J-1 PERFORMANCE WORK STATEMENT with J-1A J-1B J-1C - CIRCUIT RIDER.pdf

ATTACHMENT J-1 PERFORMANCE WORK STATEMENT (PWS)

with Attachments J-1A/J-1B/J-1C Solicitation 12SAD120R0012

SECTION C: DESCRIPTION / SPECIFICATIONS

RURAL WATER CIRCUIT RIDER TECHNICAL ASSISTANCE PROGRAM

PERFORMANCE WORK STATEMENT (PWS)

C.1 GENERAL REQUIREMENTS

C.1.1 Purpose

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.

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 eight major assistance categories described in item C.7.a. of this document. 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 on-site 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. Circuit Riders also perform training as requested and reach out to small water systems to make them aware of their services.

C.1.2 Constraints

As identified by local and federal governments, the services identified herein under this PWS will adhere to the rules, regulations, laws, standards, conventions, and executive declarations during national emergencies.

C.1.3 Scope

The Government requires a Contractor to carry out and oversee a nationwide rural circuit rider technical assistance program to provide technical assistance to eligible water systems. Circuit Riders are a professional service and exempt from the Service Contract Fair Labor Standard Statute. Eligible systems are not required to have financing from the Government to receive the technical assistance but must meet the minimum performance requirements set forth in Table 4 (Performance Requirements Summary Chart) of this document. The Contractor will provide rural water Circuit Riders, employed full-time to be able 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 C.7.c. of this document). Circuit Riders must be experts in providing on-site 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 C.2. of this document.

The Government requires Circuit Riders to be distributed nationwide in accordance with the table below. The need for Circuit Riders is determined by the Government’s distribution formula, which, 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. However, note that the distribution formula may change slightly and therefore is subject to change any time after award. The Government will notify the contractor of any change to the distribution of the Circuit Riders.

Table 1: Identified Current Circuit Riders by State

State Authorized

Number of CRs

State Authorized Number of CRs

AK 2 MT 3

AL 3 NC 3

AR 3 ND 2

AZ 2 NE 3

CA 3 NH 2

CT/RI 1 NJ 2

CO 3 NM 3

DE 2 NV 2

FL (includes Virgin Islands)

3 NY 3

GA 3 OH 3

HI (includes American Samoa, Guam and Northern Mariana Islands)

2 OK 3

IA 2 OR 3

ID 3 PA 2

IL 3 SC 3

IN 3 SD 3

KS 3 TN 3

KY 3 TX 3

LA 3 UT 2

MA 3 VA 3

MD 2 VT 2

ME 2 WA 3

MI 3 WI 3

MN 3 WV 3

MO 3 WY 2

MS 3 PR 2

Total: 132

C.2 CAPABILITIES AND QUALIFICATIONS

C.2.a. Contractor Capabilities

C.2.b. Circuit Riders

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 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 on-site 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.

C.3 ESSENTIAL WORKERS

C.3.a During emergencies or natural disasters, Circuit Riders are deemed “essential workers,” and therefore the Contractor must be able to deploy, at a minimum, the amount described in Table 1 above readily available.

C.4 DEFINITIONS – CONTRACTUAL AND TECHNICAL

As used throughout this contract, the following terms will have the meaning set forth below.

C.4.a. 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 C.7.b. Contacts may also include training to/for rural water Circuit Riders as further defined in C.9.

C.4.b. 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.

C.4.c. Contracting Officer. A person designated by the Government with the authority to enter into, administer, and terminate contracts and make related determinations and findings.

C.4.d. Contracting Officer’s Representative (COR). A person(s) designated by the Contracting Officer to be his/her authorized representative for a specific contract. One such person must serve as RUS/WEP’s principal point of contact with the Contractor and will be identified by name in the contract.

C.4.e. Eligible System. Public bodies, nonprofit entities, and Federally recognized Indian tribes providing drinking 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.

C.4.f. On-site Technical Assistance. Technical assistance delivered at the water system’s place of business, place of operation, or other place where the assistance delivered is benefiting a rural water system.

