Attachment 1 PWS - WEP Circuit Rider Technical Assistance Progrm.pdf

US Department of Agriculture (USDA)

Performance Work Statement Rural Water Circuit Rider Technical Assistance Program

August 2025

Table of Contents General Information

1.0 Background and Purpose

2.0 Definitions

3.0 Technical Requirements or Tasks

4.0 Deliverable / Schedule

5.0 Government Furnished / Contractor Furnished

6.0 Travel

7.0 Contractor’s Key Personnel

8.0 Performance Requirement Measures

9.0 Quality Control

Attachments ATTACHMENT A: Mandatory Training ATTACHMENT B: Similar Systems Data Collection Form

Project Title

RURAL WATER CIRCUIT RIDER TECHNICAL ASSISTANCE PROGRAM

General Information

1.0 Background and Purpose

1.1 Background. Since 1980, the Rural Utilities Service, Water and Environmental Programs

(RUS/WEP or the Government), and its predecessor agencies, under the United States Department of Agriculture (USDA), have provided a nationwide Rural Water Circuit Rider Technical Assistance Program. The program is mandated by Section 306(a)(22)(B) of the Consolidated Farm and Rural Development Act (7 U.S.C. 1926(a)(22)(B)), and its purpose is to protect the Government’s multi-billion-dollar investment in rural water systems across the United States and its Territories of Guam, Puerto Rico, American Samoa, United States Virgin Islands, and the Northern Mariana Islands, and other insular areas of Federated States of Micronesia, Republic of the Marshall Islands, and Republic of Palau.

1.2 Purpose. The program provides a network of expert rural water Circuit Riders located in all 50 states which work one-on-one with eligible rural water systems in major assistance categories described in item 3.3 of this document. Assistance is provided at no cost to the water system.

The program is intended to help rural water systems operate effectively and efficiently and achieve long-term sustainability and compliance with the Safe Drinking Water Act and other requirements. Circuit Riders work onsite with water system officials and operators to assist with troubleshooting issues and finding solutions. The program is operated on a request basis, with systems reaching out to Circuit Riders when assistance is needed. Government staff may request assistance for borrowers or potential applicants. Circuit Riders also perform training as requested and reach out to small water systems to make them aware of their services.

1.3 Scope. The Government requires a Contractor to carry out and oversee a nationwide rural water circuit rider technical assistance program to provide technical assistance to eligible water systems. Eligible systems are not required to have financing from the Government to receive the technical assistance but must meet the definition set forth in 2.0 of this document. The Contractor will provide rural water Circuit Riders, employed full-time to perform in the United States as detailed in Table 1 below. Circuit Riders must be willing to travel extensively within their assigned jurisdiction, including overnight travel, and may be assigned to cross state lines in times of disasters/emergencies (see 3.3.2 of this document). Circuit Riders must be experts in providing onsite technical assistance that assures cost-effective operations and adequate income for water system operation and debt service. Minimum requirements of Circuit Riders are discussed under item 4.2 of this document.

The Government requires Circuit Riders to be distributed nationwide in accordance with Table 1 below. The need for Circuit Riders is determined by the Government’s distribution formula, which includes number of eligible systems (public bodies, nonprofit entities, and Federally recognized Indian tribes) providing water service in rural areas not in a city/town with a population in excess of 10,000 inhabitants, according to the latest decennial census; number of RUS/WEP borrowers;

and geographic land area and ruggedness. However, note that the distribution formula may change slightly and therefore is subject to change any time after award, in accordance with the Government’s need. The Government will notify the contractor of any change to the distribution of the Circuit Riders.

Table 1: Identified Circuit Riders by State

State Total

CRs per State

State Total

CRs per State

AK 2 NC 3

AL 3 ND 2

AR 3 NE 3

AZ 3 NH 2

CA 3 NJ 2

CO 3 NM 3

CT 1 NV 2

DE 1 NY 3

*FL 3 OH 3

GA 3 OK 3

**HI 2 OR 3

IA 3 PA 3

ID 3 PR 2

IL 3 RI 1

IN 2 SC 2

KS 3 SD 2

KY 3 TN 3

LA 3 TX 3

MA 2 UT 3

MD 2 VA 3

ME 2 VT 2

MI 3 WA 3

MN 3 WI 3

MO 3 WV 3

MS 3 WY 2

MT 3

Total: 132

*FL includes Virgin Islands **HI includes American Samoa, Guam, Northern Mariana Islands, Marshall Islands, Micronesia, and Palau.

1.4 Non-personal / Non-inherently Governmental. All services associated with this contract are non-personal and non-inherently Governmental in nature.

2.0 Definitions

2.1 Circuit Rider: A full-time person with extensive experience in the maintenance, operation, and management of rural water systems. Each Circuit Rider must possess a minimum of five years’ experience (or less, with justification) in the actual operation and management of a public water supply system and have an understanding of rural and small water system problems and how they may be resolved, as demonstrated through satisfactory work performance with previous employers.

