TASS_SOW_for_Sept_2012_Including_MPA.docm

2013 Statement of Work On-Site Technical Assistance and Sanitary Surveys for Public Water Systems in Wyoming and Tribal Lands in Region 8 September 20, 2012

Purpose

The primary purpose of this contract is to assist public water systems in Wyoming and on tribal lands in Environmental Protection Agency Region 8, in complying with the requirements of the National Primary Drinking Water Regulations (NPDWR). Tasks shall normally be performed on-site, at the water system, and shall be performed only upon prior direction by the EPA Contracting Officer (CO). The contractor may or may not be required to perform all tasks listed below during the contract period. All tasks shall be performed according to the EPA guidance, and comply with the EPA regulations where applicable.

Background

The NPDWR (40 CFR Part 141) require all public water systems (PWSs) to routinely monitor for microbiological, chemical and radionuclide contaminants, and to meet certain treatment technique requirements. The PWS regulatory program for Wyoming and tribal lands in EPA Region 8 is implemented by the EPA Region 8 office in Denver, Colorado.

As the implementing agency for the Wyoming and tribal lands PWS regulatory program, the EPA Region 8 has several responsibilities. Some of these require personnel to make site visits to PWSs, or conduct meetings with state, tribal and local environmental or public health agency officials. For example:

(1) When a PWS is having problems with microbiological, chemical, or radionuclide contamination the operator often asks the EPA for assistance in correcting the problem. The assistance may necessitate a visit to the PWS.

(2) The NPDWR require that a sanitary survey be conducted at public water systems at least every 3 to 5 years. A sanitary survey is a thorough on-site review of PWS facilities, operation, maintenance and management that emphasizes technical assistance rather than enforcement. Sanitary surveys also require collection and interpretation of select information before the on-site visit.

(8) As appropriate, the EPA Region 8 also investigates problems at private residences, or at facilities too small to meet the legal definition of a public water system. Regional employees and contractors may provide technical assistance to help these small water systems correct water quality problems.

(9) As part of a technical assistance effort, the EPA Regional staff or contractors may collect water samples for microscopic particulate analysis (MPA). These MPA samples are used to determine whether a PWS might be using a ground water source that is “under the direct influence of surface water.”

Tasks

The contractor will receive written (faxed or e-mailed) assignments from the Contracting Officer for some or all of the following tasks. Each assignment will be made on an individual basis.

In the event of an emergency, the Contracting Officer or another Region 8 Contracting Officer may provide a verbal authorization to proceed with services along with the name of an EPA Technical Contact who will provide the contractor with a description of the emergency and any additional information needed to respond to the emergency.

1. Technical Assistance

After receiving a work request verbally or in writing from the Contracting Officer, the contractor will visit a facility to provide technical assistance, which could include one or more of the following:

a) Drinking Water Sampling

· Prepare or assist PWS in preparing drinking water samples, monitoring calendars and site sampling plans.

· Collect or assist water system managers/operators in collecting water samples as directed by the EPA.

b) Assistance in Complying with Regulatory Requirements

· Prepare or assist water system personnel in preparing Public Notices when non-compliance (MCL violation, action level exceeded, monitoring and reporting violation or treatment technique violation) has occurred.

· Assist water system personnel in returning the system to compliance, including assisting with disinfection and system troubleshooting and investigation of contamination problems as necessary.

· Prepare or assist water system personnel in preparing annual Consumer Confidence Reports.

c) Other Assistance

· Provide assistance to operators in the development of more efficient and effective operation and maintenance practices.

· Provide assistance to operators in the development of more efficient and effective record keeping and reporting practices.

· Provide assistance with equipment installation (e.g. turbidimeters, chlorinators), calibration, and operation.

· Provide other assistance depending on specific system needs.

· Perform security and safety vulnerability surveys, and recommend improvements where necessary.

· Show water system operators how to access the Drinking Water Watch database. This would include helping to obtain access/passwords and showing the operator how to access data for their water system once in the database.

· On occasion, the contractor may receive a written request (via the Contracting Officer) to visit a water system that does not meet the legal definition of a public water system, but requires technical assistance to address drinking water problems. In these instances, the contractor will visit the facility, offer advice on how to correct the problem, and prepare a brief report for the Technical Contact.

d) Emergency Assistance

· Major emergencies could affect water systems. Examples of such emergencies include natural disasters, pandemic influenza, terrorist attacks, etc. In emergencies, the EPA Region 8 Drinking Water Program’s focus will be on basic protection of public health as it relates to public water systems. If a public water system has difficulty producing safe drinking water that is free from bacteria and/or maintaining pressure in the distribution system it will likely need immediate technical assistance and advice (e.g., on operational issues, sampling, distribution system flushing, issuing boil orders, finding alternate sources of water, etc.).

e) Microscopic Particulate Analysis (MPA) Sampling

· Collect MPA samples using the protocols specified in the “Consensus Method for Determining Groundwater Under the Direct Influence of Surface Water Using Microscopic Particulate Analysis (MPA)”, EPA 910/9-92-029, USEPA Environmental Services Division, October 1992. Each sample takes approximately 8 - 10 hours to collect. Once the sample is collected, the contractor will package the sample and either hand-deliver or ship via overnight delivery to a laboratory that has been approved by the EPA to conduct the analysis. (NOTE: The public water system pays the laboratory costs for the MPA analysis).