C.4.g. Quality Control. Monitoring undertaken by the Contractor to ensure the contract services are being carried out in accordance with the contract requirements and PWS.

C.4.h. State. Each of the 50 States of the United States of America and five U.S. territories (American Samoa, Guam, Northern Mariana Islands, Puerto Rico, and the U.S. Virgin Islands).

C.4.i. System. An entity legally organized within a State or five U.S. territories, as defined in C.4.h. above, that provides water for human consumption.

C.5 GOVERNMENT FURNISHED PROPERTY, MATERIALS AND SERVICES

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.

C.6 CONTRACTOR FURNISHED ITEMS

The Contractor must provide all facilities, equipment, materials, and services to perform the requirements of this contract.

C.7 PERFORMANCE OBJECTIVES (Technical Assistance)

C.7.a. General Requirements:

The primary objective of the Circuit Rider program is to obtain contractor support to work alongside the rural system officials and operators to show them how to solve their problems.

The water system personnel must participate in the corrective actions taken during the visit.

Assistance may be in the form of on-site 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.

Technical assistance will be provided to eligible systems in the following eight categories, to be carried out by Circuit Riders through contacts as defined in C.7.b. 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 the following:

1. Category - Board Training:

• Management/Finance

• Loans and Applications

• Long Range Planning

• Board Development

• Capital Improvement Planning

• Policies and Procedures

2. Category - Management/Finance:

• Policies & Procedures

• Rate Structure/Budgets

• Financial, Operational, and Regulatory Sustainability

• Loans & Grants

• Public Relations

• Public Education

3. Category - Operation/ Maintenance:

• Pumps & Motors

• Distribution

• Supply (wells, surface water, etc.)

• Pigging (Cleaning) Lines

• Hydrants

• Tanks

• Leak Detection

• Meters

• Water Audits

• Conservation

• Education/Operator Certification Training

4. Category - Water Treatment:

• Filters/Filtration

• Pretreatment

• Disinfection

• Coagulation/Flocculation

• Corrosion Control

• Detention Time

• Laboratory Analysis

5. Category - Regulatory Compliance:

• Safe Drinking Water Act

• MCL Violation

• Bacterial sampling

• MCL Sampling/Monitoring

• Sanitary Survey

• Public Notice

• Cross Connections

• Source Protection

• Treatment Process

• Chlorination

6. Category - Security:

• Vulnerability Assessment

• Emergency Response Planning

• Security Liaison

• Incident Response

7. Category - Loan Application and Reporting:

• Pre-application Assistance

• DUNS Number

• System for Award Management (SAM) for Central Contractor Registration (CCR)

• Application Assistance

• Follow up Assistance

• Liaison with Agency

• Recipient Reporting

8. Category - Disaster Assistance

• Rapid on-site assessment

• Identification of problems and steps for resolution

C.7.b. Performance Objective 1 – CONTACTS

1. 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 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. At a minimum, at least five of the contacts each month must be made to a system that was not previously visited in the past six months.

For Alaska and Hawaii, at a minimum, at least three of the contacts each month must be made to a system that was not previously visited in the past six months.

2. 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 3 per day.

3. A minimum of 10 percent of the contacts, averaged on a quarterly basis, must be given to Colonias, or Substantially Underserved Trust Areas, or to the smallest communities with the lowest incomes, emphasizing areas in persistent poverty counties. This information will be included in the Quarterly Technical Report, described in item C.10.g. of this document.

4. 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 in the Quarterly Technical Report, described in item C.10.g. of this document.

C.7.c. 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, as identified in the contract, 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 on-site 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 2, the reduced payment may be waived, and full payment made if specific documentation of the special assistance is submitted with the Monthly Technical

Log Report. See note above on payment.

C.7.d. 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 J-1.1 Exhibit A, “Similar System Data Collection Form”) will be compiled into a sortable Microsoft Office Excel spreadsheet in a format similar to Attachment J-1.2 Exhibit B. 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 C.10.h. below.

