a Dam Operator Training Course (Task 2.1).

The contractor shall provide a dry run of the training to the DOI Working Group on Dam Safety and Security prior to delivering the course (Task 2.1.11). The contractor shall deliver the course in-person a minimum of two times per year in the first year, Fiscal Year 2025 (FY2025, March 2025-March 2026), and a minimum of three times per year in subsequent years FY2026 - FY2030, at various locations during the 5-year contract period of performance (Tasks 2.2.2, and 2.4.2). Up to three additional in-person courses will be delivered each year when DOI seeks to exercise option years 2.2.3, and 2.4.3. The exact dates and locations will be selected in coordination with DOI Personnel (Tasks 2.2.1, and 2.4.1). The contractor shall coordinate training logistics (Tasks 2.2.4, and 2.4.4).

1.2 Background

The Department of the Interior (DOI) has jurisdiction over more than 1700 dams. Five bureaus within DOI (Bureau of Indian Affairs (BIA), Bureau of Land Management (BLM), Bureau of Reclamation (BOR), Fish and Wildlife Service (FWS), and National Park Service (NPS)) have responsibility for the maintenance, and safe operation of DOI’s high and significant hazard potential dams and their appurtenant structures. A critical part of keeping dams safe is visual monitoring, performed by dam operators through their frequent ‘eyes on’ the facilities. Recent increases turn-over of dam operators has led to the need to conduct training more frequently to better ensure that new dam operators are aware of the important nature of their work.

DOI Safety of Dams (SOD) Programs vary among the 5 agencies. Dams comprise a critical asset for the various bureaus. The water stored behind a dam can pose a significant threat to the downstream community in the event of a failure in the form of life loss and economic damages.

A frequent assessment of each dam is essential to preserving safe conditions. Dam operators provide this essential role through routine (e.g., monthly) inspection and monitoring of each dam. Multiple job titles are used to describe the personnel who perform this important task, but for the purpose of this document they will be referred to as ‘Dam Operator’. A single dam will typically have one or more assigned Dam Operators.

2 SCOPE

The following tasks shall be performed:

2.1 Develop Course Content

2.1.1 Develop training materials necessary to provide dam operators with an understanding of their role in dam safety, how to monitor facilities under their purview, how potential failure modes develop and progress, how to identify potential dam safety issues, and what to do in the event these potential issues arise at their dams.

2.1.2 Training must be DOI-specific by including information on DOI dam types and sizes (generally embankment dams, however, concrete, rockfill, and buttress dams are also included in DOI inventory).

2.1.3 Training shall be tailored to the audience which may include personnel who:

• Do not recognize the critical nature of their job and the damage/loss of life a dam failure can cause

• Do not have the experience with such a critical responsibility

• Are likely non-technical/ non-engineers

• Have a high school-level of education or better

• Have little previous knowledge of dams

• Have limited knowledge of and ability to use computers and internet

2.1.4 At the end of the training, the participants shall:

• Understand and recognize the critical role Dam Operators play in ensuring safe dams

• Retain a basic understanding of primary potential failure mechanisms

• Understand the potential devastation and loss of life that dam failures can cause

• Have the knowledge and skills to properly inspect and monitor a dam

• Recognize the early indicators of a dam incident/failure

• Know how to act if they detect a problem or concern

• Understand the terminology of dams and how to accurately describe an incident to Safety of Dams staff or their consultants

• Have familiarity with best practices for documenting inspection results

• In general terms, understand the potential safety hazards that are present in the field and how to mitigate for them (e.g., Personal Protective Equipment, Hazardous Energy Control Programs, Confined Space Training)

2.1.5 The training course shall be no longer than three days and include two days of classroom instruction and one day of field activities, at a DOI dam or comparable state/federal dam near the selected training location. Contractors shall travel on Monday and Friday so the entire training can be provided in one week on Tuesday, Wednesday, and Thursday.

2.1.6 The training shall discuss Emergency Action Plans (EAPs) only to the extent that Dam Operators (students) will understand the need for EAPs, where to search for vital information, and activation procedures. Training on performing EAP exercises (functional and tabletop) shall NOT be included as part of this course.

2.1.7 Proposed topics are shown below:

• Dam Fundamentals Dam types with a focus on embankment dams How dams work Dam terminology

• Outlets and spillways

• Dam failures and incidents

• DOI Safety of Dams (SOD) program and Dam Operator role

• Operating a dam

• Maintaining a dam

• Personnel and public safety

• Preparing for and inspecting an embankment dam

• Inspecting spillway and outlet works

• Inspection reports and other forms of documentation

• Dam instrumentation

• Dam incident detection

• Dam incident response

• Wrap up with summary

2.1.8 The training shall include a half day to a full day for a field trip to inspect a dam.

The field trip shall provide students with hands on examples of inspection techniques discussed during the classroom training, specifically dam feature identification, visual inspections, and dam instrumentation. The length of the trip is dependent on the complexity of the dam.

