2016_IRP_SOW_5-3-15 1 .docx

STATEMENT OF WORK

Bureau of Reclamation Dam Safety Program

2016 INDEPENDENT REVIEW PANEL (IRP)

for Reclamation’s Fiscal Year 2015 Dam Safety Program May 5, 2015

1.0 INTRODUCTION:

1.1 The Bureau of Reclamation (Reclamation) is a water management agency with 600 dams in the 17 western states. Reclamation is known best for construction of dams, power plants, and canals, including Hoover Dam on the Colorado River, Grand Coulee Dam on the Columbia River, and Folsom Dam on the American River. Of these, 370 are classified as high or significant hazard which could result in loss of life and significant damage if they were to fail. Approximately 70 percent of the structures which Reclamation owns are more than 50 years old and this aging infrastructure presents many programmatic and technical challenges.

In 1977, the President directed that Federal agencies review their dam safety activities and practices. These independent reviews resulted in the Federal Guidelines for Dam Safety (FGDS), dated June 25, 1979 (revised April 2004), which presented prudent and reasonable management practices for dam safety. In October 1979, the President directed the agencies to implement the FGDS which initiated the Department of the Interior’s (DOI) Dam Safety Program.

Reclamation Manual Directives and Standards (D&S) FAC 01-06 Annual Reporting for Dam Safety, Security, and Related Operations are based on the authority of the FGDS, as directed by Presidential Memorandum dated October 4, 1979; Executive Order 13010 – Critical Infrastructure Protection, 1995; and the Departmental Manual, Part 753. As stated in FAC 0106, the Dam Safety Officer (DSO) is to prepare the evaluation portion of the Annual Dam Safety Assessment Report (Annual Report) and make recommendations as appropriate to improve Reclamation’s Dam Safety Program (Program) effectiveness. In the 1998 Annual Report, Recommendation 98-E stated “The Dam Safety Officer in collaboration with the Chief of the Dam Safety Office should develop a process that will provide ongoing independent external review of the full range of activities in the Dam Safety Program. This review should provide assurance that the focus and accomplishments of the program are sound in all cases including those where continued operation of dams with no modification or other risk reduction actions have taken place.” The Reclamation Commissioner concurred with Recommendation 98-E (memorandum dated June 15, 1998) and an Independent Review Panel (IRP) was established and has reviewed the Reclamation Program annually since 1999 (excluding 2010).

The objective of the IRP is to provide assurance of a sound dam safety program from an independent perspective. The Findings of the 2016-2021 IRPs will be used by the DSO as part of his/her development of the evaluation portion of the 2016-2021 Annual Dam Safety Assessment Reports to be submitted to Reclamation’s Commissioner per Reclamation Manual D&S FAC 01-06.

The evaluation portion is the Dam Safety Officer’s assessment of the overall effectiveness of the Program (monitoring and surveillance, periodic reviews, and actions to reduce risk) and the technical and administrative practices that support those components. Departmental Manual, Part 753, assigns responsibilities to the Assistant Secretaries for ensuring that bureaus under their authority conduct dam safety programs in accordance with the Departmental Manual and the FGDS. They are also responsible for reviewing and approving their respective programs. Reclamation’s Dam Safety Officer is the principle advisor to the Commissioner, Reclamation, on the implementation of FGDS for dam safety on Reclamation dams. In combination with the activities of the Dam Safety Officer, the IRP process provides ongoing oversight and independent review of Reclamation’s Dam Safety Program.

The IRPs have generally included three members who served for several years to ensure that each IRP contained two members who had served the previous year and one new member. This is to preserve continuity of the IRP while introducing a new perspective each year.

2.0 SCOPE

2.1 Reclamation’s DSO requires the services of an external independent source to conduct annual Reclamation Independent Review Panel (IRP) reviews. The 2016 IRP requires three specialists with extensive expertise in major Federal or State agency dam safety programs. Staggered terms are intended to provide both continuity and opportunities for input from different perspectives. In order to maintain continuity of the IRP, the IRP members should include three members; one who served on both the 2014 and 2015 IRPs; one who served on the 2015 IRP; and a new member for the 2016 IRP.

2.2 The IRP shall include participation by individuals who are distinguished experts in program, geotechnical and hydraulics of dam safety management as further defined in the Deliverables Section (6.0).

2.3 The review is to evaluate Reclamation’s mission, objectives, policies, and procedures and then examine Reclamation’s compliance with those policies and programs. The review will evaluate the competence of Reclamation’s Program relative to the generally accepted standards of practice of dam safety. Specific areas of the Reclamation Program to be reviewed include overall management, development, and maintenance of technical competence, program development and execution, human resource management, and public information and relations.