· The contractor shall remind the system owner/operator that they are responsible for having the MPA results sent to the EPA.

· The contractor will provide the EPA with a completed EPA Region 8 “Microscopic Particulate Analysis (MPA) Analysis Request Chain of Custody form for MPA (Including Immunofluorescent Assay) for Giardia and Cryptosporidium” form after taking the MPA sample. This form will be provided to the contractor by the EPA.

For each site visit, the contractor shall prepare a brief report for the Technical Contact. Such reports shall include findings and suggestions on how to correct problems at the facility. The report shall be sent to the Technical Contact within 10 working days after the site visit.

For any samples collected in the field by a contractor as a part of any Technical Assistance or Emergency water system visit for which a specific Maximum Contaminant Level (MCL) has been promulgated, the contractor shall carry or ship the samples, under chain of custody, to a laboratory certified for analysis of the regulated contaminant of interest, within specified approved (40 CFR Part 141) holding times and preservation conditions. The contractor shall provide the original laboratory report to the EPA if results are sent to the contractor. The contractor shall include in their Technical Assistance report or Emergency Action report an indication of the following information:

When were samples collected, Where were samples collected, Who collected the samples, What samples were shipped to the laboratory, When samples were shipped to the laboratory (include a copy of the chain of custody form) What certified laboratory was used, Who is to receive laboratory results

For any Global Positioning System (GPS, latitude and longitude) data collected in the field by a contractor as a part of any Technical Assistance or Emergency water system visit The contractor shall include in their report (Technical Assistance report, Emergency Action report) an indication of the following information:

The manufacturer of the GPS receiver, The model of the GPS receiver, The serial number of the GPS receiver, The date of the last software update for the GPS receiver, The operator of the GPS receiver, Confirm that the GPS receiver is reporting decimal degrees, Confirm that the GPS receiver uses the geographic coordinate system (some units may refer to this as latitude and longitude), Confirm that the GPS receiver uses the North American Datum (NAD) 83, Confirm that the GPS receiver settings use integrated satellite-based augmentation system SBAS), also known as wide area augmentation system (WAAS), The GPS receiver’s maximum positional dilution of precision (preferably 6.0), The GPS receiver’s maximum signal to noise ratio (SNR, preferably 39), The GPS receiver’s minimum elevation (preferably 15 degrees), The GPS receiver’s antenna height (preferably 3.5 ft.), The GPS receiver’s logging interval for points (preferably 1 second).

For any Microscopic Particulate Analysis (MPA) sample collected in the field by a contractor from a groundwater source as a part of any Technical Assistance or Emergency water system visit for the purpose of determining whether such source is groundwater under the direct influence of surface water (GWUDISW), the contractor shall include in their report (Technical Assistance report, Emergency Action report) an indication of the following information:

What sampling equipment was used (list the components of the apparatus, including filter cartridge), Who owns the sampling equipment, Describe the GWUDISW sampling strategy, What laboratory was used, Who is to receive laboratory results

The contractor shall also submit the following forms to the EPA:

A copy of the chain of custody form The original laboratory report if results are sent to the contractor A completed GWUDISW field sheet/case study form

2. Training

After receiving a written request from the Contracting Officer the contractor shall provide training to the EPA staff and Senior Environmental Employees regarding various aspects of operating drinking water systems, conducting water sampling and performing sanitary surveys.

After receiving a written request from the Contracting Officer the contractor shall provide training to and/or for PWS owners, managers or operators that are striving to meet drinking water regulatory requirements. After each training visit, within 30 days of completion of the task, the contractor shall send the Technical Contact written confirmation that the assignment was completed and a description of the training provided.

Subjects include (but are not limited to):

· The requirements of NPDWR (e.g., Total Coliform Rule; Surface Water Treatment Rule; Enhanced Surface Water Treatment Rule; Long Term 1 and 2 Enhanced SWTR; Stage 1 and 2 Disinfectant/Disinfection by-Products Rules; Operator Certification; Capacity Development and Self-Assessments; Filter Backwash Recovery Rule; Ground Water Rule, etc.).

