B01 RFP 75H70121R00029 Water Loss Pilot Project.pdf

INDIAN HEALTH SERVICE

DIVISION OF ENGINEERING SERVICES

SOLICITATION: 75H701-21-R-00029

WATER LOSS PILOT PROJECT

for

THE INDIAN HEALTH SERVICE (IHS)

ENVIRONMENTAL HEALTH SUPPORT CENTER (EHSC)

PROPOSAL DUE DATE: Friday, May 21, 2021 at 2:00 P.M. CT or earlier

PROJECT TABLE OF CONTENTS:

Section Taxonomy Section A Standard Form 1449 Section B Schedule of Items Section C Performance Work Statement Section D Packaging and Markings Section E Inspection and Acceptance Section F Deliveries or Performance Section G Contract Administration Data Section H Special Contract Requirements Section I Contract Clauses Section J List of Documents, Exhibits Section K Representations and Certifications Section L Instruction, Conditions and Notices Section M Evaluation Factors for Award *Proposals must set forth full, accurate, and complete information as required by this request for proposal (including attachments). The penalty for making false statements in proposals is prescribed in 18 U.S.C. 1001.

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

75H70121R00029

Nicholas A. Aprea Nicholas.Aprea@ihs.gov (214) 767-5255 200 100

See Block 9

Indian Health Service Office of Finance and Accounting/DF 801 Thompson Avenue, TMP 360 Rockville, MD 20852-1627

Project Solicitation/RFQ: 75H70120R00029 for the:

Water Loss Pilot Project for Indian Health Service's EHSC (Period of Performance is 540 Days from the NTP)

Reference Section B

Offers due 5/21/2020 emailed to Nicholas.Aprea@ihs.gov (See L-1, page 35 for submission requirements.)

541990

$16.5 Million

04/21/2021

05/21/2021

2:00 PM CT

IHS, Division of Engineering Services 1301 Young Street, Suite 840 Dallas, TX 75202-5433

Solicitation Number: 75H701-21-R-00029 Water Loss Pilot Project for IHS EHSC

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1. SCHEDULE OF ITEMS: Offerors are required to provide a total line item break down of all costs including overhead and profit showing how they arrived at the total lump sum proposed price. The Government will use these figures to evaluate contractor’s costs and to ascertain that all factors have been taken into consideration.

SOLICITATION: 75H701-21-R-00029, Water Loss Pilot Project for The Indian Health Service - Environmental Health Support Center (EHSC).

TABLE 1: SCHEDULE OF ITEMS:

CLIN Description QTY Unit Unit Price Total

0001 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide a website for the water loss program and reporting (Task 1) requirements in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 LS $ $

0002 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide Pilot Program Introductory Session (Task 2) in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 LS $ $

0003 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide AWWA M36 Workshop Session (Task 3) in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 LS $ $

0004 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide Coaching (Task 4) in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 LS $ $

0005 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide Lesson Learned and Sharing Session (Task 5) in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 LS $ $

0006 Provide Indian Health Service (IHS) with all supervision, labor, and materials to provide Close Out Training (Task

6) in accordance with requirements of the Performance Work Statement (PWS), or other attachments and notes attached.

1 EA $ $

SUB-TOTAL $

Taxes/Fees $

TOTAL BASE PRICE $

Option

OPTIONAL: Travel for instructors to perform coaching training in accordance with the Federal Travel Regulation- Per SOW Item (Estimated) Travel Not to Exceed (NTE) $25,000.00 (actual costs for all travel will be paid in accordance with the Federal Travel Regulations, and no G&A, overhead, or profit may be applied)

1 NTE $25,000.00 $25,000.00

SUB-TOTAL (to include all taxes/fees) $

TOTAL OPTIONAL ITEM(s) $

TOTAL BASE + OPTION(s) $

B.2 TRAVEL AND PER DIEM

Applicable to CLIN 0007: Approval for incurring travel costs shall be granted by the CO (and COR through delegated authority). Reimbursement costs shall be allowed to the extent that they are reasonable, allocable, and determined to be allowable under FAR 31.205-46. Travel by air will be reimbursed at the actual cost incurred and will not exceed the lowest customary standard coach, or equivalent, fare offered during normal business hours. This Optional CLIN will be exercised at time of award in accordance with

FAR 52.217-7.