2.4 The 2016 members will review data prior to the Site Visits; gather information from documents, interviews and presentations from Reclamation personnel; process their observations; and present their findings orally and in a final written report of findings.

2.5 The 2016 IRP members will participate in regional and area office Site Visits in Reclamation’s Mid-Pacific (MP) Region (Sacramento, California) and Lower Colorado (LC) Region (Boulder City, Nevada) including interviews with field staff to determine their level of understanding of dam safety and how the Dam Safety Program integrates with the Operations and Maintenance Program. The IRP members may also interview staff from the Dam Safety Office and the Dam Safety Officer. The IRP findings will be included in the final written report of findings.

2.6 Draft IRP report will be developed within 1-2 weeks after the last Site Visit in the contractors’ place of business.

3.0 TRAVEL: IRP members will be expected to travel to Sacramento, California and Boulder City/Las Vegas, Nevada. Expenses are subject to government rules which are posted at www.gsa.gov.

4.0 NON-DISCLOSURE STATEMENT: Contractor shall be required to sign Non-Disclosure Statements (attached).

5.0 QUALIFICATIONS: The Contractor/Organization shall have the following minimum qualifications.

5.1 A major mission of advancing and improving dam safety management through support of dam safety programs and providing a forum for exchange of information and technical advancements.

5.2 Expertise in dam safety program review activities as demonstrated by involvement in an organized dam safety review process.

5.3 Include members who are recognized leaders in dam safety management, with both the level of experience and credibility that are essential to ensure the safety of some of the Nation’s largest dams.

5.4 Include members that represent State, Federal, and local governments, engineering consultants, and academia.

5.5 Nonprofit status is desired to ensure an independent review.

6.0 DELIVERABLES: All deliverable products shall be consistent with guidance from Reclamation’s DSO based on RM D&S 06-01 and previous IRPs from 1999-2015.

6.1 The Contractor shall provide nominations and resumes (6.1.5) for a new IRP member in addition to two existing IRP members, one from the 2014 and 2015 IRPs and one from the 2015 IRP for the 2016 IRP with the qualifications listed below.

6.1.1 All nominees shall:

· Be a registered professional engineer or geologist in the United States, or similarly credentialed in their home country

· Have made a significant contribution to the dam safety profession through involvement with professional societies, licensing boards, or other civic or professional activities

· Have at least 20 years experience in engineering related to the safety, design, construction, maintenance, and/or operation of dams

· Demonstrate through education and experience that they are a recognized or national expert in their field

· Extensive knowledge of Federal dam safety standards and its practices in the fields of risk and program management activities authorized under Public Law 95-578, Reclamation Safety of Dam Act of 1978 and as amended under Public Law 98-404, January 23, 1984

· Working knowledge of all applicable Reclamation design criteria, regulations and applicable industry building codes

· Currently or recently a senior member of a dam safety organization

· A Master’s degree in the listed disciplines (6.1.2, 6.1.3, 6.1.4) is desired

· Recent and relevant experience on multimillion-dollar projects verifying the constructability of the proposed designs is desired (for at least one of the selected IRP panel members.)

6.1.2 Geotechnical Engineer shall:

· Have experience in the field of geotechnical engineering, analysis design, and construction of embankment dams and levees and have experience in conducting safety evaluation of large embankment dams.

· Have extensive experience in subsurface investigations, soil mechanics, retaining wall design, seepage and internal erosion (piping), slope stability evaluations of both static and seismic loading, erosion protection design, structural foundation design, and earthwork construction.

· Have knowledge and experience in the forensic investigation of dam seepage, settlement, stability, seismic, and deformation problems associated with embankments construction on karst, weathered rock, alluvial and soils, glacial outwash, and other geological formations.

· Demonstrate knowledge and experience with physical modeling and the application of data from physical model testing to the design of large engineered embankments, and in the ability to coordinate, interpret, and explain testing results with other engineering disciplines, particularly structural engineers, hydraulic engineers, hydrologic engineers, and geologists.

· Demonstrate knowledge and experience in regard to geotechnical analysis with the determination of post seismic residual soil strengths, including their application in time dependent analyses.

· Be familiar with Reclamation’s application of risk and uncertainty analyses in dam safety related reduction studies and also have a familiarity with standard Reclamation embankment deformation or erosion computer models used in soil liquefaction studies, hydrologic modeling and analysis for dam safety investigations.

6.1.3 Hydraulic Engineer shall:

· Have experience in hydraulic engineering with an emphasis on large public works projects, or be a professor from academia with extensive background in hydraulic theory and practice, with a minimum MS degree or higher in engineering.

· Have experience in the analysis and design of hydraulic structures related to flood control reservoirs including the design of hydraulic structures including spillways, outlet works, and stilling basins.

