Draft_PWS_-_WaterSense.pdf

PERFORMANCE WORK STATEMENT

TECHNICAL EVALUATION AND MARKET ASSESSMENT

SUPPORT FOR THE WATER EFFICIENCY PROGRAM

1.0 BACKGROUND

Providing for clean and safe water is an objective under Goal 1 of the U.S. Environmental Protection Agency 2018-2022 Strategic Plan. The EPA uses a variety of strategies to meet this objective, including infrastructure investment, innovative technology, and support to states, tribes, territories, and local government.

More efficient use of water provides multiple benefits for communities. It can reduce the strain on water, wastewater, and stormwater infrastructure and help communities avoid the need to invest in infrastructure for additional capacity. Communities improve their resilience to water shortages that can be caused by drought. Consumers benefit from savings on water and energy bills, both from reductions in their own use and by avoiding rate increases needed to fund additional infrastructure to meet water demand in the absence of efficiency and conservation.

In 2006, the EPA launched WaterSense®, a voluntary public-private partnership program that seeks to protect the future of the nation’s water supply by promoting water efficiency and enhancing the market for water-efficient products, services, systems, and practices.

WaterSense was formally authorized by Congress in the America’s Water Infrastructure Act of 2018 (P.L. 115-270). The law establishes WaterSense as a voluntary program “to identify and promote water-efficient products, buildings, landscapes, facilities, processes, and services in order to, through voluntary labeling of, or other forms of communications regarding, such products, buildings, landscapes, facilities, processes, and services while meeting strict performance criteria, sensibly—(A) reduce water use; (B) reduce the strain on public water systems, community water systems, and wastewater and stormwater infrastructure; (C) conserve energy used to pump, heat, transport, and treat water; and (D) preserve water resources for future generations.

The WaterSense program helps identify water-efficient products, buildings, landscapes, facilities, processes, and services. The WaterSense label indicates that these products and programs meet water-efficiency and performance criteria. WaterSense labeled products perform well, help save money, and encourage innovation in manufacturing.

Through 2018, WaterSense has released specifications for eight product categories, including products used in indoor residential and commercial buildings, as well as for outdoor irrigation. In addition to products, WaterSense has professional certification programs for irrigation professionals and may also explore options for growing the program for further professional programs. With respect to buildings, WaterSense has also developed a labeling program for homes and a 1-100 benchmarking score for multifamily properties. WaterSense may explore opportunities to expand benchmarking scores to additional property types and also seek options to enhance a systems approach to water efficiency in buildings and landscape management.

The EPA encourages organizations (including utilities, water districts, state and local governments, trade associations, and other nonprofit organizations), certifying organizations, as well as manufacturers, retailers, and distributors, and builders to become partners in the WaterSense mission. As the program grows, the EPA anticipates adding new partnership categories to the program.

In addition to the core WaterSense efficiency program, EPA also carries out other programs that focus on ensuring sustainable drinking water and wastewater infrastructure services and practices that reduce pressures on both water and infrastructure resources. Many of these programs have a nexus with activities aimed at ensuring efficient use of water and may be addressed by the WaterSense program. This includes, but is not limited to, rate-setting, programs that manage water loss in drinking water distribution systems, the use of green infrastructure as a means to naturally manage stormwater, and technology or building practices that allow for beneficial reuse of water. WaterSense also contributes to Agency efforts to improve community and water utility resilience to drought through planning, response, and recovery. Finally, the program supports efforts to enhance public education on the value of water.

EPA also has a number of programs that finance water infrastructure. These programs can fund projects that advance water efficiency and WaterSense may work with them to promote use of funding for those types of programs. WaterSense has experience in marketing, outreach, and implementation efforts that can benefit these programs and works with them to support their efforts which also contribute to achievements under Goal 1, Objective 1.2 of the EPA Strategic Plan. This includes the Water Infrastructure Finance and Innovation Act (WIFIA), Drinking Water State Revolving Fund (DWSRF), and Clean Water State Revolving Fund (CWSRF) programs.

2.0 OBJECTIVE

Through task orders issued under this Performance Work Statement (PWS) the contractor shall provide support services for the EPA’s WaterSense program and other water efficiency and resiliency efforts, including (1) WaterSense Technical Support, (2) WaterSense Program Support and Implementation, (3) WaterSense Marketing, Communications, and Promotional Support, (4) Support for Water Management, Sustainability, and Resiliency Efforts and (5) Support for Office of Water Education and Outreach Programs. All task orders will be issued by the Contracting Officer.

