SOW_Solid_Waste_Training_SOW_10-7-2016.pdf

Solid Waste SOW Draft October 7, 2016

STATEMENT OF WORK

Background

The goal of this contract is to provide training and support for tribes to develop solid waste codes and ordinances. The Indian Health Service and the Environmental Protection Agency recognize that while training events provide tools for success, that follow‐up and additional support is often necessary to support full program implementation.

This contract includes both training and support components. The agencies will use the content of the annual and final reports as part of the decision to fund contract option years. In addition, the number of tribes successfully developing codes and passing ordinances will serve as a critical element in determining this program’s effectiveness.

Task 1: Project Management

1.1 General Information

The contractor shall have a minimum of 10 years’ experience in working with communities to train and develop solid waste management plans, codes, and ordinances. Experience with tribal and/or small rural communities is preferable.

1.2 Contractor Coordinator and Communication Protocols

Provide a contract coordinator to serve as the contact person between the Contractor and the IHS.

The contract coordinator shall be available for monthly coordination calls with the primary and/or alternate COR to discuss upcoming events, successes, and challenges with the items identified in the contract. Calls are estimated to be approximately one hour in duration. Additional coordination calls may occur as required to facilitate trainings or other project management issues.

The Contractor shall acknowledge receipt of e‐mail or phone requests from the COR or designee within two working days and provide timeframe for official response if request cannot be addressed immediately.

If the contract coordinator is not available for a time period exceeding 10 business days, designate an alternate contact and provide contact information to the COR a minimum of five calendar days in advance.

1.3 Monthly Progress and Financial Reports

Provide monthly progress and financial reports. Monthly financial reports must include a table identifying hours and costs broken out by the tasks and subtasks in this statement of work.

1.4 Annual Reports

In month 11 of each contract year, provide a report documenting trainings and support completed during the contract year. The report shall include a training summary page listing each training with the number of attendees and a support summary page listing each individual contact (name, date, support provided, estimated duration.) It shall also include synopses of one‐on‐one assistance requests and contractor initiated follow‐up for each training graduate. If there is no response from the attendees, note efforts made to initiate contact in the report. The report should also correlate each tribe’s progress made in developing solid waste codes and ordinances to the flow chart developed under Task 2.

As part of the follow‐up, if the Contractor determines that a tribe has completed solid waste codes and ordinances, they shall request permission from the tribe to include their codes and ordinances as part of a library of future training and outreach material efforts to be completed outside of this Contract. Copies of the completed codes and ordinances and the permission to distribute them from the tribe shall be included as an appendix in the annual follow‐up report.

Refer to Part 3.10 Training Follow‐Up Support for additional information on support requirements.

1.5 Final Report

One month prior to the end of the contract (including all executed options years,) provide a final report documenting all trainings, training rosters, support contacts, and contract expenses. The body of the report shall be in the range of 8‐10 pages and include a summarization of participating tribes, the number of students trained, knowledge gained (as supported by pre‐tests, post‐tests, and support contacts,) number and names of tribes successfully implementing solid waste codes and ordinances, status of all of the attendees’ solid waste programs relative to the flow chart created in task 2, and an evaluation of the training and support contract effectiveness. The evaluation shall include a description of successes, challenges, and recommendations for changes should the program be implemented again.

Task 2: Course Material Development

2.1 General Information

The Contractor shall develop two courses under the scope of this contract. One course shall cover tribal solid waste code and ordinance development and the second course shall be a workshop for attendees to review their progress with peers and instructors to draft/refine codes and ordinances.

The Contractor shall develop and deliver materials using environmental professionals and legal subject matter experts with experience in assisting tribes in the development and implementation of solid waste codes and ordinances. The Contactor will identify environmental professionals and legal experts as instructors who have direct experience in drafting, cultivating community support and/or overseeing implementation and enforcement to prepare and provide the training. Trainers shall be well versed in adult education best practices with prior experience teaching adults. Native American instructors or instructors with experience teaching Native American professionals are preferred.

Provide current resumes of course instructors to the COR annually and as new instructors are identified.