2.1.9 The contractor shall provide a draft of the general course outline with estimated length and topics covered and provide to the Government for approval. The Government shall respond within 3 weeks of receipt with approval or suggested revisions.

2.1.10 Once the general course outline is approved, the contractor shall develop the general training course content. The Government will provide documents and photos as needed for the dam incidents, the SOD Program overview, and Dam Operator roles if requested by the Contractor.

2.1.11 Training Course Dry-Run: The Contractor shall provide an initial training course to the DOI Working Group on Dam Safety and Security and the course development team only. This preliminary 2-day session shall be hosted virtually via MS Teams and provide an opportunity for feedback and allow the Contractor to have a full rehearsal before delivering training to actual attendees in person. This workshop will be more conducive to collecting feedback on content delivery, as opposed to only a review of developed training materials.

2.1.12 The Contractor shall revise the general training course content based on feedback or comments provided by the Government after the first two trainings presented each contract year.

2.1.13 The training course content will become the property of the Government once the Contractor finalizes the course content.

2.2 Dam Operator Trainings - FY2025

2.2.1 Selection of Course Location and Dates

2.2.1.1 The contractor shall coordinate with relevant DOI bureau staff for location and dates of up to five, Dam Operator trainings.

2.2.1.2 A memorandum shall be provided to the Government by the

Contractor with proposed dates and locations for final approval. The Government has no more than 3 weeks to respond to the memorandum.

2.2.2 Conduct Dam Operator Trainings

2.2.2.1 The Contractor shall conduct a minimum of two (2) and maximum of five (5) Dam Operator Trainings in FY2025 per the locations and dates selected in Task 2.2.1 and following the Government-approved course outline as specified in Task 2.1.

2.2.2.2 The Contractor shall develop a Job Hazard Analysis (JHA) in coordination with the DOI bureaus and potentially local Tribes and stakeholders for the field trip detailing potential safety hazards that may be encountered during the inspection and ways to mitigate them.

2.2.2.3 The Government will provide a sample JHA to the Contractor at the start of the contract.

2.2.2.4 The Contractor shall provide the JHA to the site visit attendees for their review and comment at least one week prior to scheduled field trips.

2.2.2.5 The Contractor shall develop an appendix to the general training course content that will be specific to the training field visit for each training location that includes photos, an overview drawing, pertinent fact sheets and general dam safety surveillance and monitoring information related to the potential failure modes identified at that location.

2.2.2.6 The Contractor shall provide printouts of the Agenda, Certificates for

Training, any course materials, etc. for each attendee as required.

2.2.2.7 At the end of each training, the Contractor shall provide a memorandum listing the names of all attendees.

2.2.3 Training Course Logistics

2.2.3.1 The Contractor shall coordinate the logistics for conducting the training.

This includes, but is not limited to:

• Meeting space to adequately accommodate all attendees and training personnel

• Audio/Visual equipment

• Transportation to/from field trip location

• Coordination with the COR and Government Regional Security Officer responsible for each location.

2.2.3.2 The Contractor shall coordinate with the Government as to what logistics will be required for each training once the locations are approved as specified in Task 2.2.1.

2.3 Project Management - FY2025

2.3.1 Project Management is incidental to each task. The contractor shall conduct one (1) hour monthly virtual project team meetings with their involved staff and the DOI Project Manager via MS Teams.

2.3.2 The Contractor shall provide a meeting agenda to the Government no less than 3 days before each monthly meeting.

2.3.3 The Contractor shall take notes in the meeting and send out meeting notes for review within 3 business days of the meeting.

2.4 Dam Operator Trainings –Years 2-4 (FY2026-FY2029)

2.4.1 Selection of Course Location and Dates

2.4.1.1 The Contractor shall coordinate with relevant DOI bureau staff for location and dates of up to six Dam Operator trainings.

2.4.1.2 A memorandum shall be provided to the Government by the Contractor with proposed dates and locations for final approval. The Government has no more than 3 weeks to respond to memorandum.

2.4.2 Conduct Dam Operator Trainings

2.4.2.1 The Contractor shall conduct a minimum of three (3) and maximum of six (6) Dam Operator Trainings in each year FY2026-FY2029 per the locations and dates selected in Task 2.4.1 and following the Government-approved course outline as specified in Task 2.1.

2.4.2.2 The Contractor shall develop a Job Hazard Analysis (JHA) in coordination with the DOI bureaus and potentially local Tribes and stakeholders for the field trip detailing potential safety hazards that may be encountered during the inspection and ways to mitigate them.