3.0 SCOPE OF WORK

3.1 WaterSense Technical Support

Technical support is vital to the success of the WaterSense program. This includes both an ongoing, general inquiry into the water-efficiency field, as well as more detailed research into potential areas for WaterSense labeling, other program activities, targeting, or involvement. This includes market and technical research and analysis that will support the EPA’s decisions regarding the program’s strategic direction (see section 3.2) and specification development (see section http://www.epa.gov/watersense/partners/join/promote.htm http://www.epa.gov/watersense/partners/join/co.htm

3.1.3).

3.1.1 General Water Efficiency Research

As a broad, ongoing activity, the contractor shall be expected to perform research into water efficiency in general. This research includes information on the current state of water-efficient technology and practices, impacts of water efficiency, calculators and other tools, and sector analysis. Specific knowledge of design, engineering, and operation and maintenance of water-using products and systems will be required, in addition to knowledge of auditing and assessment processes. The contractor shall abide by all data quality and confidentiality requirements as included in approved Quality Management (QM) and Confidential Business Information (CBI) Plans. Research may include, but is not limited to:

a. Identifying water-efficient products, tools, services, systems, and practices available to and/or utilized by stakeholders;

b. Identifying the current state of water-efficient technology development and its impact on water usage;

c. Identifying other potential environmental and public health impacts of water-efficient products, facilities, buildings, landscapes, services, systems, and practices;

d. Researching water and energy usage in sectors and sub-sectors, updating the program’s current sector analyses, providing recommendations for appropriate target sectors;

e. Developing predictive estimation tools, calculators, and models to support the WaterSense program, stakeholders, and the public in estimating the potential savings (dollars, water, energy, etc.), benefits, and other impacts from the implementation of water efficiency;

f. Determining the actual water savings and related impacts (economic, environmental, etc.) resulting from implemented water-efficiency activities. Analysis may include evaluation and measurement of multiple attributes and stages of the lifecycle, such as product design, manufacturing, use, and disposal. Impacts may be analyzed on a national, regional, watershed, utility, and/or end-user level, and case study development may be required;

g. Identifying and reviewing water-efficiency related standards, specifications, test protocols, and case studies utilized by stakeholders, and providing recommendations as to their suitability for adoption in the WaterSense program. This may require collaboration with a variety of stakeholders and participation in multiple standard setting efforts simultaneously;

h. Developing water-efficiency standards, specifications, test protocols, and case studies related to specific program elements;

i. Reviewing and, if necessary, revising the process for selecting products, facilities/buildings, services, practices, and systems for inclusion in the WaterSense program; and

j. Managing confidential business information (CBI) about sales, performance, and testing of WaterSense products and services.

3.1.2 Technical and Market Screening

Initial technical and market screening shall also be conducted on an ongoing basis. This screening should result in a macro-level understanding of the current state of water-efficient technology and potential areas for specification development and other types of program intervention. Subsequent research should provide a detailed analysis of specific products, facilities/buildings, programs, systems, and practices proposed for inclusion in the WaterSense program.

The contractor shall be required to recommend specific products, facilities/buildings, programs, systems, practices, or sectors for targeting by the WaterSense program, as well as the appropriate marketing mechanism (e.g., labeling/certification, professional certification, etc.).

The EPA will make available any relevant research conducted to date.

The contractor may be required to review and make recommendations to support EPA decisions for revising the existing protocol for evaluating and selecting products, programs, systems, and practices for inclusion in the WaterSense program.

At a minimum, the contractor shall research and report on:

a. Definition and overview of the water-efficient product, program, system, practice, or sector category;

b. Cost/Benefit Analysis of the water-efficient product, program, practice, system, or sector category;

c. Technical discussion of the water-efficient technology;

d. Size and growth potential in the market, major manufacturers, providers, distributors, etc., use sectors, market share by major players, market penetration, and distribution channel information;

e. Water, energy, and other major resource savings potentials;

f. Discussion of emerging trends, including policy, market, or technical changes on the horizon that would impact the technology, its inclusion in the WaterSense program, or its market success;

g. For any product, program, practice, system, or sector category evaluated-- the first cost, operation costs, maintenance and labor costs, payback periods and lifecycle costs;

h. Relevant water-efficiency standards, specifications, test protocols, certifying bodies, standing committees, and case studies; and

i. Appropriate water-efficiency standards and performance levels.

3.1.3 Specification Development

Based on the research described in section 3.1.2 and any other relevant research/information, the contractor may be asked to develop, for EPA review, specifications or options for new specifications for products, homes, facilities/buildings, programs, systems, and/or practices that have been selected for inclusion in the WaterSense program. The specification development process should generally include information on appropriate levels for water efficiency and performance, economics of various options, the needs of stakeholders, standards set by other organizations, available testing protocols and certifying bodies, and certifying process options.