· Demonstrate knowledge and experience with physical modeling and the application of data from physical model testing to the design of stilling basins and scour protection, and the ability to coordinate, interpret, and explain testing results with other engineering disciplines, particularly structural engineers, geotechnical engineers, and geologists.

· Demonstrate knowledge and experience in regard to hydrologic analysis with the routing of inflow hydrographs through multipurpose flood control reservoirs utilizing multiple discharge devices, including gated sluiceways and gated spillways.

· Be familiar with Reclamation application of risk and uncertainty analyses in flood damage reduction studies and also have a familiarity with standard Reclamation hydrologic and hydraulic computer models used in drawdown studies, dam break inundation studies, hydrologic modeling and analysis for dam safety investigations.

6.1.4 Program Manager shall have:

· Experience in the program management of a large Federal or State dam safety program where the principle mission is to ensure that structures do not represent an unacceptable risk to downstream public safety and welfare, property, environment, and cultural resources.

· Directed a dam safety program including appropriated budget, coordination, administration, and overview of policies, objectives, procedures, accomplishments, and other activities implementing the Federal guidelines for Dam Safety and Safety of Dams activities.

· Extensive experience and knowledge in the decision making process to identify dams which pose unacceptable risks to public safety and take corrective actions to reduce or eliminate risks in an efficient and cost effective manner.

· Experience and knowledge of required regularly scheduled and recurring elements of a Federal or State dam safety program and significant experience and knowledge of dam safety issue driven activates. These issues include response to potential and confirmed dam safety deficiencies which may represent a risk to the public welfare or to the environment.

· Professional knowledge and understanding of state-of-the-art methods and techniques employed for dam engineering (structural, geotechnical, and hydraulic) analyses, dam inspection, dam monitoring, site-investigations, modification design, and construction.

· Professional expertise in dam safety risk analysis and decision making.

· Professional knowledge and experience necessary to manage multi-disciplinary activities with projects to resolve dam safety issues and reduce the risk to the public. Knowledge of how these services need to be defined, utilized, and integrated into the dam safety processes in order to produce effective products, facilitate decision making.

6.1.5 Resumes for nominated consultants shall include prior work experience related to the above discipline descriptions, years of experience in related field, degree(s) obtained as well as year and school in which the degree was obtained, professional registrations and/or licenses held, documents published by major journals or organizations in their field of work. The evaluation will consider education, certifications, training, registration, overall and relevant experience, and published documents. Resumes should indicate the project role of the individual in their submission and the individuals may not be assigned more than one role in this submission.

6.2 Through expertise of selected IRP members, the Contractor/Organization will provide the following:

6.2.1 Preliminary list of suggested Dam Safety Program areas to review and evaluate during the upcoming IRP. These suggestions will be based on past experience as an IRP member (as appropriate) and/or review of previous IRP findings.

6.2.2 Participation in presentations and interviews from Reclamation’s MP and LC Regional Offices and Area/Field Offices during the week of Site Visits and the Dam Safety Officer/Dam Safety Office/Technical Service Center as deemed appropriate. The IRP members will include comments and findings in the final written IRP report.

6.2.3 Provide comments (in the current year IRP Report) in response to a review of the previous IRP findings and previous Reclamation Annual Dam Safety Program Assessment Report, Program Evaluation.

6.2.4 Review of the 2015 fiscal year (FY) Dam Safety Program particularly in the MP and LC Regions and provide draft Findings. The IRP’s review will be facilitated by Site Visits and interviews in Reclamation’s MP and LC Regions, presentations from and interviews with Reclamation staff (6.2.2), work products and references and additional employee interviews as desired by the IRP to achieve a better understanding of certain issues. Findings shall be ranked or weighted to indicate relative importance to the Program.

6.2.5 Final IRP Report: The final report including comments (6.2.2, 6.2.3) and findings (6.2.2, 6.2.4) will be developed.

6.2.6 Presentation: The panel members will develop and present a PowerPoint presentation of their Findings at the close out briefing via a program similar to Live Meeting/WebEx and conference call for senior Reclamation managers and staff. Electronic copy to be delivered to DSO for distribution to presentation participants.

6.2.7 Final IRP Report to be provided to the DSO in electronic format and a signed hard copy.

6.3 Contractor shall return all review documents to Reclamation and shall destroy the electronic copies. The Contractor shall provide confirmation that all electronic copies have been destroyed.

7.0 SCHEDULE AND LOCATIONS:

The Site Visits will be held during February 2016 (exact timing to be determined and communicated to contractor no later than 3 weeks prior) from 1 p.m. MST on a Monday through Noon MST on a Friday.

7.1 Two weeks prior to the IRP Site Visits: List of IRP member nominations and corresponding resumes are to be sent electronically to the Dam Safety Officer.