Pursuant to FAR 31.205-46(a)(2)(i), travel cost for lodging, meals, and incidental expenses are limited to the maximum per diem rates in effect at the time of travel set forth in the Federal Travel Regulation (FTR). The per diem allowance shall not be allowed when the period of official travel is 10 hours or less during the same calendar day. Travel by privately owned vehicle will be reimbursed at the current GSA approved mileage rate. Overhead and/or profit are not to be applied to travel costs and will not be paid as part of travel cost reimbursement. Current travel policy and per diem rates are available at:

http://www.usa.gov/Federal-Employees/Travel.shtml

IMPORTANT INFORMATION:

Under no circumstances will any oral statements made be binding upon the Government unless such statements or agreements are issued in writing by the Contracting Officer.

Only a warranted Contracting Officer acting within their delegated limits has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the Contracting Officer attempts to make changes to the terms and conditions of this contract, you shall not proceed within the change and shall immediately notify the Contracting Officer.

END OF SECTION

http://www.usa.gov/Federal-Employees/Travel.shtml

SECTION C - PERFORMANCE WORK STATEMENT (PWS)

WATER LOSS PILOT PROJECT

Indian Health Service - Environmental Health Support Center (EHSC) 3 March 2021

1. GENERAL INFORMATION

1.1 Project Overview

The Indian Health Service (IHS) is responsible to provide water, sewer, and solid waste facilities for Native American housing at, adjacent to or near Indian Reservations as authorized by Public Law 86-121.

Community sizes range from 15 to 10,000 people. IHS is authorized to design, construct and improve facilities, acquire lands and right-of-way for sanitation facilities, projects, and transfer complete facilities to Native American Tribal organizations or other public authorities for operation and maintenance. In addition to construction, the IHS also provides technical assistance.

Water losses can account for significant costs for water systems and their customers. Water losses also impact sewer system design and operating capacity when water demands are not well understood, and water leaks and unregulated flows cycle through to the wastewater system.

The purpose of the proposed requirement is to develop the capacity of a pilot group of tribal utilities to implement a water loss auditing and control program based on American Water Works Association (AWWA) M36 tools and methods including the AWWA Free Water Audit Software. The IHS will recruit tribal utilities from the national service area to participate. Final selection of participants will be based on input from the Contractor to ensure that the pilot will provide insight to future implementation of water loss programs.

As part of this pilot program, the Contractor shall support up to eight tribal utilities to develop competencies to initiate a local water loss program and complete water audits using the AWWA Free Water Audit Software. Each tribal utility shall be encouraged to complete a water audit for a minimum of one community water system. Utilities that successfully complete their initial audits before the end of the contract shall be eligible to get assistance to complete a second audit if time allows.

The projected timeframe to provide training and implement the water loss program for all the participating tribal utilities is 12 – 18 months. The projected timeframe does not apply to the requirement to maintain participant website accessibility for a period of five years.

The requirement shall provide participating utilities with:

1. A foundational understanding of AWWA M36 methodology

2. An industry recommended approach to apply AWWA methodology

3. Tools to use data to assess and improve water loss performance at the utility level

4. Informational management approach of the financial capacity loss to the water system

At the end of the pilot program, the Contractor shall ensure that utilities are able to implement the basic level of a water loss program by being able to:

1. Describe the components of a water loss program

2. Determine what data is relevant for the water audit analysis

3. Identify the confidence level of the data

4. Demonstrate utilization of the most current version of the AWWA free water audit software to run their own water loss audits

5. Describe how to use the results from the water audit to improve utility management and identify best-value system investments

The program shall utilize virtual trainings to support the pilot program to include, at a minimum, the following phased approach and components:

1. AWWA M36 Water Audit with Level 1 Validation and Component Analysis Training

• Phase 1: Water loss control program development - includes auditing/validation training and data gathering approach

• Phase 2: Preliminary water audit for each utility - includes a level 1 validation

• Phase 3: Water audit for data consolidation - includes real loss data collection and submission as well as a gap analysis

1.2 Contractor Qualifications

Contractor qualifications shall include:

• a minimum of 5 years’ experience in providing AWWA M36 based water loss program development assistance to water and wastewater utilities. Tribal experience is preferable.

• a minimum of 4 different utility departments (of which at least 2 need to be in in tribal or rural communities serving fewer than 2,500 homes) in which the contractor has provided a water loss program development and support within the last 10 years resulting in water loss program implementation.

• Experience working with grants and/or contracts with Tribal, State, and/or Federal agencies.

Indian Health Service and/or Environmental Protection Agency experience is preferable.

1.3 Contractor Coordinator and Communication Protocols

The contractor is to provide a contract coordinator to serve as the contact person between the Contractor and the IHS. The contract coordinator shall be available for monthly coordination calls with the primary and/or alternate Contracting Officer’s Representative (COR) to discuss upcoming events, successes, and challenges with the items identified in the contract. Calls are estimated to be approximately one hour in duration. Additional coordination calls may occur as required to facilitate trainings or other project management issues.