WaterSense has developed a document called, “Specification Development Approach for WaterSense Products”. The WaterSense specification development process is described in Section 3 of the WaterSense Program Guidelines (Attachment A-1). The contractor will provide assistance to periodically update this guide to reflect current information on best practices and lessons learned as the program progresses.

The contractor shall support the collection of stakeholder input and public comments throughout the specification development process. The contractor shall be responsible for developing and managing a process for soliciting input (including conducting public meetings if deemed necessary), receiving, evaluating, presenting to the EPA, proposing responses to the EPA, and responding, after the EPA’s review, to comments received on the specifications described above.

If appropriate, the contractor shall support the development of relevant specifications, standards, test methods, codes, and rating systems developed by organizations other than WaterSense. The contractor may be asked to participate directly in the development of these documents by working on the development committee. In addition to the required technical knowledge from the areas described above, the contractor shall have a working knowledge of standards development procedures, ANSI essential requirements, and the NTTAA and OMB Circular A-119 that governs federal participation in standards development. The contractor shall also have a working knowledge of procedures associated with development of ISO and other international standards related to water efficiency. This effort shall be limited to the development of metrics, factors, criteria, guidelines or requirements that impact water and/or its use, management, efficiency or quality as defined in the document.

3.1.4 Certification Process and Conformity Assessment Protocol

The WaterSense program requires third party certification of products in accordance with international standards as a condition of labeling. The contractor will be responsible for working with industry, certification bodies, and the EPA to develop and maintain this process for new technologies receiving the WaterSense label. WaterSense applies similar, appropriate standards to other parts of the WaterSense program, including professional certification programs and homes, and it will apply them to other areas yet to be determined, as appropriate.

The contractor shall support the implementation of the WaterSense program’s conformity assessment protocols. The WaterSense conformity assessment protocols represent rigorous processes designed to ensure that products, programs, homes, and systems bearing the WaterSense label meet the specification criteria. This process provides a means of ensuring that the products, programs, homes, or systems produced or operated have the required characteristics, and that those characteristics are consistent across the board.

The contractor shall be familiar with ISO standards and criteria for certification bodies, accrediting organizations, and laboratories, including ISO/IEC 17065, 17025, 17024, and 17011, as well as the standard for professional certification by the National Commission for Certifying Agencies (NCCA). In addition, it shall be able to understand other standard-setting processes and certification protocols and report on how they could be applied to the WaterSense program.

The contractor shall be required to provide input and recommendations regarding revisions/updates to the conformity assessment protocol, and it may perform requirements of the protocol, such as inspections and audits.

3.1.5 WaterSense Labeled Homes

The contractor shall support the ongoing development and implementation of the WaterSense labeled homes program. The labeled Homes program sets criteria for water efficiency on a whole-house basis to determine which homes are eligible for the WaterSense label. The contractor shall:

a. Maintain and/or update the specification and other program documents relating to WaterSense labeled homes; this may include: providing support to EPA in preparing documents for the release of specifications, providing technical assistance to partners on the specification, developing outreach materials, etc. The contractor shall also periodically review the homes specification and make recommendations for any needed changes;

b. Implement and provide necessary supporting documents for the certification process in support of the homes program;

c. Help recruit, support, and recognize partners (see Section 3.2.2);

d. Manage the administrative aspects of this labeling initiative, including registry of labeled homes, providing necessary tools and information to the EPA, partners, and stakeholders, etc.;

e. Provide marketing, communications, and promotional strategies and support for the program (see Section 3.3);

f. Support the implementation of the program, including tracking and evaluating its progress;

g. Explore opportunities or options for leveraging WaterSense into the existing homes market, and research options and approaches for transforming the market for water-efficient practices and products in this sector;

h. Coordinate with other EPA programs or efforts with respect to new homes and green buildings, including, but not limited to, Energy Star, Indoor Air Plus, Zero Energy Ready Homes, National Green Building Standard, U.S. Green Building Council, and others;

i. Provide technical support and research into emerging products, technologies, and techniques to increase the efficiency of new or existing homes.