The Contractor shall grant the Indian Health Service and the Environmental Protection Agency the rights to reproduce or the use the training material provided with this contract without restriction and the right to authorize others to use the materials for any purpose.

2.2 Course Development

Develop training course including course outcomes, agenda, instruction methods, teaching and learning strategies, knowledge transfer assessment (e.g., how learning strategies will be assessed), learning materials, learning environment (e.g., instructor to student environment, student to student environment, and student to material environment), instructor’s biography, presentations and handouts.

Submit draft training course documentation and materials to the Project Officer within 40 business days of contract award. The Project Officer will review and provide comments on the draft materials.

The Contractor will review and revise the materials within 10 business days of receipt until accepted by the Project Officer.

In addition, review and revise the materials on an annual basis throughout the contract duration using feedback from course attendees and the Project Officer as well as updating course materials to reflect changes in solid waste regulations and best practices.

Draft materials shall be provided in PowerPoint format, pdf, or other mutually acceptable format for review.

Final and annually revised training materials shall be provided as follows:

Presentation Modules – PowerPoint (editable)

Handouts/Manuals – Original editable document file format (e.g., Word, Excel) and PDF

Reference Books – electronic or hard copy

2.3 Course #1: Development and Implementation of Tribal Solid Waste Codes and Ordinances Develop course materials necessary to support the delivery of a 20 hour training course focused on the development and implementation of tribal solid waste codes and ordinances. The course should include pre and post‐quizzes, classroom instruction, small group activities and discussion, and mock scenarios that will allow attendees to put what they have learned into practice.

The tribal solid waste codes and ordinances course shall include, at a minimum, the following elements:

Participant introductions

Data gathering activities to support code development

Working within tribal governments

Strategies for cultivating public, legal and governmental support for codes

Selecting community appropriate implementation and enforcement approaches

Small group and role playing activities to reinforce lecture content

Solid waste code and ordinance templates

A flow chart graphic tool itemizing key milestones to allow the attendees and the Contractor to track and report progress from initial concept to implementation of their solid waste management code and ordinances.

Training manuals and, if applicable, additional published reference materials

2.4 Course #2: Tribal Solid Waste Codes and Ordinances Workshop Develop course materials to support the delivery of a 20 hour workshop focused on drafting/revising tribal solid waste codes and ordinances. The course should include a review of the information taught in course #1 and focus on assisting participants in developing and/or refining draft codes and ordinances to take back to their tribes for review and adoption.

Develop procedure for participants to submit copies of draft codes and ordinances to course instructors at least four weeks prior to the class start date. Instructors shall review documents, identify strong, missing, and weak areas for each submission package, and identify common issues relevant to all participants.

The tribal solid waste codes and ordinances workshop shall include, at a minimum, the following elements:

Participant introductions

Participant status updates identifying progress made developing codes and ordinances following course #1

High level review of course #1 concepts with extended discussions on areas identified during draft document review as requiring additional instruction/discussion

Mix of small group discussions (peer to peer learning) and instructor led workgroups.

o Purpose: attendee discussion of work completed to date and opportunity to share ideas, challenges, and successes.

Individual writing time

Instructor one‐on‐one reviews of draft documents and comments with each participant.

Training manuals and, if applicable, additional published reference materials

2.5 Evaluation Guidance Development and implementation

Develop a 20‐25 page succinct step‐by‐step guide for evaluating implementation of solid waste codes and ordinances in tribal communities and submit to the Project Officer for review and approval within 60 business days of contract award. At a minimum, the guidance should include sections on evaluating the following: community support, compliance, and enforcement effectiveness. The audience for the guide includes the Indian Health Service, the Environmental Protection Agency, tribal environmental directors and tribal leaders.

The project officer and his/her designees will review and provide comments on the draft guidance document. The Contractor will review and revise the materials until accepted by the Project Officer.