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

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

Coordination calls are considered incidental to the cost of the contract line items. No separate payment will be made for this work.

1.4 Non-student classroom observers

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

1.5 Coordination with EHSC

The Environmental Health Support Center (EHSC) will be working with IHS offices to recruit tribal utilities. The Contractor shall work with the EHSC to select a combination of tribal utilities to participate in the program including high, moderate, and low functioning utilities.

The list of interested tribes will be provided to the Contractor. The EHSC and Contractor shall schedule discussions and make final selection of the eight tribal utilities once the contract has been awarded. The EHSC will work with the participating tribal utilities to officially register them for the pilot project and individual trainings.

The COR will be a representative from the EHSC and will be designated by a separate letter after contract award.

Class Management

The EHSC will provide the official roster of participating tribal utilities to the contractor as soon as it is available. The EHSC will utilize the www.ihs.gov/ehsc website to post training events, manage rosters, and issue training certificates.

The Contractor will be responsible for providing attendance sheets, participation records, durations of training (including identification of breaks), and student evaluations to the EHSC. Refer to task descriptions for additional paperwork requirements.

2. REQUIREMENTS OVERVIEW

This project includes six discrete tasks that, in combination, support the development and implementation of utility water loss programs for each of the participating tribes. The tasks include

Phase 1: Water loss control program development

1. Task 1 – Website and Reporting

2. Task 2 - Pilot Program Introductory Session – 4 Hours

3. Task 3 - AWWA M36 Workshop Session – 2 Day

Phase 2: Preliminary water audit for each utility & Phase 3: Water audit for data consolidation

4. Task 4 - Coaching

5. Task 5 - Lessons Learned and Sharing Session – 1 Day

6. Task 6 - Task 6: Close Out Training – 4 hours

The ideal contractor has an existing training and support program already developed to provide support to tribal utilities.

The Contractor shall use a virtual training platform that does not require participant user accounts and that is accessible to all participants via a standard web browser. The platform shall support phones, microphones, video, screen sharing, breakout rooms, chats, file sharing, and polls. It shall also support reporting including attendee names, attendance duration, poll results. Acceptable platforms include, but are not limited to, Adobe Connect, Zoom, GoToMeeting, Skype for Business.

The webinars shall be recorded and made accessible to IHS and the participating tribal utility via the project website (see TASK 1) within two weeks of the live training event. In addition, physical webinar recordings with close captioning and transcripts are to be sent to the COR on a thumb drive within 30 days after the conclusion of each event. Video format requirements: MP4 or AVCHD.

Additional requirements for video recordings are as follows:

1. Training videos shall comply with 29 U.S.C. § 794(d), also known as Section 508 compliance, and include close captioning and transcripts http://www.ihs.gov/ehsc

2. Training videos shall be a professional quality with clear sound of sufficient volume to be heard by a standard adult, lighting that allows the objects in the video to be easily seen, and without jerky motions.

For all virtual training classes and workshops, the Contractor shall submit draft course materials to the COR prior to the scheduled training per the task description. Presentation materials shall be professional and follow adult education best practices including minimum font size of 20, minimal text, inclusion of appropriate images, and logical flow. The COR will review and provide comments on the draft materials within two weeks of receipt. The Contractor will review and revise the materials within ten business days of receipt until accepted by the COR.

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

2.1 Requirements

In addition to the tasks identified below, the Contractor shall submit a project timeline for review within 30 days of Notice to Proceed (NTP)that covers the entire pilot project and includes proposed time frames for each task. The timeline shall be posted to the website developed in Task 1 and provided to the tribal utilities to track program implementation progress.

TASK 1: WEBSITE & REPORTING

Website Contractor shall provide a Section 508 compliant (29 U.S.C. § 794(d)) project website for all participating tribes to upload data, view training recordings, view forms and information, and download resources.

Website shall be designed for maximum user efficiency by using text size no smaller than 12, headings with larger text sizes, pictures, and buttons navigating to subpages for different topical areas including, but not limited to:

- Home Page

- Program Phases

- Outcomes

- Resources

- Upload Portal

- Schedule

Additional component requirements for the website:

1. Home Page: Brief summary of the water loss pilot project purpose and navigation description identifying information that can be found on the various site subpages

2. Home Page: Contractor’s contact information including name, address, phone number(s), and email(s)

3. Program Phases: Visual flowchart representation of program phases and written description of each phase

4. Outcomes Subpage: Outcomes of the water loss pilot program (e.g., goals, common themes, findings when available)

5. Resources Subpage: Access to view and download recordings, handouts, and training materials.

Include links to relevant AWWA and EPA websites

6. Resources Subpage: Frequently Asked Questions (FAQs) section

7. Upload Portal Subpage: An upload portal for data collection and verification. Site should allow for drag and drop file functionality and provide confirmation regarding upload success or failure.