3.1.6 Commercial and Institutional Facilities

The contractor shall support WaterSense program efforts in the commercial and institutional sector. The contractor shall:

a. Develop and implement EPA-approved strategies for transforming the sector to the use of more efficient practices and products;

b. Support the EPA Water Score (launched in 2017 in conjunction with

EPA ENERGY STAR) for multifamily properties;

c. Explore the expansion of the EPA Water Score into other building sectors (at the direction of the EPA COR) as data becomes available and EPA resources allow;

d. Have expertise in energy and water management (including water quality) of commercial and institutional buildings, including operation and maintenance of the major energy and water using systems, and measures for improving the efficiency of those systems. This may include developing the infrastructure to support partnerships, providing technical assistance, developing best management practices, outreach, or other strategies, as appropriate;

e. Recommend strategies based on market research and input from industry expert that can expand EPA’s reach within the commercial and institutional sectors.

3.1.7 Whole building analysis and benchmarking

The contractor may be required to support efforts to benchmark building water use. The most likely tool will be based on the existing ENERGY STAR Portfolio Manager application. However, a number of Non- Governmental Organizations (NGOs) have expressed interest in water use benchmarking, and the contractor may be required to work with them as well. To support this work, the contractor will need a thorough understanding of the operation of commercial buildings and the factors that impact their performance, regression analysis of water and energy use data, data from the DOE energy consumption surveys as well as other potential sources of survey data, current methods for benchmarking energy use in building, and how those methods may or may not apply to water use.

3.1.8 Activity monitoring, reporting, and management

The contractor shall be required to maintain an existing system to monitor, document, and organize all program activities. The existing system is designed in a Salesforce customer relationship management (CRM) system which will be made available to the contractor. This format is not a requirement, but any costs associated with migration to other formats will need to represent the lowest overall cost (including maintenance) to the government. Information maintained in the system pertains to sections 3.1.1-3.1.6 of the scope of work. Examples include tracking of activity on the WaterSense helpline, tracking of emails and other outreach efforts, records of public meetings held in relation to research and specification development, and certification information related to the program.

The contractor shall be required to make recommendations on an ongoing basis aimed at improving the functionality and efficiency of the existing system.

3.2 WaterSense Program Support and Implementation

WaterSense is a partnership program sponsored by the EPA that is designed to protect the future of our nation’s water supply by promoting and enhancing the market for water-efficient products, new homes, and professional certification programs. The contractor shall support the EPA in the development and implementation of a program that is creative, relevant, and informative in meeting the needs of partners, allies, stakeholders, and the public. The contractor shall proactively provide recommendations on program structure and direction, as well as support in the implementation of those recommendations. A number of program materials, guidelines, documents, and other program support tools have been created under previous contracts, EP-C-09-008, GS-10F-0125P (BPA-08- 03), and EP-C-14-014. Examples include the program helpline, customer relationship management (CRM) system database, public website, and program email account (watersense@epa.gov). The contractor will be provided access to all of these items by the EPA to facilitate its support of the requirements for this contract. Minimally, the contractor shall be required to undertake the following activities:

3.2.1 General Implementation

The contractor shall provide basic program support, including:

a. Maintaining and managing toll-free hotline and email accounts to answer stakeholder questions about the WaterSense program. The contractor shall respond to stakeholder questions and comments using approved Standard Operating Procedures (SOPs), and it shall log all contact in the CRM. The contractor shall provide regular periodic reports on relevant helpline activities and issues to the EPA WAM and WaterSense Team. The contractor shall analyze and evaluate helpline processes including efficiency improvement assessments, redundancy reduction analyses, and updates to SOPs. The contractor is expected to generally assess the established processes to assure WaterSense practices are both efficient and as customer friendly as possible. As possible efficiencies are found, the contractor shall prepare a summary of suggested improvement options for consideration;

b. Working with partners to update the WaterSense labeled products list, certified professionals list, and partner list for internal program records as well as communication to the public and interested stakeholders.

The contractor shall streamline and improve upon the current processes wherever possible while maintaining the integrity of the list;

c. Providing conference and meeting support, including attendance, support, and facilitation. The contractor shall provide logistical support for public meetings and webinars, including preparation of materials and completion of follow-up tasks, such as answering questions;

d. Developing, revising, and finalizing program materials with input and approval from the EPA. Potential materials may include graphics, briefing slides, talking points, messaging documents, sample tools, and fact sheets for use within and outside of the Agency. The contractor shall maintain an inventory of all WaterSense printed materials (e.g.

hardcopies of factsheets, brochures, giveaways, etc.) and inform the EPA when pieces should be reordered. The contractor shall distribute materials to the EPA regional offices and other stakeholders, as requested;

e. Developing and maintaining a digital library for final versions of documents, facts and figures about water efficiency, and upcoming speaking opportunities;

f. Implementing EPA developed procedures for trademark protection, and the oversight of the WaterSense label and logo use. The contractor shall provide brand monitoring services to record incidences of incorrect label or logo usage. The contractor shall work with the stakeholder to correct or rectify the issue;

g. Updating and maintaining partner documents, including, but not limited to, program guidelines, partnership agreements, fact sheets, annual reporting forms, contact updates, product notification templates, etc. The information collected with these documents shall be directly connected to other EPA systems whenever possible to streamline the information entry process;

h. Assisting organizations at the local, state, and federal level in planning and implementing events, verifying information collected (such as the WaterSense product list), and customizing materials, as well as providing other technical assistance; and,

i. Managing all electronic communications and information dissemination through a mass email system that allows for direct connections to the WaterSense CRM, while providing data on open rates and the number of receipts.