This individual will provide technical assistance and training to rural water system operators, managers, and boards on the proper operation, treatment, compliance, and management of the system. The Circuit Rider is considered an expert in the maintenance, operation, and management of rural water systems.

2.2 Contact: Technical assistance and/or training delivered by a Circuit Rider provided to rural water system operators, managers, and/or boards on the proper operation, treatment, compliance, and management of the system, as further defined in 3.3. Contacts may also include training to/for rural water Circuit Riders as further defined in 3.3.5, and quarterly meetings with RUS/WEP personnel as further defined in 3.3.4.a. Unless further defined in this document, contacts will be for onsite assistance.

2.3 Contracting Officer (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. A CO is the only individual who can legally bind the Government.

2.4 Contracting Officer's Representative (COR): A representative from the requiring activity appointed in writing by the Contracting Officer to perform surveillance and to act as liaison to the Contractor. This individual has authority to provide technical direction to the Contractor if that direction is within the scope of the contract, does not constitute a change, and has no funding implications or impact to the period of performance. This individual does NOT have authority to change the terms and conditions of the contract.

2.5 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.6 Defective Service: A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.7 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.8 Eligible System: Public bodies, nonprofit entities, and Federally recognized Indian tribes with legal authority to provide drinking water service in rural areas not in a city/town with a service area population in excess of 10,000 inhabitants, according to the latest decennial census. System is not required to be a RUS/WEP borrower to be eligible to receive assistance under this contract. Existing RUS/WEP borrowers with an outstanding loan are eligible systems, even if the service area population has grown beyond 10,000.

2.9 Key Personnel: Required to be used in the performance of a contract by the Performance Work Statement.

2.10 Onsite Technical Assistance: Technical assistance delivered at the water system’s place of business, place of operation, or place where the assistance delivered benefits a rural water system.

This can include places where meetings or formal training is held but does not include the Circuit Rider’s office or home.

2.11 Quality Assurance: The Government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.12 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the Government’s surveillance methodology to be used for surveillance of Contractor performance.

2.13 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements.

2.14 State: Each of the 50 States of the United States of America, as well as the U.S. territories of American Samoa, Guam, Northern Mariana Islands, Puerto Rico and the U.S. Virgin Islands; and the Freely Associated States of Federated States of Micronesia, the Republic of the Marshall Islands, and the Republic of Palau.

2.15 Subcontractor: One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the subcontractor.

2.16 System: An entity legally organized within a State, as defined in 2.14 above, that provides water for human consumption. A system eligible for assistance under this contract is defined in 2.8 of this document.

2.17 Acronyms:

CLIN Contract Line-Item Number CO Contracting Officer COR Contracting Officer Representative CR Circuit Rider FAR Federal Acquisition Regulation PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan RD Rural Development RUS Rural Utilities Service SAM System for Award Management UEI Unique Entity Identifier US United States USC United States Code USDA United States Department of Agriculture WEP Water and Environmental Programs

Contractor Requirements

3.0 Technical Requirements or Tasks

3.1 The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform the services as described and defined in this PWS.

3.2 Order of Precedence. In the event of inconsistencies between the Contractor’s proposal and PWS, the required work specified in this PWS will take precedence over the Contractor’s proposal.

3.3 Performance Objectives. The primary objective of the Circuit Rider program is to obtain contractor support to work alongside the rural water system officials and operators to show them how to solve their problems. The water system personnel must participate in the corrective actions taken.

Assistance may be in the form of onsite informal technical assistance or formal training provided to the rural system. The program is operated on a request basis, with rural water systems reaching out to Circuit Riders when assistance is needed. The Government may also request assistance for borrowers or potential applicants as needed.

Technical assistance will be provided to eligible systems in the following categories, to be carried out by Circuit Riders through contacts as defined in 3.3.1 of this document. Technical assistance categories for the Circuit Rider program are identified by the Government as critical areas of knowledge for effective operation and management of rural water systems. For each of the identified technical assistance categories below for the Circuit Rider program, the contractor is expected to provide assistance as need is identified through a system’s direct request or Government request.

