A04_SOW_0001.docx

Water System Assessment for the Bureau of Indian Education Statement of Work (SOW) Background Indian Affairs (IA) has 34 Public Water Systems (PWS) owned and operated by Bureau of Indian Education (BIE) funded schools (see Attachment A – List of Schools). The age and condition of the water source, transmission infrastructure, storage, treatment, wastewater, fire suppression, and system operator experience all play a role in the water system’s compliance with the US Environmental Protection Agency (USEPA) Safe Drinking Water Act (SDWA) and other federal, state, and tribal regulations. As each water system is maintained locally, system issues and information are not always known for central office funding allocation.

Comprehensive water system assessments are critical in helping IA maintain water systems and correct non-compliance issues. These assessments will identify capital expenditure needs, prevent system failures, and identify health and safety risks. One critical health and safety risk for students and occupants is potential exposure to lead sources in drinking water, such as service lines, drinking fountains, faucets, and other fixtures. For this reason, lead and copper sampling are included in these assessments to protect IA employees, stakeholders, school staff, and children from the long-term health effects of lead exposure. In addition, these assessments include an initial analysis for the widely used chemicals Per- and Polyfluoroalkyl Substances (PFAS) to ensure compliance with new regulatory guidance.

Objectives

1. Complete a comprehensive assessment of 34 BIE-owned/controlled water systems (see Attachment A).

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

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

4. For sites that have not already done so, develop and execute a sampling plan for each site. The plan will include, at a minimum, lead and copper sampling to identify lead service lines or other sources of lead, in accordance with the Environmental Protection Agency’s 3Ts Program for lead reduction in schools.

5. Assess whether each site has conducted sampling for PFAS. If none has been conducted, initiated and execute a sampling plan for each site to perform an analysis for PFAS in accordance the Fifth Unregulated Contaminant Monitoring Rule (UCMR 5) and DOI PFAS Memo dated January 28, 2022

6. Prepare an executive summary addressing the critical areas in Table 1 for each system highlighting the deficiencies, priorities, and cost estimates for corrective maintenance or capital projects.

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

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

WQ01 – Drinking Water Source

WQ02 – Transmission/Distribution

WQ03 – Drinking Water Storage

WQ04 – Treatment System

WQ05 – Operations

WQ06 – Wastewater System

WQ07 – Water Fire Suppression and Emergency Response

The information gathered will be submitted via the following deliverables:

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

2. A completion of the BIE critical area templates (WQ01 – 07) provided in Attachment C for each school. This includes providing a rough order of magnitude (ROM) for the deficiencies identified, gathering maps, diagrams, and schematics of each water system, building information, and photos with a description using the photo log template (Attachment D) for each critical area.

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

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

Tasks Task 1 – Information Collection

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

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

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

Task 2 –Site Assessments

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

Task 2.2 In the Attachment C templates, each critical area contains critical elements. Each critical element requires input that includes a description or specification, a condition assessment (if applicable), Maximo priority, corrective action, and Rough Order of Magnitude (ROM) estimate.

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

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

Task 2.2.3 The Maximo Priority shall be used as applicable to identify the urgency based on the Condition Assessment. The Maximo priority numbering system is based on a scale from 1 (indicating an emergency) to 5 (indicating a low priority, no immediate action needed).

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

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

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

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

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

Task 3 – Documentation of Findings

Task 3.1 Combine the data from the Task 1 and Task 2 to develop a complete profile for the site.

Task 3.2 In the profile for each site, include an outlook of the site’s capability and the status of the infrastructure to determine future potential needs and the potential for alternative water sources. Use professional judgment to outline expected service life of the infrastructure, as well as any longevity concerns for the water supply itself. Note the sources of lead identified in the profile along with a rough order of magnitude for cost of elimination/replacement. The contractor will accept comments from the COR and adjust as needed. If a site has several schools served by a single water system, each school will require a separate Attachment C. However, multiple buildings within a school can be covered on one Attachment C.

Task 3.3 Provide an Executive Summary for each water system that includes the observations and recommended actions. The Executive Summary shall refer to the completed critical area templates, photos, photo log template, maps, as-built, etc. as appropriate. As part of the Executive Summary, assign a priority score, such as high, medium, and low. Priority should be based on likelihood of failure and health/safety risks to employees/occupants.

Task 3.4 Collect all information required for entering work orders for the corrective actions identified. This task is required even if the optional task #4 is not pursued, for actual entry of work orders into the Maximo asset management system. The required pieces of information are listed in Task 4. A template spreadsheet will be available upon award of the contract.

Task 3.5 Provide a final summary report after completing all 34 comprehensive assessments for BIE-owned water systems. This summary report will identify common issues/findings noted for the systems, with recommendations for leadership on strategies to improve system management and oversight IA-wide.

Task 3.6 Identify any additional data gathering needs for the site if questions remain after the Phase 2 assessment. For example, if long-term water supply is a concern, identify the detailed hydrological analysis or aquifer capacity study needed to provide the site with feasible alternatives. These complex studies will be not be applicable for every site and are therefore not included in Phase 1. The Contracting Officer will determine if the additional data gathering needs identified can be part of this contract.

Optional Task Task 4 – Maximo Data Entry

Task 4.1. Enter recommended corrective actions into the Maximo Asset Management System or work with the designated Maximo representative to enter the data after the COR has approved the report findings. Corrective actions shall include estimated costs for infrastructure repairs/replacements, location, building number, and other fields required. The required information is listed below. A template spreadsheet will be available upon award of the contract. We anticipate 5-10 work order entries needed per site, requiring approximately 40 work-hours per site (including gathering cost estimates and site information, as needed). This totals approximately 1,360 work-hours for work order entry covering all 34 sites.

List of required information:

1. Site location and number (all start with IE)

2. Work order short description (should begin with water assessment)

3. Long description with details from report

4. Maximo Location ID / building number

5. Work type (deferred maintenance)

6. Attach the report

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

8. Rank (1, 2 or 3)

9. Rough order of magnitude (ROM) cost estimate

10. Estimate of planned labor hours

11. Estimate of planned materials

Minimum Schedule Requirements*

Completion Date

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

30 days after final report for the site -or- 120 days after all final site reports

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

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

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

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

Minimum Deliverable Schedule

Government review

Government to review and provide comments within 1 week of receipt

Government review

Review and provide comments within 1 week of receipt

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

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

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

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

· The lead/copper sampling plans and results shall be in line with EPA’s Guidance Manual 3Ts for Reducing Lead in Drinking Water in Schools and Childcare Facilities: https://www.epa.gov/sites/default/files/2018-09/documents/final_revised_3ts_manual_508.pdf

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

· Safe Drinking Water Act, 40 CFR Part 141

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

· DOI PFAS Memo dated January 28, 2022, which requires “DOI locations that supply on-site drinking water (i.e., not municipal water) and are regulated under the Safe Drinking Water Act (from sources such as wells, springs, surface water) to perform an initial analysis for PFAS by the end of calendar year 2022” In addition, the contractor may use as an outline, the specifications for fire suppression as listed in the National Fire Protection Association (NFPA) documents NFPA 15 and NFPA 25.

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

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

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

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

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

Place of Performance Contractor will be required to visit the schools and associated utilities office, and/or BIE and BIA offices. Most meetings with BIE and BIA representatives should occur via virtual meeting applications to minimize travel requirements. All virtual meetings must be conducted using a virtual platform accessible to all participants. Contractor shall furnish adequate supervision of all on-site work to ensure that work is performed in a satisfactory manner in accordance with this SOW and the QCP.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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