3.2.2 Partner Recruitment, Support, and Recognition

Recruitment of partners and subsequent support for and recognition of those partners is vital to EPA’s success in many program areas. Potential partners currently include, but are not limited to: manufacturers, trade associations, nonprofit organizations, retailers and distributors, government agencies, utilities, home builders, and certifiers of service providers (e.g., irrigation professionals). The contractor shall be required to:

a. Develop and implement a strategic approach to recruiting new partners through mailings, meetings/conferences, etc.;

b. Support, as appropriate, the completion and submission of partnership agreements;

c. Develop or update any forms, as appropriate, and support any

Information Collection Requests (ICR) or the renewal of existing ICRs;

d. Maintain a database of established partners (see section 3.2.3), allies, and stakeholders, as well as track interested parties, and list prospective partners with whom to follow up;

e. Provide support to carry out a formal annual awards program for recognizing partners;

f. Provide support to establish and implement procedures for assisting partners in their efforts to join the program (e.g., welcoming them to the program, answering questions about participation, providing regular updates, and collecting information on partner activities),

g. Maintain a means of tracking all products, programs, practices, or systems that may be considered for inclusion in the program;

h. Engage partners with content to enhance implementation of their programs. Examples include topical webinars, short trainings, factsheets and guidebooks, quarterly partner newsletters (currently called “the WaterSense Partner Pipeline”), as well as examples of programs implemented by other partners;

i. Facilitate relationships between partners for event and promotional planning to improve implementation and the sharing of ideas among partners;

j. Maintain a master WaterSense calendar in an accessible place, as well as specific rollout plans for each major program piece or expansion, including the rollout of new specifications, expansions, and other program changes;

k. Evaluate future partnership and program expansion opportunities and the costs and benefits of their inclusion in the WaterSense program, which may include condensed strategies for increasing partner engagement in the program, and the management of existing partners.

3.2.3 Customer Relationship Management

a. The contractor will track all information and data from the WaterSense program using an existing WaterSense customer relationship management system (CRM) that is currently housed in the Salesforce platform. This information will include, but is not limited to, stakeholder contact information, communication records, documents, materials, product listings, annual reporting information from partners, and other program data.

b. Activities may include training EPA staff on changes or upgrades to the system, inputting and updating data, extracting data, building reports, sending regular communications and notifications, identifying program trends based on data, and maintaining backup files.

c. A CRM system was developed and implemented under Water Efficiency contract EP-C-09-008 and EP-C-14-014, using a Salesforce platform. Any system used by the contractor would have to be compatible with that platform or be able to transfer information with minimal disruption to existing WaterSense procedures and documents.

The contractor shall make changes to the system’s infrastructure as required to effectively collect new information as the program evolves.

3.2.4 Web Development and Support

The goal of the WaterSense website is to provide a valuable resource for people looking for information on water efficiency, as well as to facilitate various program functions. The contractor shall continue to develop and modify the WaterSense website to ensure that it is up-to-date with respect to developments in the program. The information on the website should be not only accurate, but also designed and presented in an organized format that is relevant to the target audience. Improvements may include improving user-friendliness and appeal, etc. The website should be retrievable from common search engines and accessible through a variety of browsers and platforms. Proposals for new web improvements, additions, and/or redesigns shall be presented on a regular basis. The website shall be maintained in accordance with all EPA and federal requirements, and it must be functional regardless of changes to these requirements or infrastructure employed by the EPA.

The contractor shall analyze trends in the usage of the WaterSense website to evaluate the effectiveness of the program’s communication and marketing efforts. The contractor shall, upon request, provide recommendations for improvements in all aspects of the website to increase web traffic.

Web-related tasks may require collaboration with EPA personnel, such as the Office of Web Communications, the Office of Environmental Information, and others identified by the COR.

The contractor shall also support an existing, limited-use website to provide information for program partners. This site will include a calendar of events, webinar slides and recordings, promotional materials, and house various administrative aspects of the partnership program.