8. Upload Portal Subpage: Administrative access to uploaded documents for Contractor and IHS COR. Should include ability for administrators to download and upload files to/from any tribal folder.

9. Schedule Subpage: Project timeline and training schedule

a. Next due date highlighted

b. Timeline updated with progress of each participating tribe

The site shall be available and fully functional (with the exception of the upload portal) for a minimum of one (1) year following the conclusion of the pilot project and the data be able to be downloaded by IHS.

It shall be (and remain) functional on all standard browsers including: Safari, Chrome, Edge, and Firefox.

The Contractor shall submit a mockup of a draft website to the COR within two weeks of Notice to Proceed (NTP). The COR will review the website and provide a list of requested revisions and/or approval. All requested revisions must be complete before the website is available for tribal utilities.

Reporting

This pilot project requires monthly and final reporting.

Monthly Reporting Requirements Submit an activity report to the COR by the 15th of each month for the previous month documenting the following for each tribal utility participating in the pilot program:

1. Contract number and amount

2. Summary of services performed by the contractor for the reporting period

a. Monthly reporting for trainings shall include:

i. Number of hours of performed for each task

ii. sign-in sheet or attendance report from the virtual platform

iii. Login duration for each participant

iv. Summary of poll result or quizzes utilized with the training

b. Monthly reporting for coaching sessions completed shall include:

i. A brief activity summary for each participating tribal utility including purpose, outcomes, action items, and follow-up plan (if applicable)

ii. Names of participants from each tribe

iii. Names of IHS employee participants

3. Progress status for each utility

4. Pictures (as applicable)

a. Training attendees/group activities

b. Coaching sessions

The reports shall be submitted in a PDF or Word format unless otherwise approved by the project engineer. Submit copies of excel spreadsheets if used to generate report tables.

The government will review the report within one week of receipt. If acceptable, the COR will indicate the acceptance of the monthly report. If not acceptable or if clarifications are required, the COR will return the report for corrections. Revisions shall be completed and submitted to the COR within five business days of receipt until acceptance.

Final Reporting Requirements for IHS Submit a final report to the COR 30 days prior to the end of the period of performance that describes the activities and outcomes of the pilot program. At a minimum, the report shall include:

1. Contract number and amount

2. Summary of contract purpose and proposed outcomes

3. Listing of tribal participants and contact information (e.g., phone number, address)

4. Summary of services performed

a. Training descriptions and participation

Scroggins, Jenny (IHS/DES) We can’t ask them of this unless the contract is this long. The longest we can ask would be a year after contract award as this is the typical warranty timeframe.

Email sent to Shari

Aprea, Nicholas (IHS/DES) Saw email and waiting for response from COR

b. Table of coaching hours completed (per tribe)

c. General results/common themes

d. General recommendations provided

5. Lessons learned and recommendations for future water loss program implementations

a. Characteristics of tribal utilities that successfully implemented the program

b. Identification of road blocks, challenges, and other items that hindered program implementation

c. Lessons/Recommendations identified by tribal utilities and IHS support staff

d. Lessons/Recommendations identified by the Contractor

6. Separate Chapters or Sections for each tribal utility with the following information

a. Title page with utility name

b. Listing of tribal participants

c. Summary of coaching services performed by contractor (dates, times, participants, topics covered)

d. Recommended follow-up actions for tribal operators

e. Recommended follow-up plan for utility managers and planners

f. Pictures (as applicable)

g. A summary water audit report for utility managers to review

i. Details of the findings in the report

ii. Details of financial impact

7. Full water audit report for each utility to be included in the appendices

The report shall in a PDF or Word format unless otherwise approved by the project engineer. Submit copies of excel spreadsheets if used to generate report tables.

The COR will request revisions or notify Contractor of report acceptability within two weeks of receipt.

If not acceptable or if clarifications are required, the COR will return the report corrections. Revisions shall be completed and submitted to the COR within five business days until acceptance.

Once the report has been approved, submit a final report electronically in PDF (complete document with all appendices) along with copies of the AWWA audits from each utility in excel format to the COR.

Final Reporting Requirements for Tribal Utilities & Local IHS Personnel After acceptance of the final report developed for IHS, submit a final summary report to each participating tribal utility and the local IHS office.