The bullets listed for each category are examples of types of assistance that might be associated under that category; assistance categories below include (but are not limited to):

• Category - Board Training:

o Management/Finance o Loans and Applications o Long Range Planning o Board Development o Capital Improvement Planning o Policies and Procedures

• Category - Management/Finance:

o Policies & Procedures o Rate Structure/Budgets o Financial, Operational, and Regulatory Sustainability o Loans & Grants o Public Relations o Public Education

• Category - Operation/ Maintenance/Asset Management:

o Pumps & Motors o Distribution o Supply (wells, surface water, etc.)

o Pigging (Cleaning) Lines o Hydrants o Tanks o Leak Detection o Meters o Water Audits o Conservation o Education/Operator Certification Training o Asset Management Planning

• Category - Water Treatment:

o Filters/Filtration o Pretreatment o Disinfection o Coagulation/Flocculation o Corrosion Control o Detention Time o Laboratory Analysis

• Category - Regulatory Compliance:

o Safe Drinking Water Act o Maximum Contaminant Level Violation o Bacterial sampling o Maximum Contaminant Level Sampling/Monitoring o Sanitary Survey o Public Notice o Cross Connections o Source Protection o Treatment Process o Chlorination

• Category – Facility Security:

o Risk and Resilience Assessment o Emergency Response Planning o Security Liaison o Incident Response

• Category - Loan Application and Reporting:

o Unique Entity Identifier (UEI) Registration o System for Award Management (SAM) Registration or Related Assistance o Application Assistance o Follow up Assistance o Liaison with Agency o Income Survey o Recipient Reporting

• Category - Disaster Assistance o Rapid Onsite Assessment o Identification of Problems and Steps for Resolution o Other Activities as Identified by the Government

• Category – Cybersecurity:

o Assessments of Water System Cybersecurity Health o Planning and Implementing Solutions o Training Water System Personnel and Leadership

The Contractor shall provide services within these categories as follows.

3.3.1 Performance Objective 1 – CONTACTS

3.3.1.a The Contractor must arrange for each Circuit Rider to accomplish a minimum number of contacts per month for each assigned state and Puerto Rico to meet the performance requirements.

For all states except Hawaii and Alaska, the minimum is 36 contacts monthly. For Hawaii and Alaska, the minimum is 27 contacts monthly. For months when vacations, weather, or illness may prevent the contacts from being made, the Circuit Rider may use a rolling average for the three-month period of the current reporting month and the previous two months of the contract year to meet the minimum performance standards.

3.3.1.b Number of Contacts Determination:

• Contacts of 1 hour up to 2 hours will count as one contact

• Contacts of more than 2 hours up to 5 hours will count as 2 contacts

• Contacts of more than 5 hours per day will count as 3 contacts

• Contacts of any kind lasting less than 1 hour will not be counted.

• Contacts are limited to a maximum of 6 per day.

3.3.1.c A minimum of 10 percent of the contacts, averaged on a quarterly basis, must be provided to communities with population of 2,500 or below or with the lowest incomes, emphasizing areas in persistent poverty counties, or to Territories and other insular areas covered under this PWS in 1.1.

This information will be included and identified in the Quarterly Technical Report, described in item

4.5.7 of this document.

3.3.1.d A minimum of 10 percent of the contacts, averaged on a quarterly basis, must be for financial, operational, and regulatory sustainability management. This information will be included and identified in the Quarterly Technical Report, described in item 4.5.7 of this document.

3.3.1.e A minimum of 10 percent of the contacts, averaged on a quarterly basis, must be for assistance provided to systems not visited in the last 6 months. This information will be included and identified in the Quarterly Technical Report, described in item 4.5.7 of this document.

3.3.2 Performance Objective 2 – DISASTER RESPONSE

Contractor must arrange for Circuit Riders to respond to natural disasters and emergencies in the regular line of duty. Circuit Riders may cross state lines or be asked to cross state lines upon prior approval from the Contracting Officer’s Representative when extenuating circumstances occur.

Special appropriations may become available as determined necessary by the Government for response to natural disasters and emergencies requiring significantly more onsite assistance then regular line of duty. If Contractor does not meet the minimum performance standards or three-month rolling average due to the Circuit Rider being deployed for disaster assistance outside his or her service area under this Performance Objective, the reduced payment as described in items 2 and 3 of Table 4 may be waived and full payment made if specific documentation of the special assistance is submitted with the Monthly Technical Log Report.

If additional staffing is needed by the Government to address a special appropriation, the Contractor will be expected to onboard the new Circuit Riders, in accordance with CLINs 0004, 1004, 2004, 3004, and/or 4004, within 30 calendar days of issuance of the modification. The deployment and assigned area of responsibility of new staff will be identified in the resulting modification, complying with any special appropriation rules.

3.3.3 Performance Objective 3 – DATA COLLECTION

Contractor must arrange for Circuit Riders to collect data related to the operations of water and wastewater systems (systems) during technical assistance contacts carried out under the contract.

Data collected (as further defined in Attachment B “Similar System Data Collection Form”) will be compiled into a sortable Microsoft Office Excel spreadsheet in a format to be approved by the Contracting Officer’s Representative. Data collected must be comprehensive for each individual system and must include (at a minimum): entity name, state, median household income of service area, fiscal year of data collected, source, treatment type, collection and/or distribution type, date of last major rehabilitation, total number of users, total gallons water sold/ sewer treated, number of residential users, residential gallons water sold/ sewer treated, annual operating revenues, and wholesale data if applicable. The data to be collected will be used internally by the Government to assist with underwriting RUS/WEP direct loans, grants, and guaranteed loans and will not be shared beyond the Contractor and the Government. Data will be requested of each system receiving technical assistance under this contract, but technical assistance is not conditional upon the system providing the data.