Task 3: Course Execution (Requirements Portion)

3.1 Classroom Venue Locations

For contract pricing purposes, training venues are to be located in the vicinity of the Denver Metropolitan Area in Colorado. Based on registrants, the Contractor shall recommend a training venue that is accessible and cost effective for attendees. Should alternate locations be approved, a location adjustment factor will be added/subtracted from the base cost of the course utilizing published GSA travel, lodging, and per diem rates.

Contractor shall make all efforts possible to utilize federal training space; however, if federal space is unavailable, provide a brief justification for the alternate space along with the proposed location. The number of attendees should be limited by the Contractor to maximize discussion and interaction among the attendees and instructors. Each training session should not include more than 25 attendees plus a government on‐site training coordinator or representative unless otherwise agreed upon between the Contractor and Project Officer.

3.2 Classroom Schedules

Unless otherwise approved, classroom sessions shall start at 8:00 am local time and end by 5:00 pm with a 60 minute lunch break plus one 15 minute break in the morning and one 15 minute break in the afternoon. The instructor shall be available for questions a minimum of 30 minutes after the end of each class day. Variations beyond incidental occurrences to this are subject to approval by the

COR.

3.3 Equipment

Provide all equipment including, but not limited to, computers, projectors, screens, flip charts, microphones, writing utensils, highlighters, and note paper required to execute the training course.

3.4 Training/Reference Materials

Provide spiral bound or three ring binder training manuals for each attendee. At a minimum, the manuals shall include copies of the presentation slides (maximum of 2 per page with each slide size maximized to fit approximately 1/2 the usable page), exercises to be completed during the course, and reference material for future use. The manual shall be provided to attendees at the start of each session. If reference manuals are more than 2‐inches thick or otherwise untenable for a student to pack home, provide shipping of manuals to each attendee’s work location at the end of each training course for delivery within 7 business days.

3.5 Training Attendees and Training Application Package

Recruit course attendees from tribes that have completed integrated solid waste management plans but lack operable solid waste codes and ordinances. The Contractor shall attempt to maximize representation by as many tribes as possible, mainly focusing on tribes located in diverse geographic locations. The Project Officer will provide a list of tribes with integrated solid waste management plans to assist the Contractor in identifying potential attendees within 10 business days of contractor request.

Develop a training application form that includes participant name, contact information (address, phone number, and email), tribal affiliation, position, number of years in position, and a description of what the participant wants to achieve by attending the class. As part of the training application, the applicant shall document that the tribe they are affiliated with is committed to developing/revising and implementing a solid waste management code and ordinances within 12 to 18 months of completing the training course. This documentation shall be from the tribal council or equivalent authoritative tribal governmental body.

The Contractor shall provide documentation to the Project Officer describing how they intend to target and screen meeting attendees. As part of the methodology, the Contractor shall submit draft forms that will be used for the application process to the Project Officer within 45 business days of contract award. The Project Officer will review the draft approach and provide recommendations prior to finalization. The Contractor shall revise the draft applicant identification and screening methods based on comments received from the Project Officer within 10 business days of receipt.

3.6 Registration

Copies of the application packages shall be forwarded to the Project Officer along with a list of recommended training attendees a minimum of 6 weeks prior to the training start date. The Project Officer will review the applications and make final approvals. In addition to the application package, the Contractor shall utilize the EHSC training website to enroll each approved course attendee a minimum of 4 weeks prior to the training start date.

The EHSC will provide rosters, sign‐in sheets, evaluation forms, and venue review forms to the Contractor for each training event a minimum of 5 business days prior to the start of the training class.

3.7 Non‐Student Classroom Observers

Non‐student classroom observers: Each session may have one or more IHS or EPA non‐student observers with technical background in the subject matter that may provide incidental input or assistance but will not materially interfere with conduction of the course or alter the terms and conditions of the contract. The CO, COR or a designated inspector may observe a session at any time.

3.8 Training Certificates

Provide each attendee that successfully completes the training a certificate that includes contact hours, professional development hours, or continuing education unit (if accredited to provide CEUs.)

The certificate shall include the logos from the EPA and IHS.