The tribal utility report shall include:

a. Cover page that includes the tribal utility name and report date

b. Table of contents

c. Contact information for the Contractor

d. Explanation of the water loss program and proposed outcomes

e. All information specified in the individual tribal utility chapter/section above

f. A copy of the utility’s full audit report.

A spiral bound copy of the report shall be submitted each respective utility and local IHS office with an electronic copy in a PDF format unless otherwise approved by the COR. The report cover and back shall be a durable material such as clear and/or colored plastic. Card stock shall not be acceptable.

Performance Standards Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

Website Submit website design at least four weeks

Random inspection Positive: Document past performance report card, prior to release date Website meets PWS requirements Website maintained and updated as needed for duration of project plus one (1) year Downloaded data from website of the website paying particular attention to performance that exceeded the standard

Negative: Document past performance report card, paying particular attention to performance that is below the standard.

Reporting Submit monthly activity reports by the 15th of the following month.

Submit IHS final report 30 days prior to end of the period of performance Provide tribal final reports after acceptance of IHS report

Activity reports Final reports

Positive: Document past paying particular attention to the standard

Negative: Document past paying particular attention to performance that is below the standard.

Negative: 10% or $500 per report, whichever is less will be withheld from each payment until all reports due during the billing period are approved.

Method and Measurement of Payment

Payment for CLIN 0001 will be as follows:

Measurement: Lump Sum Payment billed in monthly or quarterly installment payments to be invoiced at the end of each billing period based on the project timeline. Alternate payment periods may be considered by the COR at the request of the contractor.

Basis of Payment: Includes all labor, materials, supplies, report distribution, website development and maintenance, website fees, and incidentals described in task 1 and the general requirements

TASK 2: PILOT PROGRAM INTRODUCTORY SESSION

Contractor to provide a live four-hour virtual training to introduce the concepts of the water loss program.

Refer to requirements overview above platform requirements.

The water loss introductory course shall include, at a minimum, the following elements:

1. Participant introductions designed to allow cohort to get to know each other and network

2. Basic overview including purpose and concepts of a water loss program

3. Benefits of incorporating a water loss program into their utility (emphasize the WIIFM - What’s in it for me and why should I make this part of my annual operations)

4. Pilot program components (e.g., website, trainings, software gathering data, audit, and resources)

5. Desired outcomes of the water loss program.

Scroggins, Jenny (IHS/DES) Sent email to Shari

Aprea, Nicholas (IHS/DES) Waiting on response from COR

6. Time commitment and timeline of the pilot project; water loss program.

7. Guidance on gathering the correct data for the AWWA M36 water audit program and homework assignment.

Required elements may be adjusted based on recommendations from the vendor and approval from the

COR.

A minimum of one week prior to the training, provide participants with resources from https://www.awwa.org/Resources-Tools/Resource-Topics/Water-Loss-Control including copy of the free water audit software (most current version), example water audit, data grading matrix. Also provide participants with a copy of the AWWA Manual M36 (up to one per tribe), presentation materials, homework assignment, project timeline including dates of future virtual trainings and homework due dates, and links to other referenced resources. Make content available for download during the training event.

Provide 10 additional copies of the AWWA Manual M36 to be distributed to the EHSC (2) and IHS staff supporting the tribes (8).

A minimum of four weeks before the virtual training event, provide training agenda detailing webinar modules and estimated duration, course objectives (should comply with Bloom’s Taxonomy standards), and proposed slide deck/handouts to the COR for the training course for review and comments. The Contractor shall revise course materials based on comments received from the COR or their designee(s) within ten days of receipt.

PERFORMANCE STANDARDS

Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

PILOT

PROGRAM

INTRODUCTORY

SESSION

Submit training materials to the COR a minimum of four weeks prior to the training event for review/comment Submit revised documents within ten days of receipt of comments Provide presentation materials, homework assignment, project timeline, and other handouts to participants a minimum of one week prior to the event

Document review(s) Course content review(s) Random inspection (viewing of webinars) Review of monthly reporting

Positive: Document past performance report card, paying particular attention to paying particular attention to performance that is below the standard.

https://www.awwa.org/Resources-Tools/Resource-Topics/Water-Loss-Control

Method and Measurement of Payment Payment for Pilot Program Introductory virtual training (CLIN 0002) will be as follows:

Measurement: Each training provided Basis of Payment: Includes virtual training platform, close captioning, transcript, course development, revisions, recordings, course handouts, AWWA Manual M36 (18 copies), and all labor, training materials, supplies, and incidentals required to complete the work described in task

TASK 3: AWWA M36 WORKSHOP SESSION

Contractor to provide an equivalent of two days (16 hours) of highly interactive virtual training that focuses on the development and implementation of a water loss program. The training may be spread out in three- or four-hour blocks over several weeks or held for 8 hours per day on consecutive days. The virtual training shall include small group activities, discussions, and mock scenarios that will allow attendees to practice what they have learned.