Data collected will be reported to the Government as described in 4.5.8 below.

3.3.4 Performance Objective 4 - OUTREACH

3.3.4.a The Contractor must arrange for each Circuit Rider to maintain at least quarterly formal project status update communication with RUS/WEP State Office personnel. Quarterly communication should be held in person unless extenuating circumstances prevent doing so and will be included in the Monthly Technical Log Report under 4.5.4 of this document.

3.3.4.b The Contractor must notify all known eligible systems by written letter of the services available under the contract within the first 60 calendar days of the contract in the base year and each option year. The letter will outline the technical assistance services offered, how to make a request for assistance, and a point of contact for the Contractor. A draft of the letter must be submitted to the Contracting Officer’s Representative for review and approval within 30 calendar days of the beginning of the base year and each option year. The Contractor will provide a report of the systems contacted in accordance with 4.5.1 of this document.

3.3.4.c The Contractor must notify new eligible water system entities by written letter of the services available under the contract within 30 calendar days of becoming aware of their creation, using the draft letter approved under 3.3.4.b. The Contractor will provide a report of the systems contacted in accordance with 4.5.2 of this document.

3.3.5 Performance Objective 5 - TRAINING

The Contractor must maintain Circuit Riders’ current skills and knowledge of the rural water industry as spelled out in Attachment A, Mandatory Training. The following training is required:

3.3.5.a Annual Training. The Contractor must provide a minimum of 20 hours of annual training to all Circuit Riders. An outline of the training agenda will be presented to the Contracting Officer’s Representative for concurrence at least 30 calendar days prior to the training. Other training and or conferences may be substituted for this training with the prior approval of the Contracting Officer’s Representative. Contacts will be awarded based on the formula described in item 3.3.1.b. of this document. For example, for the annual 2 ½ day training event, Circuit Riders can claim 3 contacts for each full day of training and 2 contacts for the ½ day of training. The Contractor will provide a report of the annual training event in accordance with 4.5.3 of this document.

3.3.5.b New Hire Training. The Contractor must provide a minimum of 20 hours of training to newly hired Circuit Riders within 30 calendar days of hire. Contacts will be awarded based on the formula described in item 3.3.1.b. of this document. The Contractor will provide a report of the new hire training in accordance with 4.5.9 of this document.

4.0 Deliverable / Schedule

4.1 Period of Performance. A contract awarded under this Solicitation will consist of a base 12-month period with four (4) additional 12-month option periods. The base period will begin on the date of contract award (anticipated 1 May 2026) and continue for 12 months. The option periods may be exercised at the discretion of the Government and are not guaranteed.

Base Year 05/01/2026-04/30/2027 Option Year 1 05/01/2027-04/30/2028 Option Year 2 05/01/2028-04/30/2029 Option Year 3 05/01/2029-04/30/2030 Option Year 4 05/01/2030-04/30/2031

4.2 Performance of Services. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all requirements defined within this PWS. Work hours will be established by the Contractor for each Circuit Rider.

Holidays and vacation allowances are authorized at the discretion of the Contractor.

The methodology for hiring Circuit Riders is at the discretion of the Contractor, but the Contractor must maintain stability, competency, consistency, and continuity of the program nationwide.

At a minimum, the Contractor must provide Circuit Riders with recent (within last two years) demonstrated knowledge and experience as follows:

• Minimum employment experience of five (5) years in working for, operating, maintaining, and/or managing a rural/community water system. Years of experience may be waived as determined by the hiring official for exceptional candidates, but type of experience may not be waived.

• Comprehensive technical knowledge of rural and small community water system needs and methods of meeting those needs.

• Comprehensive technical knowledge of operating, maintaining, and/or managing a rural community water system.

• Ability to identify, locate, and explain water system problems to water system personnel and decision makers.

• Ability in guiding water system personnel and decision makers in troubleshooting problems and in identifying and implementing solutions.

• Ability to rapidly deploy and provide rapid onsite assessment and solution implementation during emergencies/disasters.

• Understanding of budget/financial conditions of rural water systems.

• Ability to communicate effectively, orally and in writing, with operators, decision makers, regulatory agencies, and other professionals regarding water system maintenance, operation, and management.

• Knowledge and understanding of regulations, monitoring, and reporting requirements related to water system maintenance, operation, and management.

• Ability to communicate the RUS/WEP application processes and servicing requirements to water system personnel and decision makers.