2.4.2.3 The Government will provide a sample JHA to the Contractor at the start of the Contract.

2.4.2.4 The Contractor shall provide the JHA to the site visit attendees for their review and comment at least one week prior to the field trips.

2.4.2.5 The Contractor shall develop an appendix to the general training course content that will be specific to the training field visit for each training location that includes photos, an overview drawing, pertinent fact sheets and general dam safety surveillance and monitoring information related to the potential failure modes identified at that location.

2.4.2.6 The Contractor shall provide printouts of the Agenda, student feedback surveys, Certificates for Training, any course materials, etc. for each attendee as required.

2.4.2.7 At the end of each training, the Contractor shall provide a memorandum listing the names of all attendees.

2.4.3 Training Course Logistics

2.4.3.1 The Contractor shall coordinate the logistics for conducting the training.

This includes, but is not limited to:

• Meeting space to adequately accommodate all attendees and training personnel

• Audio/Visual equipment

• Transportation to/from field trip location

• Coordination with the COR and Government Regional Security Officer responsible for each location.

2.4.3.2 The Contractor shall coordinate with the Government as to what logistics will be required for each training once the locations are approved as specified in Task 2.4.1.

2.5 Project Management – 2-5 (FY2026-FY2030)

2.5.1 Project Management is incidental to each task. The contractor shall conduct one-half (1/2) hour monthly virtual project team meetings with their involved staff and the DOI Project Manager via MS Teams.

2.5.2 The Contractor shall provide a meeting agenda to the Government no less than 3 days before each monthly meeting.

2.5.3 The Contractor shall take notes in the meeting and send out meeting notes for review within 3 business days of the meeting.

3 PERSONNEL QUALIFICATIONS

The Contractor and Training personnel must have the following years of Dam Safety experience and technical knowledge of Operations and Maintenance of dams:

• Junior Staff – Persons having professional knowledge of the labor category from education and experience. Specialized experience is generally less than 5 years.

• Senior Staff –Persons having broad responsibility and professional knowledge from education and experience to independently perform complex tasks. This skill level generally requires 10 to 15 years of specialized experience.

• Subject Mater Expert (SME) – Persons having broad responsibility and professional knowledge from education and experience to independently perform complex tasks.

This skill level generally requires 15 to 25 years of specialized experience.

4 PERIOD AND PLACE OF PERFORMANCE

4.1 Work shall be performed in locations specified in accordance with Tasks 2.2.1, 2.4.1.

4.2 The contract period of performance will be March 7, 2025 through March 6, 2030.

5 GOVERNMENT-FURNISHED PROPERTY, MATERIALS, AND INFORMATION

5.1 The Government will provide the following documents (if requested by the Contractor):

5.1.1 JHA Template

5.1.2 Documents and photos as needed for the dam incidents, the

5.1.3 SOD Program overview documentation

5.1.4 Dam Operator roles

5.2 Except for those items or services specifically stated to be Government-furnished above, the contractor shall furnish all items (equipment, materials, supplies, incidentals, etc.)

required to successfully perform the work described in this contract.

6 TRAVEL

6.1 This is a firm-fixed price contract, all travel costs associated are included in the awarded contract. No additional travel expenses will be reimbursed without prior written approval by the Contracting Officer.

6.2 Travel will include trips to each in-person training location for planning and for providing the training course.

7 GOVERNMENT VEHICLES

Contract employees will not operate, nor occupy any Government vehicle. An employee may transport persons who are not employed by Reclamation only under the following conditions:

(1) To transport employees of other Federal agencies and non-Federal employees conducting official business when it benefits the Government and does not interfere with accomplishing the employee's primary business. (2) To transport persons in emergency or disaster situations while assisting persons with injuries or in pain and preventing death or serious damage to persons or property.

8 SECURITY

Contractor employee(s) must comply with Reclamation security procedures and security training requirements in accordance with Reclamation Clause WBR 1452.237-80.

9 DELIVERABLES

9.1 Deliverables Table:

PARA DELIVERABLE DUE DELIVER TO

2.1.9 Draft Course Outline 21 days after

award

1 electronic copy in Microsoft Word or PDF format each to COR and Project Manager

2.1.9 Final Course Outline 14 days after

Government review.

1 electronic copy in Microsoft Word or PDF format each to COR and Project Manager

2.1.10 Approved Course Content

All Government-approved course content as specified in Government-approved course outline.

30 days after approved final course outline.

1 electronic copy each to COR and Project Manager in approved format per 2.1.9.

2.1.11 Training Course Dry-Run TBD, prior to

first in-person training.