The training shall include, at a minimum, the following elements:

1. Participant ice-breaker intended to allow attendees to get to know each other better

2. Review of benefits implementing a water loss program and completing regular audits

3. Explanation of Water Research Foundation 4639 methodology for level 1 water audits

4. Introduction and overview of the AWWA free water audit software (most current version)

5. Discussion and handout defining terminology used by the AWWA M36 free audit software

a. Use the definitions tab in the free audit software as part of the discussion

6. Discussion on water balance (e.g., authorized/unauthorized, apparent losses/real losses)

a. Use water balance diagram provided in the free audit software as part of the discussion

7. Demonstration of a water audit with latest AWWA M36 methodology and software

a. Highlight each tab’s purpose and information that is needed

b. Highlight data level of confidence – purpose, meaning, and value of honest feedback

8. Breakouts or exercise time for attendees to use the AWWA free water audit software with over the shoulder support and live review by instruction team

a. Set-aside significant time for this activity to allow users to become familiar with system

9. Discussion of how audit results can be used to improve operations or identify capital improvement projects

10. Review of the project timeline for use by participating tribal utilities to track and report progress water loss program implementation

a. Include review of next steps and homework assignments

11. A pre and post-quiz for knowledge transfer assessment Required elements may be adjusted based on recommendations from the vendor and approval from the

COR.

A minimum of one week prior to the training, resend participants resources from https://www.awwa.org/Resources-Tools/Resource-Topics/Water-Loss-Control including copy of the free water audit software (most current version), example water audit, data grading matrix. Also provide presentation materials, homework assignment, project timeline including dates of future virtual trainings and homework due dates, and links to other referenced resources a minimum of one week prior to the training. Make content available for download during the training event.

A minimum of six weeks before the virtual training event, provide training agenda detailing webinar modules and estimated duration, course objectives (should comply with Bloom’s Taxonomy standards), engagement techniques to be used by instructor to measure participation, and proposed slide deck/handouts to the COR for the training course for review and comments. The Contractor shall revise course materials based on comments received from the COR or their designee(s) within ten days of receipt.

https://www.awwa.org/Resources-Tools/Resource-Topics/Water-Loss-Control

Performance Standards Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

AWWA M36

WORKSHOP

SESSION

Submit training materials to the COR a minimum of six weeks prior to the training event for review/comment Submit revised documents within ten days of receipt of comments Provide presentation materials, homework assignment, project timeline, and other handouts to participants a minimum of one week prior to the event

Document review(s) Course content review(s) Random inspection

(viewing of webinars) Review of monthly reporting

Positive: Document past performance report card, paying particular attention to paying particular attention to

Payment for AWWA M36 Workshop Session (CLIN 0003) will be as follows:

Measurement: Each training provided Basis of Payment: Includes virtual training platform, close captioning, transcript, course development, revisions, reporting, recordings, course handouts, and all labor, training materials, supplies, and incidentals required to complete the work described in task 3

TASK 4: COACHING

Contractor to provide up to an average of 50 hours of one-on-one coaching, process review, and audit review to each of the participating tribal utilities (total estimated hours = 400). The coaching shall occur over the course of the entire duration of the pilot project. In addition to responding to requests from the tribes, the Contractor shall contact the participating tribal utilities to verify their progress on a monthly basis (minimum) starting after Task 3 has been completed.

It is anticipated that coaching will occur primarily via phone and virtual platforms used to share screens and talk face-to-face. Email technical support should be limited and used for such things as documenting conversations, transferring files, and setting-up meeting times. If tribal, state, and/or local policies permit face-to-face coaching, travel shall be permitted if authorized by the COR.

The coaching sessions for each of the tribal utilities shall be based on the needs of the utility and may include the following elements:

1. Providing technical assistance for using the water audit software

2. Advising utilities on how to obtain data or determine level of confidence

3. Completing interim water audit reviews and providing feedback

4. Providing general technical assistance for the water loss pilot project

5. Providing general technical assistance related to project website utilization

Documentation of coaching hours (broken out by tribe) is to be included in the monthly reporting to the COR and included with invoice submissions. Refer to the reporting requirement sections of this document for additional information.