4.3 Other than Onsite Assistance. The intent of the Circuit Rider program is to work alongside the communities to help them solve problems, with their involvement. Thus assistance is intended to be provided onsite. The Government will permit Circuit Riders to provide other than onsite assistance in support of this requirement, only within the parameters below.

a) When providing webinar/online training to water system personnel, for which participants earn continuing education units for maintaining operator certification.

b) In isolated, unusual circumstances, exceptions may be granted on an individual basis by the Contracting Officer’s Representative when prior approval is requested by the Contractor’s Contract Manager.

c) Within the parameters above, the maximum number of other than onsite contacts per Circuit Rider is 2 per month.

d) Other than onsite assistance will be reported monthly and quarterly in the Technical Assistance Log Report required in 4.5.4 and 4.5.7.

4.4 Recognized Holidays. The following are recognized United States (US) holidays, as designated in 5 U.S.C. 6103(a). The Contractor shall direct work at its discretion on these holidays. In the event of disasters/emergencies, see section 3.3.2 of this document.

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday Memorial Day Juneteenth National Independence Day

Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

4.5 Deliverables. The Contractor must provide the key deliverables described in this section. All deliverables will be submitted via email to the Contracting Officer’s Representative. The COR will also approve the document type and formatting of the deliverable.

Table 2: Key Deliverables and Schedule

Recurring deliverables within the contract period:

Item PWS Ref

Deliverable Due Date

4.5.1 Report of Letters to Eligible

Systems

Within 90 calendar days of the effective date of the contract base year and each option year

2 4.5.2 Report of Letters to New Entities

With Monthly Technical Log Report, by the 10th of each month or with monthly invoice, whichever is sooner

3 4.5.3 Report of Annual Training With monthly invoice following the training event

4 4.5.4 Monthly Technical Log Report

By the 10th of each month or with monthly invoice, whichever is sooner

5 4.5.5 Monthly Significant Contact Technical Report

By the 10th of each month or with monthly invoice, whichever is sooner

6 4.5.6 Monthly Quality Control Report

By the 10th of each month or with monthly invoice, whichever is sooner

7 4.5.7 Quarterly Technical Report Within 45 calendar days after the end of each quarter

8 4.5.8 Water and Wastewater Systems Operational Data Report

By the 10th of each month or with monthly invoice

9 4.5.9 Monthly Circuit Rider Vacancy and Hiring Report

By the 10th of each month or with monthly invoice, whichever is sooner

4.5.10

Quality Control Plan (QCP)

See RFP Instructions; QCP updated by CTR as required upon changes to PWS, QASP, or as directed by CO.

Deliverable details:

4.5.1 Report of Letters to Eligible Systems. The Contractor must provide a report to the Contracting Officer’s Representative, listing the systems and their locations to which the letter was sent under 3.3.4.b. The report is due within 90 calendar days of the effective date of the contract base year and each option year.

4.5.2 Report of Letters to New Entities. The Contractor must provide a report to the Contracting Officer’s Representative, listing the systems and their locations to which a letter was sent under 3.3.4.c. The report must be sent with the Monthly Technical Log Report under 4.5.4 and will include the date the Contractor became aware of the new entity’s existence and the date of the letter.

4.5.3 Report of Annual Training. A report summarizing the annual training conducted, or other approved substitutes, under 3.3.5.a will be submitted to the Contracting Officer’s Representative with the invoice for payment following the training.

4.5.4 Monthly Technical Log Report. For contacts conducted under 3.3, the Contractor must provide a monthly log report identifying the state, date of contact, name of system contacted, name and phone number of people contacted, number of contacts claimed for the assistance, and description of service provided. The report will have the number of contacts totaled by Circuit Rider and by state on each monthly report. The contacts made to special areas as described in 3.3.1.c and 3.3.1.d and 3.3.1.e of this document will be identified.

The report will be submitted to the Contracting Officer’s Representative in sortable format by the 10th of each month or with the monthly invoice for payment, whichever is sooner.

4.5.5 Monthly Significant Contact Technical Report. The Contractor must provide a significant contact narrative report each month for 11 Circuit Riders identified by the Contracting Officer’s Representative on the Monthly Technical Log Report. This report will describe in detail the purpose of the contact, any technical assistance provided during the reporting period, an estimate of the dollar savings to the system as a result of the assistance and generally be one page or less for each contact. The Contracting Officer’s Representative will identify the Circuit Riders for the report by the 1st day of each month, unless a different date is agreed upon by the Contracting Officer’s Representative and Contractor. The report will be submitted to the COR by the 10th of each month or with the monthly invoice for payment, whichever is sooner. The selection of Circuit Riders for each month will be such that one significant contact narrative is submitted for each Circuit Rider annually.

4.5.6 Monthly Quality Control Report. The Contractor must provide a quality control report each month consisting of five (5) contact verifications for each of ten (10) states, to be selected by the Contractor. One month will report ten (10) states and Puerto Rico, a total of eleven (11). In five (5) monthly reports, all 50 states and Puerto Rico will be covered; thus, all states will be reported at least twice annually. The verification will be reported in the format shown in Table 3 below.