Virtual, 2-day rehearsal training provided to collect feedback on content and delivery.

2.2.1.2 2.4.1.2

Training Location Memoranda 14 days after discussion with the Government

1 electronic copy in Microsoft Word or PDF format each to COR and Project Manager

2.2.2 2.4.2

In-person Dam Operator Trainings. – Two in base year and three in each option year.

Per approved Training Location Memorandum

In-person training.

2.2.3 2.4.3

Training Course Logistics At start of each training course, as required.

Dependent on training location requirements.

2.2.2.4 2.4.2.4

Field Trip JHA 1 week prior to in person course and field trip

1 electronic copy in Microsoft Word or PDF format to COR, Project Manager, and each training attendee.

2.2.2.6 2.4.2.6

Training Documentation At beginning of each training session

1 electronic copy in Microsoft Word or PDF format to COR, Project Manager, and each training attendee.

2.2.2.7 2.4.2.7

Attendee Memorandum 1 week after each training session

1 electronic copy in Microsoft Word or PDF format each to COR and Project Manager

2.3.2 2.5.2

Project Management Meeting Agenda 3 days before each monthly meeting

1 electronic copy in Microsoft Word or PDF format to COR, Project Manager, and each meeting attendee.

2.3.3 2.5.3

Project Management Meeting Minutes 3 days after each monthly meeting

1 electronic copy in Microsoft Word or PDF format to COR, Project Manager, and each meeting attendee.

10 PERFORMANCE REQUIREMENTS

PARAGRAPH PERFORMANCE

OBJECTIVE

METHOD OF

OBSERVATION

PERFORMANCE

GOAL

All Government concerns identified in review of draft reports addressed in final reports.

Periodic Inspection

Full Compliance

All Meets schedule for each deliverable.

Periodic Inspection

Full Compliance

11 IDENTIFICATION OF CONTRACTOR EMPLOYEES

All contract personnel are required to identify themselves as contractors. Whether attending meetings, answering government telephones, or working in other situations where their contractor status is not obvious to third parties, they must make their status known to avoid creating an impression that they are government employees.

12 KEY PERSONNEL

The key personnel specified in this contract are essential to work performance. Course instructors shall include but not be limited to licensed professionals in the fields of Civil Engineering, Geotechnical Engineering, Hydrology, Geology, and Seismology, Each instructor shall have a minimum of 5 years experience working in dam safety and dam operations. The contractor shall also provide examples of previous trainings to dam operators. At least 14 days prior to the Contractor voluntarily diverting any of the specified individuals to other programs or contracts, the Contractor shall notify the Contracting Officer in writing. The writing justification shall indicate the explanation for the diversion or replacement. In addition, the written notification shall request to replace the individual and provide the identify the proposed replacement. This shall include but not limited to an explanation of how the replacement’s skills, experience, and credentials meet or exceed the requirements of the contract. If the employee of the Contractor is terminated for cause or separates from the contractor voluntarily with less than 14 days’ notice, the Contractor shall provide the maximum notice practicable under the circumstances. The Contractor shall not divert, replace, or announce any such change to key personnel without the written consent of the Contracting Officer. The contract will be modified to add or delete key personnel as necessary to reflect the agreement of the parties.

13 APPLICABLE DIRECTIVES, STANDARDS, AND REFERENCES

Reclamation EMG 0201, Emergency Management Program for Water Impoundment Structures https://www.usbr.gov/recman/emg/emg02-01.pdf FAC 0104, Review of Operation and Maintenance Program of Associated Facilities (Other than High and Significant Hazard Potential Dams) https://www.usbr.gov/recman/fac/fac01-04.pdf FAC 0107, Review/Examination Program for High and Significant Hazard Dams https://www.usbr.gov/recman/fac/fac01-07.pdf FAC 0108, Dam Safety Performance Monitoring for High and Significant Hazard Dams https://www.usbr.gov/recman/fac/fac01-08.pdf FAC 0201, Operating Practices and Procedures for High and Significant Hazard Potential Dams (and other facilities, as applicable) https://www.usbr.gov/recman/fac/fac02-01.pdf

NPS

Reference Manual 40: Dam Safety Program (nps.gov) https://www.nps.gov/subjects/policy/upload/RM-40_12-2013_508.pdf https://www.usbr.gov/recman/emg/emg02-01.pdf https://www.usbr.gov/recman/fac/fac01-04.pdf https://www.usbr.gov/recman/fac/fac01-07.pdf https://www.usbr.gov/recman/fac/fac01-08.pdf https://www.usbr.gov/recman/fac/fac02-01.pdf https://www.nps.gov/subjects/policy/upload/RM-40_12-2013_508.pdf