PERFORMANCE STANDARDS

Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

Coaching technical support to enable tribal utilities to successfully implement a water loss program including one full water audit

Submit monthly reports documenting contacts and assistance provided

Random inspection (viewing of webinar support session, listening in phone calls) Monthly reporting paying particular attention to performance that exceeded the standard

Negative: Document past performance report card, paying particular attention to

Payment for coaching (CLIN 0004) will be as follows:

Measurement: Lump Sum Payment billed in monthly or quarterly installment payments to be invoiced at the end of each billing period based on the project timeline. Alternate payment periods may be considered by the COR at the request of the contractor.

Basis of Payment: Includes support platform, phones calls, discussions, emails, document preparation, document reviews, and all labor, training materials, supplies, and incidentals required to complete the work described in task 4. Note that travel, if authorized, will be paid for under

CLIN 0007.

TASK 5: LESSONS LEARNED AND SHARING SESSION

Develop course materials to support the delivery of a one-day equivalent virtual training. This highly interactive course should focus on participants sharing their successes and challenges and serve as a baseline for the final report lessons learned section.

The training shall include, the minimum, the following elements:

With all participants (4 hours)

1. High level review of information taught in the previous training sessions

2. Sharing overall progress of each tribal utility (percentages of tribes that reached various milestones rather than naming tribes)

3. Discussions with the tribal utilities about their experience of gathering data

4. Discussions with tribal utilities on their experiences using the AWWA free water audit tool

5. Discussions on common themes and what the data means

6. Discussions on upgrading old technology for better water loss results

7. If time allows, describe the next levels of the water loss program (e.g., level 2 audits)

With individual tribes (4 hours total in 30-minute sessions with each utility) These sessions can be scheduled separately to accommodate tribal availability. If coaching hours are available, the sessions can be extended to provide additional time for discussions.

1. Review the progress the tribe made in implementing a water loss program in comparison to the timeline

2. Review the utility water audit and discuss key findings

The Contractor can request that all eight hours identified for the training be used for the all participants session rather than including individual breakout sessions. Proposal shall be submitted to the COR at least two months before the proposed training date and include a preliminary agenda.

Required elements may be adjusted based on recommendations from the vendor and approval from the

COR.

A minimum of one week prior to the training, provide utilities with a copy of their water audit (if available.) Also provide presentation materials, homework assignment (if applicable), project timeline including dates of future virtual trainings and homework due dates, and links to other referenced resources a minimum of one week prior to the training. Make non-tribal specific content available for download during the training event.

A minimum of four weeks before the virtual training event, provide training agenda detailing webinar modules and estimated duration, course objectives (should comply with Bloom’s Taxonomy standards), engagement techniques to be used by instructor to measure participation, and proposed slide deck/handouts to the COR for the training course for review and comments. The Contractor shall revise course materials based on comments received from the COR or their designee(s) within ten days of receipt.

PERFORMANCE STANDARDS

Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

LESSONS

LEARNED AND

SHARING

SESSION

Submit monthly reports Submit training materials to the COR a minimum of four weeks prior to the training event for review/comment Submit course documentation to attendees one week prior to the training event.

Document review(s) Course content review(s) Random inspection

(viewing of webinars) paying particular attention to paying particular attention to

Payment for Lessons Learned and Sharing Session (CLIN 0005) will be as follows:

Measurement: Each Basis of Payment: Includes virtual training platform, close captioning, course development (if applicable), revisions, and all labor, training materials, office supplies, and incidentals required to complete the work described in task 5.

TASK 6: CLOSE OUT TRAINING

Contractor to provide a virtual four-hour close out training participants intended to further improve their own water loss program within their tribal utility and develop an action plan. Closeout training shall be scheduled for a date after they receive a copy of their final report or within two weeks of the end of the period of performance unless otherwise approved by the COR.

The training shall include, the minimum, the following elements:

1. Review of the main concepts for tribal utilities to run their own water loss program

2. Recommendations to tribal utilities for next steps in improving their water loss program

3. Discussion on final report that they have received

a. Review the report sections

b. Discuss how it can be used with tribal leadership or others

4. Purpose of action plans and how they can be used with the water loss program

5. Demonstration on producing an action plan using the provided template form

6. Breakout sessions for tribal utilities to review/start developing draft actions plans to continue their water loss program (e.g., put one or more utilities into each breakout room and instructor move between rooms to provide assistance)

7. Overall feedback and encouragement to the tribes to continue the program

Required elements may be adjusted based on recommendations from the vendor and approval from the

COR.

A minimum of one week prior to the training, provide presentation materials (including an action plan template), utility final report, and links to referenced resources. Make non-tribal specific content available for download during the training event.