Table 3: Contact Quality Control Report

State CR

Name System Name

Assistance Contact Date

System Contact Name

Purpose of Contact

Verification Date

Method of Verification

Assistance Acceptable (Yes / No)

The report will be submitted to the Contracting Officer’s Representative by the 10th of each month or with the monthly invoice for payment, whichever is sooner.

4.5.7 Quarterly Technical Report. The Contractor must provide a Quarterly Technical Report within 45 calendar days after the end of each quarter to the Contracting Officer’s Representative, listing and describing the technical assistance contacts in each of the major categories under item 3.3. Provide a detailed breakout by code, Circuit Rider, and state for each of the subcategories under these major categories, in a sortable spreadsheet format. The report will identify those contacts made to special areas as defined in sections 3.3.1.c and 3.3.1.d and 3.3.1.e. This information will be provided for the current quarter and cumulative year-to-date for each state and national total. The report will also contain a sample narrative contact report from each Circuit Rider submitting a significant contact report under section 4.5.5 during the quarter, in a format and manner to be determined by the Contracting Officer’s Representative and Contractor. The sample contact report should address the contact which is most unique or most productive and will be different from the one submitted with the monthly report.

4.5.8 Water and Wastewater Systems Operational Data Report. The compiled, sortable Microsoft Office Excel report of the operational data collected under item 3.3.3 will be submitted to the Contracting Officer’s Representative by the 10th of each month or with the monthly invoice for payment, whichever is sooner.

4.5.9 Monthly Circuit Rider Vacancy and Hiring Report. The Contractor will submit a monthly report of Circuit Rider vacancies for the previous month. The report will include, at a minimum, the state where the vacancy occurs, vacant Circuit Rider number (1, 2, etc.), and date of vacancy.

Vacancies remaining open will be reported each month until filled.

For vacancies lasting longer than 60 days, the report must include a summary of efforts taken during the previous month to fill the vacancy. Examples of efforts may include, but are not limited to, advertisements (newspaper, website, social media, etc.), trade shows, flyers, etc. It is expected that the Contractor will take aggressive actions to fill all vacancies.

When vacancies are filled, the Contractor must include in this report the Circuit Rider number, name of new hire, state, date of hire, and date of training (as required in 3.3.5.b of this document), as well as a summary listing of the training topics covered. The report will be submitted to the Contracting Officer’s Representative by the 10th of each month or with the monthly invoice for payment, whichever is sooner.

4.5.10 Quality Control Plan (QCP). The QCP must be submitted to the Contracting Officer’s Representative within ten (10) business days when changes are made. The Contractor must receive the CO’s prior acceptance in writing of any proposed change to its quality control system.

4.5.11 Quality Assurance Surveillance Plan (QASP). The Government will evaluate the Contractor’s performance under this contract in accordance with the QASP. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied and the frequency and methods of surveillance. The Government provided QASP is a “living document” and can change at any time during the life of the contract; therefore, it is not included in this PWS.

However, note that the Government reserves the right to unilaterally edit the QASP at the Government’s discretion. The Contractor will maintain a current copy of the QASP and must update their QCP respectively should the document changes result in a change in the QCP. The CO will provide, upon request a current copy at

4.6 Post Award Conference (Kickoff Meeting) / Periodic Progress Meetings. The Contractor agrees to attend any post award conference convened by the CO. The CO, COR and other Government personnel, as appropriate, may meet periodically with the Contractor to review the contactor’s performance. At these meetings, the CO will apprise the Contractor of how the Government views the Contractor’s performance and the Contractor shall apprise the Government of problems, if any, being experienced. The Contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government. Meetings will likely be held via Microsoft TEAMS or other virtual meeting software approved by the CO. Meetings may be recorded for the contract file. Meeting transcripts may be generated as required by the Government. The Contractor is responsible for drafting the meeting minutes for meetings held between the COR, Program Office, and/or Procurement Management Office as requested by the CO or the COR. Meeting minutes shall be distributed to meeting attendees by the Contractor via email not later than two business days after a meeting concludes.

4.6.1. Phase In / Phase Out (PIPO) Periods: To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the Contractor shall have personnel on board during the 60-day phase in/ phase out periods. During the phase in period, the Contractor shall become familiar with performance requirements to commence full performance of services on the contract start date.

4.7 USDA Visual Identity Guidelines. As applicable, all visual materials intended for release to the public, both electronic and printed, delivered in the performance of this contract, must wholly conform to the current USDA Rural Development Visual Identity Guidelines. Refer to USDA Design and Brand Guidance at the following link for details: https://www.usda.gov/digital-strategy/design-and-brand

4.8 Mandatory training. The Contractor shall complete mandatory training, as applicable, described within Attachment A – Mandatory training. The Contract Manager shall be responsible for ensuring training is conducted and completed in a timely manner and submitting documentation of training to the Contracting Officer’s Representative within the timelines described within Attachment A.