C.7.e. Program/Contract Manager:

The Contractor must provide a Program/Contract manager who will be responsible for the performance of the work. The name of this person and an alternate who will act for the Contractor when the manager is absent must be designated in writing to the Contracting Officer at award or within 30 days of contract award. The contract manager or alternate will have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

C.7.f. Quality Assurance Surveillance:

The Contractor must submit a draft Quality Assurance Surveillance Plan (QASP) specific to the PWS and the contractor’s technical approach. 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 will work with the contractor after award to finalize the QASP to meet the Government’s satisfaction. The 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, revise, update the QASP at the Government’s discretion.

C.8 Performance Objective 4 - OUTREACH

The Contractor must arrange for each Circuit Rider to maintain at least quarterly communication with RUS/WEP State and Area Office personnel. The Contractor must arrange for each Circuit

Rider to coordinate making contact to eligible water systems, including newly formed systems.

Contacts with RUS/WEP personnel will be included in the Monthly Technical Log Report under C.10.d. of this document.

Quantity Work:

C.8.a. The Contractor must notify 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 only. 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, as identified in the contract, for review and approval within 30 calendar days of contract award. The Contractor will provide a report of the systems contacted in accordance with C.10.a. of this document.

C.8.b. The Contractor must notify new 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 C.8.a. The Contractor will provide a report of the systems contacted in accordance with C.10.b. of this document.

C.9 Performance Objective 5 - TRAINING

The Contractor must maintain Circuit Riders’ current skills and knowledge of the rural water industry by holding a minimum of one annual training event for Circuit Riders and other staff.

Training may include documenting Circuit Rider performance and reporting requirements. An outline of the training agenda will be presented to the Contracting Officer’s Representative, as identified in the contract, for concurrence at least 30 calendar days prior to the training.

C.9.a. Annual Training

The Contractor must provide annual training to all Circuit Riders in accordance with the USDA Rural Development Circuit Rider Training Plan, (Attachment J-1.3, Exhibit C). Other training and or conferences may be a substitute for this training with the approval of the Contracting Officer’s Representative, as identified in the contract. Contacts will be awarded based on the formula described in item C.7.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 C.10.c. of this document.

C.9.b. New Hire Training

The Contractor must provide training to newly hired Circuit Riders in accordance with the USDA Rural Development Circuit Rider Training Plan (Attachment J-7). The Contractor will provide training within 30 calendar days of hire. Contacts will be awarded based on the formula described in item C.7.b. of this document. The Contractor will provide a report of the new hire training in accordance with C.10.i. of this document.

C.10. CONTRACT DELIVERABLE REQUIREMENTS

The Contractor must provide the key deliverables described in this section.

Table 2: Key DELIVERABLEs and SCHEDULE

Recurring deliverables within the contract period:

Report PWS

Ref Deliverable Due Date

C.10.a. Report of Letters to Eligible Systems

Within 90 calendar days of the effective date of the contract base year

2 C.10.b. 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 C.10.c. Report of Annual Training With monthly invoice following the training event 4 C.10.d. Monthly Technical Log Report By the 10th of each month or with monthly invoice, whichever is sooner 5 C.10.e. Monthly Significant Contact

Technical Report By the 10th of each month or with monthly invoice, whichever is sooner 6 C.10.f. Monthly Quality Control Report By the 10th of each month or with monthly invoice, whichever is sooner 7 C.10.g. Quarterly Technical Report Within 45 calendar days after the end of each quarter 8 C.10.h. Water and Wastewater Systems

Operational Data Report By the 10th of each month or with monthly invoice, whichever is sooner, for base year; then by October 1 for each year thereafter 9 C.10.i. Monthly Circuit Rider Vacancy and Hiring Report By the 10th of each month or with monthly invoice, whichever is sooner

One-time deliverables with the proposal:

Report PWS

Ref Deliverable Due Date

1 C.10.j. Quality Control Plan (QCP) With proposal submission, and thereafter within 10 business days to COR whenever any changes are made

2 C.10.k. Quality Assurance Surveillance Plan (QASP)

With proposal submission, and thereafter within 10 business days to COR whenever any changes are made 3 C.10.l. Transition-in Plan Proposed draft plan submitted with

Proposal; implementation within 10 calendar days after contract award;

completion within 30 calendar days after approval of final Transition-in Plan 4 C.10.m. Transition-Out Plan Proposed draft plan submitted for COR approval within 10 calendar days after contract award; thereafter updated drafts 90 calendar days prior to contract base year expiration date; then 90 calendars days prior to expiration of each option period, if exercised

All deliverables will be submitted via email to the Contracting Officer’s Representative (COR) as identified in the contract. The COR will also approve the document type of the deliverable.