A minimum of four weeks before the virtual training event, provide training agenda detailing webinar modules and estimated duration, course objectives (should comply with Bloom’s Taxonomy standards), engagement techniques to be used by instructor to measure participation, and proposed slide deck/handouts to the COR for the training course for review and comments. The Contractor shall revise course materials based on comments received from the COR or their designee(s) within ten days of receipt.

PERFORMANCE STANDARDS:

Performance Objective

Performance Standard & Acceptable Quality Level (AQL)

Monitoring Method

Incentive positive/negative

CLOSE OUT

TRAINING

Submit monthly reports Submit training materials to the COR a minimum of four weeks prior to the training event for

Document review(s) Course content review(s) Random inspection

(viewing of webinars)

Positive: Document past performance report card, paying particular attention to review/comment Submit course documentation to attendees one week prior to the training event Submit tribal final report prior to the training paying particular attention to

Payment for Closeout Training (CLIN 0006) will be as follows:

Measurement: Each Basis of Payment: Includes virtual training platform, close captioning, transcript, course development, revisions, reporting, recordings, course handouts, and all labor, training materials, supplies, and incidentals required to complete the work described in Task 6.

Note that the tribal final report is being paid for under CLIN 0001.

3. Travel

3.1 Travel Requirements

Travel is an optional contract item and will be modified into the contract as travel opportunities are identified.

The maximum reimbursement for travel expenses under this contract is based on the various rates published by the General Services Administration (GSA). Links to applicable rates are listed below.

1. Travel expenses are limited to the lowest airfare rates published to reasonably meet project scheduling requirements by advance purchase (to the maximum extent feasible given the individual circumstance) and the published federal rates for meals and incidentals per diem, lodging per diem, mileage reimbursement (where a Contractor employee or official uses their personal or company vehicle for travel to a project site) and car rental requirements.

a. Car rental expenses proposed shall be based on the minimum size vehicle necessary for reasonable comfort of the number of estimated travelers, distance proposed for travel and purpose of the travel. For example, where a single individual is proposed for travel involving a journey of, say, 400 miles roundtrip, a compact sedan would be the appropriate maximum size vehicle. The status of the traveler within the firm has no bearing on the vehicle size or type allowed for contract travel.

b. Federal travel per diem rates are based on the location of the travel destination. Please note that for all days of travel (usually only the first and last day of each trip) the meal and incidentals maximum reimbursement Per Diem is limited to 3/4th (75 percent) of the published daily rate for each location. The Contractor is responsible for using the then-current federal reimbursement rates for travel expenses in each proposal. Maximum federal travel reimbursement rates are updated as changes occur and available for reference at the following URLs:

• Per Diem Rates: http://www.gsa.gov/portal/content/104877

• Mileage Reimbursement Rates: http://www.gsa.gov/portal/content/100715 about:blank about:blank

c. Salary during travel shall be included in the travel contract line item.

d. Travel expenses will be listed separately in the item description on the contract as a “Not to Exceed” amount. Each invoice that includes reimbursable travel must be supported by appropriate receipts with the exception of MI&E.

Payment for Travel (CLIN 0007) will be as follows:

Measurement: Not to Exceed (NTE) Basis of Payment: Includes all expenses related to travel including, but not limited to salary, transportation, parking fees, lodging, meals, and incidentals in accordance with this performance work statement and GSA regulations.

SECTION D - PACKAGING AND MARKING

Not Applicable

SECTION E - INSPECTION AND ACCEPTANCE

E.1. INSPECTION AND ACCEPTANCE

All work under this contract is subject to inspection and final acceptance by the Contracting Officer or the duly authorized representative of the government.

The Government’s Contracting Officer’s Representative (COR) is a duly authorized representative of the government and is responsible for inspection and acceptance of all items to be delivered under this contract.

E.2. ACCEPTANCE CRITERIA

Unless otherwise specified by the COR, the general quality measures, as set forth below, will be applied to each work product received from the Contractor under this contract.

a. Accuracy: Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

b. Clarity: Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

c. Consistency to Requirements: All work products must satisfy the requirements of this statement of work.

d. Timeliness: Work products shall be submitted by the due date specified in this statement of work or submitted in accordance with a later scheduled date determined by the Government.

e. File Editing: All text and diagrammatic files shall be editable by the Government.

f. Format: Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Unless otherwise specified by the COR, hard copy formats shall follow any specified Directives or Manuals.

E.3. APPROVALS BY THE COR

All services delivered to the COR will be deemed to have been accepted 30 calendar days after date of delivery, except as otherwise specified in this contract, if written approval or disapproval has not been given within such period.