5.0 Government Furnished / Contractor Furnished. The Government will not furnish or make available to the Contractor any Government-owned facilities, equipment, materials, and utilities for use in connection with this contract. The Contractor shall furnish everything required to perform services within this PWS.

6.0 Travel. No separate travel expenses will be paid. All travel costs are included in the unit price for the applicable CLIN.

https://www.usda.gov/digital-strategy/design-and-brand https://www.usda.gov/digital-strategy/design-and-brand

7.0 Contractor’s Key Personnel.

7.1 The Contractor must assign to this contract the following key personnel:

Chief Operations Officer (COO) Chief Financial Officer (CFO) Contract Manager (CM)

In the event that any of the key personnel named in the Contractor’s proposal, as accepted by the Government at award, are unable to perform because of death, illness, resignation from the Contractor’s employ, dissolution of agreement, or other reasons, the Contractor shall submit within 24 hours to the CO/COR, detailed written explanations of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any other information that the CO/COR deems pertinent to approve the substitution. No substitution is to be made without the prior written approval of the CO/COR. No increases in pricing will be allowed when substitutions are authorized by the Government. The resumes must contain the following information regarding their individual education, background, and experience or successful track record with a recent experience (within the past three years of proposal submission) and specific professional or technical accomplishments.

1. A detailed list of positions and the level of involvement that is related to the operation of a rural water circuit rider technical assistance program, or similar water system program.

2. A list of three references who can provide appropriate feedback about the quality of performance and technical capabilities. Include a contact name, company, address, and current telephone number.

3. Position, summary of duties, and years with the Offeror.

4. Each key personnel resume included in the Offeror’s proposal must include the Consent &

Certification to Offeror’s Disclosure – Resume Personal Data described in the resume with proposal submission.

Proposed substitutes should have comparable qualifications to those of the persons being replaced.

The CO will notify the Contractor within 15 calendar days after receipt of all required information of the decision on substitutions.

7.1.1 Chief Operations Officer (COO): The COO ensures human capital resources are effectively utilized, to include ensuring service metrics are met. This position provides input with the Contract Manager and Government into building capacity or capabilities of the program and creating operating plans for carrying out contract requirements. The COO will address issues of any level that cannot be worked out with the Contract Manager. The or COO must demonstrate at least 5 years of experience successfully leading an organization performing the same or similar services related to rural water system technical assistance or direct operation of a rural water system.

7.1.2 Chief Financial Officer (CFO). The CFO will be the Contractor’s contact regarding submission of invoices and payments and will work with the Contracting Officer’s Representative and Contracting Officer as needed to address related questions or issues. The CFO must maintain a current Certified Public Accountant license for the duration of the contract and demonstrate at least 5 years of experience successfully performing the role of CFO for a nationwide organization.

7.1.3 Contract Manager (CM). The contactor shall designate a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the Contractor when the CM is absent, shall be designated in writing to the CO. The CM or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

The CM shall serve as the Contractor’s primary point of contact and shall work through the COR to resolve issues, receive technical instructions, and ensure adequate performance of services. The CM shall ensure that Contractor employees do not perform any services outside the scope of the contract without an official modification issued by the CO. The CM shall ensure Contractor employees understand that services performed outside the scope of the contract are performed wholly at the expense of the Contractor. The CM must demonstrate at least 5 years of experience successfully managing water system technical assistance or similar projects, programs, or contracts.

7.2 Special Certification. A minimum of one Circuit Rider in each state will have a water operator’s certification for that state, within 90 days of the start of the base year of the contract. This requirement will be maintained throughout the contract period, including each option year. The name and Circuit Rider number of the license holders will be maintained by the Contractor and available to the Government upon request.

7.3 Identification of Contractor Employees. Contractor personnel may opt to obtain a government identification badge for use in situations where their contractor status is not obvious to third parties or to identify themselves as such to avoid creating an impression that they are Government employee.

The Contract Manager will contact the Contracting Officer’s Representative in writing to request any such identification. Government identification is not a requirement of the contract, but an option for the Contractor.

7.4 Organizational Conflicts of Interest (OCI). The Contractor and subcontractor personnel performing services under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the CO to avoid or mitigate any such OCI.

The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO. In the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent acquisition requirements which may be affected by the OCI.

8.0 Performance Requirement Measures

Performance Requirements Summary (PRS). The summary chart (Table 4) below lists the contract's primary performance requirements. While some contract requirements may not be listed in the chart below, requirements not appearing on the PRS chart do not negate the Contractor's obligation to perform all requirements as specified in the contract and this PWS. Additionally, the Government reserves all rights and remedies under the provisions and clauses of the contract when performance of any contract requirement, whether listed below, is unacceptable. This PRS includes performance objectives the Government will use to determine Contractor performance and will compare Contractor performance to the Acceptable Quality Level (AQL).