C.10.a. Report of Letters to Eligible Systems

The Contractor must provide a report to the Contracting Officer’s Representative, as named in the contract, listing the systems and their locations to which the letter was sent under C.8.a. The report is due within 90 calendar days of the effective date of the contract base year.

C.10.b. Report of Letters to New Entities

The Contractor must provide a report to the Contracting Officer’s Representative, as identified in the contract, listing the systems and their locations to which a letter was sent under C.8.b. The report must be sent with the Monthly Technical Log Report under C.10.d. and will include the date the Contractor became aware of the new entity’s existence.

C.10.c. Report of Annual Training

A report summarizing the annual training conducted, or other approved substitutes, under C.9.a.

will be submitted to the Contracting Officer’s Representative, as identified in the contract, with the invoice for payment following the training.

C.10.d. Monthly Technical Log Report

For contacts conducted under C.7., 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 Colonias and sustainability management areas will be identified. The contacts not previously visited in the past six months will be identified.

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

C.10.e. Monthly Significant Contact Technical Report

The Contractor must provide a significant contact narrative report each month for two (2) contacts in each of 5 states identified by the Contracting Officer’s Representative on the Monthly Technical Log Report. This report will describe in detail the purpose of the visit, any technical assistance provided during the reporting period, and generally be one page or less for each contact. The Contracting Officer’s Representative, as identified in the contract, will identify the states for the report by the 1st day of each month, unless a different date is agreed to by the COR and Contractor. 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.

C.10.f. 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. 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

Assistance Acceptable (Yes / No)

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

C.10.g. 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, as identified in the contract, listing and describing the number of technical assistance contacts in each of the eight (8) major categories under item C.7.a. Provide a detailed breakout by code, Circuit Rider, and state for each of the subcategories under these eight major categories, in a sortable spreadsheet format.

The report will identify those contacts made to Colonias and for sustainability management.

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. The sample contact report should address the contact which is most unique or the most productive contact.

C.10.h. Water and Wastewater Systems Operational Data Report

The compiled, sortable Microsoft Office Excel report of the operational data collected under item C.7.d. will be submitted to the Contracting Officer’s Representative, as identified in the contract, by the 10th of each month or with the monthly invoice for payment, whichever is sooner, for the base year of the contract, then updated annually and submitted by October 1 each year.

C.10.i. 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 not be limited to, advertisements (newspaper, website, Facebook, 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 name of new hire, state, date of hire, and date of training (as required in C.9.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, as identified in the contract, by the 10th of each month or with the monthly invoice for payment, whichever is sooner.

C.10.j. Quality Control Plan (QCP)

The Contractor’s QCP must be submitted with the Contractor’s proposal. After award, the QCP must be submitted to the COR within ten (10) business days when changes are made. After acceptance of the QCP, the Contractor must receive the CO’s prior acceptance in writing of any proposed change to its quality control system.

C.10.k. Quality Assurance Surveillance Plan (QASP)

The Contractor must submit a draft QASP with its proposal, based on the requirements of the PWS and its respective technical approach. Following award, the Government will coordinate with the contractor on revisions, edits, to finalize the QASP to the Government’s satisfaction.

See C.7.f. for more details on the QASP requirement.

C.10.l. Transition-In

The Contractor must provide a draft Transition-In Plan with its proposal. Upon award, the Contractor will update its draft plan and provide a final Transition-In Plan as required in the Deliverable Schedule (C.10.l. of Table 2). The Contractor must ensure that there will be minimal service disruption to vital Government business and no service degradation during and after transition. The Contractor must implement its Transition-In Plan no later than 10 calendar days after award, and all transition activities must be completed 30 calendar days after approval of final Transition Plan.