3.2.4.1 Compliance with Information Technology Requirements

All work performed under this contract shall adhere to clause EPARR 1552.211-79 “Compliance with EPA Policies for Information Resources Management”, which requires adherence to all Agency directives for performance of any IRM related work.

All contractor work shall follow pertinent Federal and EPA information processing and telecommunications standards and procedural guidelines. The contractor shall also comply with the Federal Information Processing and Standards (FIPS), published by the National Institute for Standards and Technology (NIST). The contractor shall also comply with the EPA’s technical and operational standards as issued by its technology services organizations.

3.2.4.2 IRM Policies, Standards, and Procedures

All contractor work shall be in compliance with the 2100 Series (2100-2184) of the Agency's Directive System, which contains the majority of the Agency's IRM policies, standards, and procedures. http://www.epa.gov/irmpoli8/

3.2.4.3 Registry of Environmental Applications and Data (READ)

A contractor compiling or enhancing an information resource shall first conduct a thorough search of existing information resources, thorough means such as READ, to ensure development/enhancement of information resources does not http://www.epa.gov/irmpoli8/ duplicate existing information resources. If potential duplication is determined, the contractor shall consult with the EPA PO to ensure that existing information resources are optimally utilized in conjunction with the information resource being developed/enhanced by the contractor. For any development/enhancement of information resources, the contractor shall work with the EPA on inserting/updating resource information in READ.

https://developer.epa.gov/category/data/

3.2.4.4 Data Standards and Environmental Data Registry

Any development/enhancement of information resources (information resources include systems, databases, and models/web applications that utilize information in OW systems and databases), as well as any data products flowing to or from EPA information resources, must adhere to the data standards.

https://iaspub.epa.gov/sor_internet/registry/sysofreg/home/over view/home.do

3.2.4.5 Web Standards

All software (including web pages) development shall be done in consultation with the COR according to functional requirements and design found in the following documents. All work performed by the contractor must also adhere to the government policies, procedures, and guidance in the following manuals:

EPA Standard Operating Procedures for the Development and Review of Publications: Printed, Web, and Other Media https://www.epa.gov/product-review

EPA Web Guide https://www.epa.gov/web-policies-and-procedures

Guide for Developing Usable and Useful Web Sites (Usability Guidelines): http://www.usability.gov/

EPA Information Resources Management (IRM) Policy:

http://www.epa.gov/irmpoli8/

All policies/guides/manuals shall be made available to the contractor through the EPA CO or the COR at the time the Request for Proposal is submitted for competed task orders. Contractors should be familiar with all requirements https://developer.epa.gov/category/data/ https://iaspub.epa.gov/sor_internet/registry/sysofreg/home/overview/home.do https://iaspub.epa.gov/sor_internet/registry/sysofreg/home/overview/home.do https://www.epa.gov/product-review https://www.epa.gov/web-policies-and-procedures https://www.epa.gov/web-policies-and-procedures http://www.usability.gov/ prior to commencement of work.

3.2.5 Other Water-Related Sectors and Federal Support

To support other interagency efforts the program may engage in, the contractor shall be able to provide support on water efficiency issues associated with other sectors, including industrial, energy, and agriculture.

This may include assessment of water use efficiency metrics associated with that sector or associated sub-sectors.

The contractor shall provide support and technical assistance to other federal agencies to meet the requirements of Executive Orders and federal.

The contractor may be required to support attendance at interagency meetings. The contractor may also be required to develop and revise guidance documents about water-efficiency for federal agencies. The contractor may also be required to compile and conduct water-efficiency training for a variety of stakeholders via webinar or in-person presentations.

3.2.6 Coordination on Green Building and Water Efficiency Initiatives

The contractor shall support coordination between the Office of Water and other green building and water efficiency initiatives inside and outside of the EPA. This coordination work may include: the EPA’s ENERGY STAR program, EPA’s Indoor Air Initiatives, and other EPA-wide efforts;

other federal agency efforts (e.g., DOE, NIST, DOI); as well as outside groups such as the U.S. Green Building Council. Coordination with these efforts is vital to the success of the program. The contractor shall provide a range of support to the Office of Water in the area of collaboration with other programs to ensure the development of appropriate water-efficiency criteria in products, services, practices, and systems that use both water and energy.

3.2.7 Strategic Planning

WaterSense strives to make its program dynamic in that it adapts its goals to reflect changes in marketplace conditions and knowledge obtained through EPA research. It is important to keep abreast of these changes in order to identify areas for new initiatives, update Agency goals, and revise on-going activities. The contractor shall be expected to:

a. Contribute to the development of the strategic direction of the program by providing analysis, recommendations, and planning documents;

b. Keep abreast of changing conditions in the marketplace that may affect the WaterSense program, and apprise necessary EPA program staff of these conditions;

c. Review and provide recommendations for updating program documents and procedures, as appropriate; and

d. Provide regular management reports to track program progress in all areas.