TABLE 4: Performance Requirements Summary

Table Item

Number

Requirement and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Level

Remedy

1 Circuit Riders

1.3 2.1

Quantity Maintain a minimum number of Circuit Riders per State as identified in Table 1

Monthly Circuit Rider Vacancy and Hiring Report

Maximum vacancy rate at time of invoicing of

5.00% of total Circuit Riders shown in Table 1; additional requirements as identified by the

Government

Payment will not be issued for vacant positions.

Payment for partial vacancies will be prorated based on the number of days worked during the month.

A vacancy rate exceeding the acceptable quality level for 4 or more months during a rating period may result in a CPARS rating below Satisfactory.

2 Contacts

3.3.1

Quantity An average of 36 contacts per month per Circuit Rider during the rolling 3-month average (all states and PR, except AK and HI)

Monthly Technical Log

Report

An average of 35 contacts per month per Circuit Rider during the rolling 3-month average

3% deduction from the deficient Circuit Rider’s monthly rate for the first contact below the Acceptable Quality Level, and an additional 3% for every 2 contacts below the

Quality Level

3 Contacts

3.3.1

Quantity An average of 27 contacts per month per Circuit Rider during the rolling 3-month average (AK and HI)

Monthly Technical Log

Report

An average of 26 contacts per month per Circuit Rider during the rolling 3-month average

3% deduction from the deficient Circuit Rider’s monthly rate for the first contact below Acceptable Quality Level, and an additional 3% for every 2 contacts below the

Outreach - Letters to Eligible

3.3.4.b 4.5.1

Time

Quality

Draft to Government for concurrence 30 calendar days after beginning of each contract year

Letter to systems 60 calendar days after beginning of each contract year

Data is free of spelling errors or clerical defects

(could be critical or noncritical)

Thoroughness and accuracy of data;

data is true (critical)

Letters to Eligible

10 business days past the performance standard

100% - no critical defects

No more than 5 noncritical defects

Below Acceptable Quality Level during each 12-month performance period - CPARS Ratings:

No instances = Exceptional First instance = Very Good to Satisfactory Second instance =

Marginal/Unsatisfactory

Table Item

Number

Requirement and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Remedy

5 Outreach - Letters to New Entities

3.3.4.c 4.5.2

30 calendar days after becoming aware of entity’s creation clerical defects

(could be critical or noncritical)

Thoroughness and accuracy of data;

data is true (critical)

Letters to New Entities

100% - No defects

Below Acceptable Quality Level during each 12-month

CPARS – Ratings:

to Satisfactory Second instance =

6 Annual Training

3.3.5.a 4.5.3

Quantity

20 hours of annual training for each

Circuit Rider

Agenda submitted 30 calendar days prior to training

Report of Annual Training

20 hours of annual training for each Circuit

Rider

No payment, per Circuit Rider, for Annual Training below the Acceptable

CPARS rating of

7 New Hire Training

3.3.5.b.

4.5.9

Quantity

20 hours of training within 30 calendar days of Circuit Rider hire

Monthly Circuit Rider Vacancy and Hiring Report

20 hours of training within 40 calendar days of hire

5% deduction from the deficient Circuit Rider’s monthly rate per calendar day past the Acceptable

Quality Level 8 Report of Letters to Eligible

4.5.1

Within 90 calendar days of the effective date of the contract base year and each option year clerical defects

(could be critical or noncritical)

Thoroughness and accuracy of data;

data is true (critical)

Report of Letters to Eligible

100% - No defects

Below Acceptable Quality Level during each 12-month

CPARS – Ratings:

to Satisfactory Second instance =

9.0 Quality Control

9.1 Quality Control (QC). The Contractor shall develop and maintain an effective QC Plan (QCP) to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is how it assures itself that its work complies with the requirements of the contract.

At a minimum, the Contractor shall develop QC procedures that address the areas in the Performance Requirements Summary. After acceptance of the QCP, the Contractor shall obtain the Contracting Officer’s acceptance in writing of any proposed changes to its QCP.

9.2 Quality Assurance (QA). The Government will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

Attachments

Attachment A – Mandatory Training Attachment B – Similar System Data Collection Form

Attachment A: Mandatory Training

USDA Rural Water Circuit Rider Technical Assistance Program Training Plan

Training Brief Description Acceptable Topics Annual The Contractor must provide at least 20 hours of training for each Circuit Rider annually to maintain knowledge and expertise. Other training and or conferences may be a substitute for this training with the prior approval of the Contracting Officer’s Representative.

The Contractor will provide a report of the annual training event in accordance with the Performance Work Statement (PWS).

Any topic related to the rural drinking water industry sector, as determined by the Contractor.

Topics will generally align with the technical assistance categories spelled out in 3.3 of the PWS.

The Government may provide required topics at its discretion.

Training Brief Description Required…