3.9 Training Course Closeout Documentation

For each training event, provide a report that summarizes the scores and comments provided by the course attendees and any recommended changes to the training materials based on comments received by the course participants and/or the Contractor’s observations. The body of this report should not be more than 3 to 5 pages in length.

Provide training closeout documentation including the filled out sign‐in sheet, individual evaluation responses, corrected rosters, venue review form, and electronic copies of each training certificate to the COR. Closeout documentation shall be submitted within four weeks of the completion date of the training or with the invoice, whichever is sooner.

3.10 Training Follow‐up Support

After training completion, provide an average of five hours of legal and technical staff support per attendee. Support shall be via phone, email and/or web based meeting communication and shall include one‐on‐one assistance to training graduates in developing and implementing their solid waste codes and ordinances. These consultative services shall be provided free of charge to the graduates of the training course for the duration of the contract or up to one year following the completion date of the training course, whichever is greater.

On an annual basis, reach out to those attendees that have not followed‐up with a request for assistance to determine where their affiliated tribe is in development and implementation of their solid waste codes and ordinances.

Task 4: Travel Reimbursement (Requirements Portion)

4.1 General Information

When called for via a task order, provide reimbursement for Tribal personnel to cover per diem expenses such as lodging and meals (at the published GSA rates) for training course attendees. The task order will identify the maximum amount of funding to be authorized. To be eligible for reimbursement, the course attendee must be employed by a federally recognized tribe and attend 100% of the training course.

Transportation costs are responsibility of the attendees.

4.2 Reimbursement Process

Develop a one‐page reimbursement application to be submitted with the training application. The reimbursement application shall include the attendee’s tribal affiliation, attendee’s name and signature, and supervisor’s name and signature. The application shall explain the reimbursement process and provide a contact person for questions. The application shall also include statements indicating:

the tribe or individual is responsible for all transportation and incidental expenses related to the training the government will reimburse all lodging and per diem expenses at the GSA rate for class participants attending 100% of the training that are employees of federally recognized tribes o Should the participant not attend 100% of the training, the tribe or individual will be responsible for their own lodging and per diem expenses

Provide a draft of the reimbursement application to the Project Officer for review and comment within 45 business days of contract award. The Project Officer and his/her designees will review and provide comments on the draft document. The Contractor will review and revise the materials until accepted by the Project Officer.

Establish a system to process reimbursement applications including distribution of applications, application closure date, payment procedure, and record documentation. Provide description of process to the Project Engineer for review and comment within 45 business days of contract award.

The Project Officer and his/her designees will review and provide comments on the draft document.

The Contractor will review and revise the materials until accepted by the Project Officer.

Record documentation required by the IHS includes copies of course sign‐in sheets, GSA per diem and lodging rates for the training venue location, and certification that reimbursement was received by each course attendee. Documentation to be provided to the COR within four weeks of the completion date of the course event or with the invoice, whichever comes earliest.

Additional Information for Contract

Summary of Task Work by Year

The table below summarizes the work to be completed under the contract in the base and option years.

Task Description Base Year

Option Year 1 to 4

1 Project Management Included Included

2 Course Material Development

Included Contractor shall revise course materials based on participant feedback captured from course participants in the previous year and/or revised based on regulatory or best practice changes.

2 Implementation Evaluation Guidance Development

Included

Not Included

3 Attendee Identification and Screening Method

Included Included (revision to the screening method approved under previous options years should not be required with the exception of possible form modifications).

3 Training Delivery Included Included

3 Training Follow‐up Support Included Included

4 Travel Reimbursement Included Included

Miscellaneous

Software Application Files and Accessibility

Software Application files, if delivered to the Government, shall conform to the requirements relating to accessibility as detailed to the 1998 amendments to the Rehabilitation Act, particularly, but not limited to, § 1194.21 Software applications and operating systems and § 1194.22 Web‐based intranet and internet information and applications. See: http://www.section508.gov/

Preferred text format: MS Word, 14.0 or higher (Office 2013 or higher) Preferred graphics format: Each graphic is an individual GIF file Preferred portable format: Adobe Acrobat, version 6.0 Preferred Excel Format: Version 14.0 or higher