3.3 WaterSense Marketing, Communications, and Promotional Support

Given that WaterSense is voluntary in nature, marketing and outreach are critical to the program’s success. These activities serve to attract partners, establish and promote the WaterSense brand, and build interest and credibility among consumers and other end users. As the EPA is developing strategies for marketing and promoting the WaterSense program, the contractor shall provide general marketing and communications guidance, expertise, and support for all elements of the programs (e.g., products, homes, services, etc.).

3.3.1 Strategic Marketing Support

The contractor shall develop strategic marketing and communications plans for the program as a whole and for individual products, programs, practices, and systems. The plans should be targeted to reach all relevant stakeholders, such as manufacturers, retailers, the general public, state and local governments, and national organizations. The plans shall take into account the strategic direction of the overall WaterSense program, program focus areas, short-term initiatives and long-term goals, effective marketing tactics, including social marketing, as well as any other areas deemed important to the success of the program. Strategic plans shall also include strategies and timelines for effectively reaching target audiences, ideas for targeted outreach, plans for interacting with the media, and strategies for effective internal communications.

As tasked by the EPA, the contractor shall implement new initiatives as well as evaluating and maintaining (when appropriate) existing marketing efforts.

3.3.2 Branding Support

The contractor shall provide support in the maintenance of the WaterSense program brand. Branding activities include positioning, target market research, message development, communications materials mock-up and development, outreach materials, “look and feel” templates, memorandums of understanding between the EPA and outside organizations, etc. Maintaining the brand will require creativity both in terms of graphical presentation and reaching target audience(s). The contractor shall also provide brand monitoring services to record incidences of incorrect label or logo usage. The contractor shall work with the stakeholder to correct or rectify the issue. All incidences shall be tracked in the CRM.

3.3.3 Outreach Materials

The contractor shall develop outreach materials to support the WaterSense mission and the overall strategic marketing and communication plan. This will include a combination of materials to be determined based on the target and focus of the program. These materials should be consistent with the WaterSense brand and designed to reach both general and targeted audiences. The audience for these materials will include external stakeholders, prospective program partners, existing program partners, the general public, and/or internal stakeholders. Materials will include but may not be limited to: web-based materials, e-newsletters, printed brochures, reports, talking points, conference booths and displays, posters or other conference materials, tools for program partners (such as campaign toolkits), articles, Public Service Announcements (PSAs), other media outreach pieces, and other materials and tools deemed necessary to fulfill the goals of the WaterSense program.

3.3.4 Outreach Implementation

In implementing the overall strategic marketing and communications plan (section 3.3.1), the contractor shall provide outreach, marketing, communications, and logistical support. Support shall include planning and coordination with stakeholders, meeting coordination, message development, outreach campaign development and management, creating printed or web-based promotional materials (including creative aspects, customization, etc.), and conducting strategic media outreach.

The contractor shall plan and implement annual consumer marketing campaigns that encourage partner and stakeholder involvement, such as We’re for Water, Your Better Bathroom, Fix a Leak Week, Sprinkler Spruce-Up, and product-focused promotions. Campaign implementation includes: strategic planning, development of partner tools, partner engagement and support, media outreach, and evaluation/lessons learned.

Media outreach shall include identification of appropriate target publications (online, broadcast, print, and new media), development of effective pitches, and placement of articles, posts, and stories. The contractor shall also assist the EPA, when requested, with preparation of responses to media inquiries and requests.

As part of these outreach efforts, the contractor shall develop and maintain a prominent online presence for WaterSense using social media tools such as Facebook and Twitter to increase the impact and reach of WaterSense messaging. The contractor shall remain up-to-date on the latest web and social media/marketing trends and make recommendations to the EPA regarding new outreach platforms and opportunities. These efforts should be undertaken in close coordination with web development and support (3.2.4).

3.3.5 Internal Communications Support

The contractor shall revise, update, and maintain a master list of facts and figures that can be used to explain the program and its impact. The EPA may request changes to the format or organization of these facts and figures, or development of additional information in response to requests from program management.

At the EPA’s request, the contractor shall also provide general media training, as well as focused preparation for specific media inquiries and opportunities.