C.10.m. Transition-Out The Contractor must provide Transition-Out support when required by the Government. The Transition-Out Plan must facilitate the accomplishment of a seamless transition from the incumbent to an incoming Contractor at the expiration of the contract. The Contractor must provide a draft Transition-Out Plan within 10 calendar days after contract award (C.10.m. of Table 2). The Government will work with the Contractor to finalize the Transition-Out Plan. At a minimum, this Plan must be reviewed and updated on an annual basis, 90 calendar days prior to the exercise of any option period.

In the Transition-Out Plan, the Contractor must identify how it will coordinate with the incoming Contractor and/or Government personnel to transfer knowledge regarding the following:

a. Project management processes

b. Points of contact

c. Location of technical and project management documentation

d. Status of ongoing technical initiatives

e. Appropriate contractor to contractor coordination to ensure a seamless transition

f. Transition of Key Personnel

g. Schedules and milestones

h. Other actions that may be required of or requested by the Government

The Contractor must also establish and maintain effective communication with the incoming Contractor and/or Government personnel for the period of the transition via weekly status meetings or as often as determined by the Government to ensure a seamless transition-out.

The Contractor must provide a draft implementation of its Transition-Out Plan no later than 90 calendar days prior to expiration of the base period of performance. An updated draft Transition-out Plan must be submitted within 90 calendar days of each option exercise period thereafter.

C.11. PERIOD OF PERFORMANCE

C.11.a. A contract awarded under this Solicitation will consist of a base 12-month period with four (4) additional 1-year option periods. The base period will begin on the date of contract award (anticipated November 1, 2020) and continue for 12 months. The option periods may be exercised at the discretion of the Government and are not guaranteed.

Base Year 11/01/2020-10/31/2021 Option Year 1 11/01/2021-10/31/2022 Option Year 2 11/01/2022-10/31/2023 Option Year 3 11/01/2023-10/31/2024 Option Year 4 11/01/2024-10/31/2025

The Government reserves the right to extend the term of this contract at the prices set forth in Section B in accordance with the terms and conditions referenced in clause FAR 52.217-9, “Option to Extend the Term of the Contract.”

C.11.b. Work hour/Days

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 at a minimum, the Contractor must keep stability and continuity of the program.

C.12 CONTRACT TYPE

The Government will award a Firm Fixed Price contract.

C. 13 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. 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.

TABLE 4: PERFORMANCE REQUIREMENTS SUMMARY CHART

Service and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Level

Deduction Rate / Remedy

Circuit Riders

C.7.a C10.i.

Quantity Maintain a minimum number of Circuit Riders per State as Identified in

Table 1

Monthly Circuit Rider Vacancy and Hiring Report

30 days to fill any vacancies for Circuit Rider; additional requirements identified by the

Government

Per incident below Acceptable Quality Level, a notation may be made to

CPARS in annual performance rating

Contacts

C.7.b.

Quantity An average of 30 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 28 contacts per month per circuit rider during the rolling 3-month average

3% deduction for the first contact below the Acceptable Quality Level from the total monthly invoiced amount for the corresponding line item, and an additional 3% for every 2 contacts below the Acceptable Quality

Level Contacts

C.7.b.

Quantity An average of 23 contacts per month per circuit rider during the rolling 3-month average (AK and

HI)

Monthly Technical

Log Report

An average of 21 contacts per month per circuit rider during the rolling 3-month average

3% deduction for the first contact below the Acceptable Quality Level from the total monthly invoiced amount for the corresponding line item, and an additional 3% for every 2 contacts below the Acceptable Quality and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Level

Deduction Rate

Outreach - Letters to Eligible Systems

C.8.a.

Time

Quality

Draft to Government for concurrence 30 calendar days after contract award

Letter to systems 60 calendar days after contract award

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

Systems

10 business days past the performance standard

100% - no critical defects

No more than 5 noncritical defects

Per incident below Acceptable Quality Level, a notation may be made to

CPARS in annual

Outreach -

New Entities

C.8.b.