7.2. Two weeks prior to the week of IRP Site Visits: Project document review before the Week of IRP shall be accomplished at the IRP member’s location. An overview of the documents to be reviewed are listed in paragraphs 8.2 and 8.3.

7.3 One week prior to the week of IRP Site Visits: Preliminary list of suggested Dam Safety Program areas to review and evaluate during the IRP (6.2.1)

7.4 Reclamation is proposing that the week of IRP Site Visits begin at 1 p.m. on a Monday through Wednesday p.m. (2.5 days) at the MP Regional Office, 2800 Cottage Way, Sacramento, CA 95825-1898. During this time, IRP may travel to a MP Area/Field Office. Panel members will travel to Las Vegas, Nevada Wednesday p.m. to begin the LC Region Site Visit Thursday a.m. through Friday Noon (1.5 days). Panel members will be free to travel to residences Friday afternoon. Dates to be determined and communicated to Contractor no later than 3 weeks prior to the Site Visits.

7.4.1.1 Draft final IRP report to be developed in IRP member residences and delivered to the Dam Safety Officer within 1 week following the Site Visits.

7.4.1.2 Oral presentation of the IRP Findings will be presented no later than 1 week following the Site Visits from the IRP members’ residences/place of business via a program similar to Live Meeting/WebEx and a conference call and take approximately two hours to be completed. IRP members will be free to return to their place of business Friday afternoon.

7.5 Four weeks from IRP oral presentation (7.3.1.2): Final Report in electronic form and one signed hard copy to be delivered 7 days after receipt of Reclamation comments on the draft final report. (Reclamation comments will be provided no later than 3 weeks following IRP oral presentation).

6.1.1 6.1.5

6.2.2

6.2.3 6.2.4 6.2.5

8.0 GOVERNMENT FURNISHED MATERIALS: The Government shall provide the following:

8.1 Date of week of Site Visits no later than 3 weeks prior.

8.2 Prior two FY Annual Dam Safety Assessment Reports, current year IRP Announcement Memorandum and draft IRP Site Visits Agenda, list of references, MP and LC Regional specific documents, guidance and Program documents that will be available to IRP members during the Site Visits and other possible pertinent documents. Documents will be distributed 1 week prior to the IRP Site Visits.

8.3 During the Week of the IRP, one set of all identified reference/guidance documents and one set of recent work documents will be accessible to IRP members during the week of IRP Site Visits and provided electronically. Working documents will include MP and LC Region specific documents, decision documents, previous IRP reports, selected technical reports, Comprehensive Facility Reviews, Issue Evaluations, and Corrective Action Studies.

8.4 AV equipment, access to a printer, conference phone, copier, etc., for Contractors’ use to develop IRP Report and PowerPoint Presentation of Findings.

8.5 Comments on the draft IRP report will be consolidated by the DSO and transmitted to the IRP members 2 weeks following the IRP Presentation of Findings (no later than 3 weeks).

9.0 SECURITY:

9.1 All service locations under this contract are within secured areas. Reclamation’s Dam Safety Officer will arrange for the Contractor’s entry into such areas and inform the Contractor of security procedures. The Contractor shall comply with all security procedures.

9.2 Reclamation will supply specific security sensitivity designations for information related to Reclamation facilities if applicable.

9.3 All contractor produced and Government furnished information related to this contract is designated Public Information (Non Official-Use-Only), except for the Government furnished work products which are designated Official Use Only – SENSITIVE (FOUO/SENSITIVE) including the draft and final IRP report of findings and the presentation.

9.4 The Contractor shall be required to supply Reclamation with the legal names and other personal information of employees who will be working under this contract.

9.5 Reclamation reserves the right to perform security checks on employees.

10.0 GOVERNMENT VEHICLES: The Contractor shall utilize their own vehicles whenever possible. Government vehicles (cars, trucks, heavy equipment, etc.) either as a driver or passenger shall only be utilized by exception and with prior permission from the Contracting Officer (CO). This includes Government-procured rental vehicles. In cases when the use of Government vehicles is necessary, the Contractor shall sign a “Hold Harmless” release. Signed releases are due to the CO one (1) day before use of a Government vehicle. See attached.

11.0 QUALITY: The attached Contractor Performance Report is provided for your information. This report will be completed by the COTR at the end of the performance period. This information will be input into the Contractor’s Performance Assessment Reporting System (CPARS) when the system becomes available.

12.0 Identification of Contractor Employees: All contract personnel are required to identify themselves as contractors. Whether attending meetings, answering Government telephones, or working in other situations where their contractor status is not obvious to third parties, they must make their status known to avoid creating an impression that they are Government employees. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation in the development of the product is appropriately disclosed.

Attachments:

1. Non-Disclosure Statement

2. Hold Harmless Government Vehicle Release

3. Contractor Performance Report