3.3.6 Tracking and Measurement

The contractor shall perform activities to track, evaluate, and measure the success of marketing and outreach efforts, such as article placements, logo-use tracking, PSA tracking, website coverage, ad values, target audience members reached, and any other measure deemed necessary based on the strategies developed by the contractor (3.3.1) or the EPA.

The contractor shall develop both internal and external program accomplishments reports for activities occurring each calendar year. The external report shall use a combination of images and graphics to communicate program activities and accomplishments to stakeholders and the general public. The internal report shall serve as a historical record of major program activities and accomplishments each calendar year.

3.3.7 Other Marketing Support

In addition to the activities outlined above, various other marketing and communications tasks are likely to be required of the contractor. These may arise from opportunities that present themselves due to changing markets, recruiting or account management, or future changes in program direction. The contractor shall provide expert marketing and communications support for additional activities not outlined above, as needed to support the program.

3.4 Support for Water Management, Sustainability, and Resiliency Efforts

Provide support for conservation, management, and resiliency activities carried out by states, local governments, and utilities. Many of these programs have a nexus with activities aimed at ensuring efficient use of water and may be addressed by the WaterSense program. This includes, but is not limited to, water loss control, rate-setting, green infrastructure practices, alternative water sources (e.g., water reuse), and drought planning, response, and recovery. The program also supports efforts to enhance public education on the value of water.

Contractor support and research may include, but is not limited to:

a. Contribution to the development of the strategic direction of agency water management efforts by providing analysis, recommendations, and planning documents.

b. Literature reviews, research and workshop support to provide input to guidance and tool development.

c. Development of tools and guidance to assist water utilities in water management and water reuse programs, including stormwater capture and retention.

d. Development and/or assessment of water use efficiency metrics and benchmarks.

e. Development of tools and guidance to assist water utilities in water loss management programs.

f. Development of tools and guidance to help states and water utilities carry out activities to prepare for, and respond to, drought.

g. Evaluation of how stormwater management strategies, including green infrastructure, can complement and contribute to water efficiency.

h. Identification and development of technological and behavioral approaches that will promote sustainable water management.

i. Development of education, communication, and marketing products to carry out water management and resiliency activities.

j. Coordination on the nexus between water management and quality strategies.

k. Providing regular management reports to track program progress.

3.5 Support for Office of Water Education and Outreach Programs (Small

Business Reservation)

Provide support to EPA in conceptualizing, planning, and implementing Office of Water education and outreach programs that foster the adoption of sustainable and best practices for water, wastewater, and storm water management. Social marketing concepts should be used, and target audiences will include consumers, utilities, and government officials, as well as other stakeholders and stakeholder groups that can foster sustainable decision‐making and practices. Specific areas of support shall include, but are not limited to:

a. The Contractor shall conduct market research and collect information to provide general strategic marketing support for the Water Infrastructure programs. Research may include sources of information for various target audiences; identifying appropriate target audiences, relevant national organizations, and comparable initiatives; and other research deemed important to the success of the program. Additional research may be required to identify relevant tools and software applications while profiling their potential users. Research will support message and strategy development.

b. The Contractor shall develop strategic marketing and communications plans for the overall Water Infrastructure program or its specific programmatic components. In addition, plans may be required for individual tools and practices included within these programs. Plans may include joint partner strategies and timelines for effectively reaching stakeholders, ideas for outreach campaigns, and plans for reaching out to the media, as well as strategies for effective internal and partner communications.

c. The Contractor shall develop materials targeted to external stakeholders, prospective program partners, and internal stakeholders.

These materials may be created in print, web, or video format to be displayed in various capacities to reach the widest audience possible.

These efforts may include the development of Public Service Announcements (PSA), video broadcasts, and online campaigns.

d. The Contractor shall provide planning and logistical support for outreach campaigns. Support will include planning, coordinating with partners and stakeholders, creating printed or web‐based materials to promote the campaigns (including customizing previously prepared materials), developing and implementing media strategies, developing and executing media events, etc. Development of web portals and listservs to ensure the effective delivery of information may also be required. In addition, support for campaigns targeting utilities and specific communities may be required.

e. The Contractor shall provide support for the EPA’s Water Infrastructure websites. The Contractor shall review relevant EPA websites, and provide recommendations to improve the sites.

Improvements may include increasing the user‐friendliness of the sites; ensuring they will be retrieved by common search engines for drinking water, wastewater, storm water, and water resources‐related searches; recommendations for useful links, etc. The goal is to make the sites valuable resources for people looking for information on water, water efficiency, water infrastructure, utility management, etc.

The Contractor shall also develop web pages and materials to be placed on the EPA site. This work will require coordination with EPA personnel, including the Web Coordinator, content coordinator, and others.