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

(could be critical or noncritical)

Thoroughness and accuracy of data; data is true

(critical)

New Entities

10 business days past the

100% - No

No more than 5 noncritical defects

Per incident below Acceptable Quality Level, a notation may be made to and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Level

Deduction Rate

Annual Training

C.9.a.

C.10.c.

Quantity 20 hours of annual training for each Circuit

Rider

Agenda submitted 30 calendar days prior to training

Report

20 hours of annual training for each Circuit

Rider

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

New Hire

C.9.b.

C.10.i.

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

New Hire

20 hours of training within

40 calendar days of hire

5% deduction from the total monthly invoiced amount for the corresponding line item per calendar day past the Acceptable Quality Level

Deliverable and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Deduction Rate

Report of Letters to

C.10.a.

Within 90 calendar days of the effective date of the contract base year spelling errors or clerical defects (could be critical or noncritical)

Thoroughness and accuracy of

Report of

10 business days past the

No more than 5 noncritical defects

Per incident below

Level, a notation may be made to

C.10.b.

With Monthly Technical Log Report, by the

10th of each month or with monthly invoice, whichever is sooner or clerical defects (could data; data is true

(critical)

Report of Letters to New

Entities

Letters to New

Entities

Per every two incidents below

Acceptable Quality Level, a notation may be made to and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Deduction Rate

Report of

C.10.c.

With monthly invoice following the training event or clerical defects (could

Training

10 business days past the

Acceptable Quality Level, a notation may be made to

Monthly Technical

Log Report

C.10.d.

By the 10th of each month or with monthly invoice, or clerical defects (could

5% deduction from the total monthly invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Deduction Rate

Monthly Significant

Contact

C.10.e.

with monthly invoice, or clerical defects (could data; data is true (critical)

Significant

Contact

Significant

Contact invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to

Control

C.10.f.

with monthly invoice, or clerical defects (could data; data is true (critical)

Monthly Quality Control

Control Report

10 business days past the invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Deduction Rate

Quarterly

C.10.g.

Within 45 calendar days after the end of each quarter or clerical defects (could data; data is true (critical)

Quarterly

Quarterly

2% deduction from invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to

Water and

Wastewater Systems

Operational Data Report

C.10.h.

with monthly invoice, whichever is sooner, for the base year; then by October 1 for each year thereafter or clerical defects (could

Systems Operational Data Report

Systems Operational Data Report

10 business days past the invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to and PWS Reference

Indicator Performance Standard

Surveillance Method

Acceptable Quality Limit

Deduction Rate

Monthly Circuit Rider Vacancy and

Hiring

C.10.i.

with monthly invoice, or clerical defects (could

Circuit Rider Vacancy and Hiring Report

Circuit Rider Vacancy and Hiring Report invoiced amount for the corresponding line item per business day past

Acceptable Quality Level, a notation may be made to

C.14 GENERAL PWS INFORMATION

C.14.a. Post Award Conference:

The Contractor will attend any post award conference convened by the Government in accordance with Federal Acquisition Regulation Subpart 42.5.

Periodic Progress Meetings

The Contracting Officer, Contracting Officer’s Representative (COR), and other Government personnel, will meet periodically with the Contractor to review the Contractor's performance in accordance with the QASP to address any outstanding issues and concerns. These meetings must be at no additional cost to the Government.

C.14.b. Government Remedies:

Payment for less than the performance standards is outlined in Table 4, Performance Requirements Summary Chart.

The contracting officer shall pursue remedies, to include but not limited to CPARS ratings, cure notices, and show cause notices in accordance with FAR for the contractor’s failure to perform satisfactory services or failure to correct non-conforming services in accordance with the terms and conditions of the contract.

C.15 CHANGES TO PERFORMANCE WORK STATEMENT

Any and all changes to this PWS must be authorized and approved only through written correspondence from the Contracting Officer (CO). Change requests will be monitored by the CO. No payments will be made for any unauthorized supplies and/or services or for any unauthorized changes to the work specified herein. This includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed CO. Only a duly appointed CO is authorized to change the specifications, terms, and conditions under this effort.

