Request_for_Information-_Community_Owned_Water_and_or_Wastewater_Support_Services.docx

REQUEST FOR INFORMATION: The United States Department of Agriculture (USDA) Rural Development state office in Dover, Delaware is conducting market research to determine if qualified, experienced, and interested 501c3 organizations exist to provide concentrated support services to rural communities who operate community-owned water and/or wastewater systems.

As community-owned water and/or wastewater systems age, some communities are in need of financial stewardship and technical support to maintain and operate these community systems. Additional concentrated support services to assist these communities, who are often rural, un-incorporated, and under-served, with meeting and maintaining environmental regulation compliance may need to be provided. Preventing system failures stops community-owned wastewater systems from becoming sources of nonpoint pollution for Delaware watersheds and protects community housing stock from being condemned as a result of a system failure. Respondents to this Request for Information should be interested and capable of supporting communities in this type of situation through general advisement, technical expertise regarding water and/or wastewater system operation, maintenance, and capital improvements, community capacity development regarding the responsibilities of private water and/or wastewater system ownership, and potential ownership of their community-owned water and/or wastewater system infrastructure.

The information requested by this Request for Information will be used within a working group to help facilitate understanding of the current market of interested 501c3 organizations capable of providing such concentrated support services. Responses to this notice may be viewed by USDA Rural Development staff and staff of organizational partners participating in said working group. Such information will be evaluated solely for the purpose of determining whether or not a not-for-profit exists that has the interest, capacity, and ties to the community necessary to provide such concentrated support services. Oral communications ARE NOT acceptable in response to this notice. Interested organizations may submit their interest, capabilities, and qualifications to provide the support services as described in writing to the identified point of contact no later than 4:00 PM (EST) on Friday, April 29, 2016. Responses shall include a Cover Letter, a Capability Brief showcasing the organization’s past experience or current ability to provide the services as described, and a Designated Point of Contact in case clarifying information is needed (including their phone number and e-mail address). Please use “Attachment 1 – Request for Information Submission Guidelines” to guide the construction of any and all submissions.

Please note: This is NOT a Request for Proposal (RFP). USDA Rural Development will NOT be responsible for any costs incurred by interested parties in responding to this Request for Information.

SUBMISSION INSTRUCTIONS: Please submit a Cover Letter, a Capability Brief showcasing the organization’s past experience or current ability to provide the same or similar services as described, and a Designated Point of Contact in case clarifying information is needed (including their phone number and e-mail address) in one electronic, PDF copy (7 page limit including Cover Letter but excluding Appendices) by no later than 4:00pm (EST) on Friday, April 29, 2016 to Shannon Reed (shannon.reed1@de.usda.gov). Please use “Attachment 1 – Request for Information Submission Guidelines” to guide the construction of any and all submissions. For questions regarding this Request for information, contact: Shannon Reed (shannon.reed1@de.usda.gov).

Attachment 1 – Request for Information Submission Guidelines

Attachment 1 – Request for Information Submission Guidelines

REQUEST FOR INFORMATION BACKGROUND: The United States Department of Agriculture (USDA) Rural Development state office in Dover, Delaware is conducting market research to determine if qualified, experienced, and interested 501c3 organizations exist to provide concentrated support services to rural communities who operate community-owned water and/or wastewater systems. As community-owned water and/or wastewater systems age, some communities are in need of financial stewardship and technical support to maintain and operate these community systems. Additional concentrated support services to assist these communities, who are often rural, un-incorporated, and under-served, with meeting and maintaining environmental regulation compliance may need to be provided.

HOW TO SUBMIT: Please submit a Cover Letter, a Capability Brief showcasing the organization’s past experience or current ability to provide the same or similar services as described, and a Designated Point of Contact in case clarifying information is needed (including their phone number and e-mail address) in one electronic, PDF copy (7 page limit including Cover Letter but excluding Appendices) by no later than 4:00pm (EST) on Friday, April 29, 2016 to Shannon Reed (shannon.reed1@de.usda.gov). Please use the following instructions to guide the construction of any and all submissions:

COVER LETTER INSTRUCTIONS: Please write a Cover Letter (2 pages maximum) explaining why your organization is interested in providing such specific support services to communities in need of financial stewardship and technical support to maintain and operate their community-owned water and/or wastewater systems.

Please include the following information in your Cover Letter:

1. Organization’s Name, Official Address, Phone Number, E-mail address, and Website Address

2. Designated Point of Contact in case clarifying information is needed (including their telephone number and e-mail address)

3. As Appendices to your overall Request for Information submission, please include:

· proof of organizational 501c3 status

· And IF your organization is governed by a Board of Directors, please submit a list of all members of the Board of Directors, their names, their titles (if applicable), and their accompanying biographies

CAPABILITY BRIEF INSTRUCTIONS: Please answer the following questions in a Capability Brief (5 pages maximum) showcasing the ability of your organization to provide the support services described. Responses may be in long narrative form, short answer form, or merely bullet points. Whatever the form, responses should be written concisely and clearly demonstrate the various aspects of the organization’s ability to provide support services to communities in need of financial stewardship and technical support to maintain and operate their community-owned water and/or wastewater systems.

Organizational Structure:

1) Detail the staff currently in place that would make providing these types of services possible.

2) Describe what type of governance structure your organization would use to represent the voices of individuals and/or communities accessing support services in organizational governance decisions, especially decisions affecting customer rates.

Technical Capacity:

3) Explain your organization’s history and experience with operating water and/or wastewater systems. Be sure to highlight the organization’s capacity to provide technical services (such as operation and maintenance) and capital improvements.

a. Think about showcasing the following in your response: Capability to undertake required capital improvements; Experience implementing water and/or wastewater rates that meet state standards while providing for appropriate system maintenance and improvement in the event of noncompliance.

4) Explain your organization’s history and experience with winning and administering contracts and/or grants from local, state, and/or Federal governments, as well as, from private foundations.

a. Think about showcasing the following in your response: Experience complying with EPA and DNREC regulations; Ability to comply with all applicable laws, regulations, ordinances, and court orders.

Ties to Delaware:

5) Explain your organization’s ties to Delaware communities and their future success.

6) Describe your organization’s experience supporting and empowering under resourced communities.

7) Explain how your organization will keep the well-being of citizens and their communities as the main objective in the face of challenging and complex situations, especially regarding issues of system noncompliance, risky financing, or customer non-payment?

a. Think about showcasing the following in your response: Experience providing adequate remedies for communities in order to protect its residents and all other customers’ access to water and/or wastewater services.

Long Term Sustainability:

8) Describe your organization’s ability to provide these types of services for an extended period of time (10 years, 20 years, or even 30 years). Does providing these types of services fit into your organization’s long term plans?

Financial Capability:

9) Describe your organization’s financial capability (such as processing & managing customer payments for services rendered, the organization’s ability to take on debt, etc.) that would make providing such support services and financial stewardship possible.

SUBMISSION INSTRUCTIONS: Please submit a Cover Letter, a Capability Brief showcasing the organization’s past experience or current ability to provide the services as described, and a Designated Point of Contact in case clarifying information is needed (including their phone number and e-mail address) in one electronic, PDF copy (7 page limit including Cover Letter but excluding Appendices) by no later than 4:00pm (EST) on Friday, April 29, 2016 to Shannon Reed (shannon.reed1@de.usda.gov). For questions regarding this Request for information, contact: Shannon Reed (shannon.reed1@de.usda.gov).