ATTACHMENTS:

J-1.1 Exhibit A, Similar System Data Collection Form

J-1.2 Exhibit B, Water and Wastewater Systems Operational Data Report

J-1.3 Exhibit C, Annual and New Hire USDA RD Circuit Rider Training Plan

END OF ATTACHMENT J-1

PERFORMANCE WORK STATEMENT

Entity Name: (1) Entity State: (2) Entity MHI: (3)

Fiscal Year End: (4) Entity Contact Name: (5)

Entity Contact Email: (6) Entity Contact Phone: (7)

Authorized Representative Name: (8)

1. SYSTEM INFORMATION: Provide the information for the twelve-month period (FY) indicated above.

Water System Sewer System Water Source (9) Collection Type (17)

Treatment Type (10) Treatment Type (18)

Distribution Type (11)

Date of Last Major Rehab:

What was completed?

(12) Date of Last Major Rehab:

What was completed?

(19)

Annual Water Operating Revenue (excluding wholesale)

(13) Annual Sewer Operating Revenue

(excluding wholesale)

(20)

Annual Revenue from Wholesale Water Sales, if applicable

(14) Annual Revenue from Wholesale Sewer

Treatment, if applicable

(21)

Major System Needs: (15) Major System Needs: (22)

Plans for Future Improvements:

(16) Plans for Future Improvements:

(23)

2. METERED USES: Provide the number of accounts and the gallons sold/treated for each customer class.

Customer Class # of Water Accounts

Gallons of Water Sold # of Sewer Accounts Gallons Treated Sewer

Total Users (excluding wholesale)

(24) (25) (30) (31)

Residential Users

(26) (27) (32) (33)

Wholesale Users (wholesale sales on a contract basis to another entity)

(28) (29) (34) (35)

Authorized Representative Date

ATTACHMENT J-1.1 Exhibit A Water & Environmental Programs – RUS Instruction 1780 Similar System Data Collection Form

(1) Legal name of entity.

(2) State where entity headquarters is located.

(3) Median Household Income (MHI) of utility system service area. If the entity is a city, use the data for the city.

If the entity is a district that covers multiple census areas, use the county MHI where most of the system is located. Currently using 2014-2018 American Community Survey Data Set.

(4) Fiscal year of the 12 month period reflected in the data collected.

(5) Contact name for the entity for general questions.

(6) Email address for the person in (5).

(7) Phone number for the person in (5).

(8) The name of the person authorized to sign on behalf of the entity. This is typically the Mayor or President of the Board.

(9) Water Source: Select one from the dropdown (Purchase, Springs, Surface Water or Wells). In cases where there are multiple kinds of sources for the same entity, select the one that provides the largest volume to the system.

(10) Treatment Type: Select the most appropriate one from the dropdown based on the level of system treatment cost. High Treatment Cost (i.e. Reverse Osmosis), Medium Treatment Cost (i.e. Filtration), or No/Low Treatment Cost ( i.e. Chlorination).

(11) Distribution Type: Select the most appropriate one from the dropdown based on the type of distribution (Booster Pumps/Pressure Reducing System or Gravity).

(12) Date of Last Major Rehab and what was completed? Enter date of last major rehab and briefly describe what was done (i.e. 2 miles of line improvements, new treatment plant, updated treatment plant, etc.).

(13) Annual Water Operating Revenue (excluding wholesale) is the total revenue used for water utility system costs. This includes user fees, user assessments, general fund transfers from levied taxes, etc. This does not include revenue from water sold to wholesales who retail water, which will be accounted for in (14).

(14) Annual Revenue from Wholesale Water Sales, if applicable. This is income from wholesale contracts that provides wholesale sales or services on a contract basis to another system or entity.

(15) Major System Needs: Briefly describe major system needs (i.e. line replacement, new water tower, etc.).

(16) Plans for Future Improvements: Items on a capital improvements plan for future work to water utility system.

(17) Collection Type: Select the most appropriate one from the dropdown (Gravity, Lift Stations/Pumps or Septic).

(18) Treatment Type: Select the most appropriate one from the dropdown based on the type of system treatment

(Lagoon or Mechanical Treatment).

(19) Date of Last Major Rehab and what was completed? Similar to (12) except for sewer utility system.

(20) Annual Sewer Operating Revenue (excluding wholesale) is the total revenue used for sewer utility costs. This includes user fees, user assessments, general fund transfers from levied taxes, etc. This does not include revenue from sewer treated on wholesale treatment contracts, which will be accounted for in (21).

(21) Annual Revenue from Wholesale Sewer Treatment, if applicable. This is income from wholesale contracts that provides wholesale sales or services on a contract basis to another system or entity.

(22) Major System Needs: Briefly describe major system needs (i.e. line replacement, new lagoon, etc.).

(23) Plans for Future Improvements: Items on a capital improvements plan for future work to sewer utility system.

(24) Total number of water connections, residential and others, excluding wholesale contracts.

(25) Total number of gallons of water sold to residential and other users excluding wholesale contracts.

(26) Number of residential users connected to water utility.

(27) Number of gallons of water sold to residential users.

(28) Enter number of water wholesale contracts. These are users who contract for water purchase who in turn resell water for retail use.

(29) Enter number of gallons of water sold to wholesale users.

(30) Total number of sewer connections, residential and others, excluding wholesale contracts.

(31) Total gallons sewer treated from residential and other users excluding wholesale contracts.

(32) Number of residential users connected to sewer utility system.

(33) Number of gallons sewer treated from residential users, if available. If not available, enter number from (27).

(34) Enter number of wholesale contracts for sewer treatment. These are users who contract for sewer treatment sewage they have collected from another system.

(35) Number of gallons sewer treated from wholesale users.

ATTACHMENT J-1.2 Exhibit B Water Similar System Report Components

Water Similar System Database Facility Information Facility Dates User Information Water Usage Information Revenue from Sales

Entity Name

State

MHI

Source

Treatment Type

Distribution

FY Information

Reported

Date of Last Major Rehab

Total # Users

Residential

Total Gallons Sold to All

Sold to

Operating Revenue

(not including wholesale income)

Annual Revenue from Wholesale, if applicable.

(If system has wholesale revenue, complete the

Wholesale Tab.)

Sample City, City of

IA

$53,750

Wells

Medium

Cost

Gravity

14,953,751

12,698,375

$171,849.60

Sewer Similar System Database Facility Information Facility Dates User Information Sewer Usage Information Revenue from Sales

Collection

FY

Information

Treated for All

Treated for

Annual Operating Revenue (not including wholesale income)

Annual Revenue from Wholesale, if applicable.

(If system has wholesale revenue, complete the

Wholesale Tab.)

Anytown USA IA $34,859 Gravity Lagoons 2018 2018 5,605 4,114 208,915,862 137,089,580 $3,071,559.00

Wholesale Similar System Database Facility Information Facility Dates User Info Usage Info Revenue from Sales

Facility

Source or Collection

Distribution

FY Information

Total # of Wholesale Contracts

Sold/Treated for Wholesale

Contracts

Annual Revenue from Wholesale Contracts

ABC Rural Water District

IA

$53,750

Water

Well

Gravity

Medium

Cost

32,167,997

$184,968.00

Attachment J-1.3 Exhibit C Circuit Rider Training Plan

USDA Rural Development Circuit Rider Training Plan

Training Brief Description Acceptable Topics Annual The Contractor must provide at least 20 hours of training annually per Circuit Rider to meet continuing education and reporting requirements.

Other training and or conferences may be a substitute for this training with the approval of the Contracting Officer’s Representative, as identified in the contract.

The Contractor will provide a report of the annual training event in accordance with the PWS.

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

Topics will generally be in line with the technical assistance categories spelled out in C.7.a. of the

PWS.

The Government may provide required topics at its discretion.

Training Brief Description Required Topics New Hire The Contractor will provide new Circuit Riders at least 20 hours of…