· Sample collection for all phases of drinking water monitoring, including how, when and where to take routine and follow-up samples for the Total Coliform Rule and other rules.

· Preparing sample schedules and site sampling plans.

· Operator certification and re-certification training, including one-on-one (tutoring) when directed.

· Assist water system operators and/or utility managers to manage, operate and maintain water systems, including establishing rate schedules, billing, and collection.

· System-specific training for operators new to a system, and equipment-specific training for operators with new equipment.

· Developing and maintaining technical, managerial, and financial capacity.

· Correction of significant deficiencies under the Surface Water Treatment Rule and Groundwater Rule.

3. Sanitary Surveys

During the contract year, the Contracting Officer will send the contractor a list of public water systems in Wyoming and/or on tribal lands that are required to have sanitary surveys completed within the current year. The contractor shall conduct the sanitary surveys for the listed systems and prepare a written report for each assigned water system utilizing a format previously approved and provided by the EPA. The scheduling of actual dates of these survey visits is generally left to the discretion of the contractor. The EPA Technical Contact or Contracting Officer, however, reserves the right to designate certain surveys as “high priority”. “High priority” surveys shall be completed as soon as possible. Completed sanitary survey reports shall be submitted to the Technical Contact within 30 days of completion of the site visit. All of the sanitary survey visits and subsequent reports shall be completed by the end of the calendar year in which they were assigned.

Duties include (but are not limited to):

- Perform or assist the EPA personnel in performing sanitary surveys on individual public water systems, and prepare sanitary survey reports.

- Update “as built” drawings and obtain well logs (when available), photos of systems and other relevant information as necessary to complete the sanitary surveys.

· For each sanitary survey performed the contractor shall complete a Common Potential Significant Deficiencies checklist for the system. The Common Potential Significant Deficiencies checklist will be provided by the EPA Region 8.

· Provide follow-up assistance to water systems in implementing recommendations or in correcting significant deficiencies found during sanitary surveys if requested by the Technical Contact through the Contracting Officer.

· Notify/coordinate survey dates with state of Wyoming or tribal staff in accordance with the EPA Region 8 requirements. Schedule and conduct entrance and exit interviews with appropriate tribal staff as necessary.

· The lack of an Emergency Response Plan is generally considered to be a significant deficiency. If a Public Water System does not have an Emergency Response Plan, the contractor will share the appropriate Emergency Response (ER) template (available at http://www.epa.gov/region8/waterops/reporting/forms.html) and allow the water system representative to begin and/or complete the plan during the on-site visit. The sanitary survey report should note that the template was provided to the water system representative and whether or not the ER plan was completed during the survey.

· If the contractor is working with the system operator during the sanitary survey the contractor shall let the system operator know that Operator Certification Contact Hours are applicable for the time spent on actual training during the sanitary survey. Instructions for completing the Wyoming Operator Individual Training Report (ITR) and Reimbursement Form, and the form itself will be provided by the EPA Region 8 (the form is also available at http://deq.state.wy.us/wqd/www/Forms/ITR.pdf

- The contractor shall use his/her best judgment in regards to the safety of climbing water storage tanks in order to observe features such as hatch openings, tank vents, overflows, etc.

- The contractor shall use his/her best judgment in regards to the safety of entering pits or vaults in order to observe features such as well heads, pumps, motors, meters, backflow prevention devices, etc.

Reporting of Sanitary Surveys

Each sanitary survey site visit shall be conducted within the calendar year in which it was assigned and each sanitary survey report shall be sent to the Technical Contact within 30 days after the site visit. The report and related documents shall include the following and shall be sent electronically (via email) unless otherwise indicated:

· The survey report shall be in the current standardized Microsoft Word format specified and provided by the EPA Region 8. The text at the beginning of the report (Significant Deficiencies) shall include a list of any potential deficiencies found at the facility, and recommendations on how to correct them. The contractor shall utilize the Common Significant Deficiency Language Template and Common Recommendation Language Template provided by the EPA Region 8 where applicable. Additional language may be added for situations not included in the template or if needed for clarification purposes. If a significant deficiency or recommendation was listed as a significant deficiency in the previous sanitary survey report and remains uncorrected, this shall be noted in the Significant Deficiencies section of the new sanitary survey report provided to the EPA Region 8. It is appropriate for the contractor to discuss their recommendations and potential significant deficiencies with the system owner/operator, but the contractor shall let the owner/operator know that the EPA Region 8 reserves the right to make the final determination as to what observations will be determined to be significant deficiencies. The contractor should not tell the system owner/operator what is or is not a significant deficiency - refer to them as “potential significant deficiencies”

· The survey report shall include a photo document containing at least one color photo of each source, treatment and storage facility at the public water system. The survey shall also include photos which illustrate all observable potential significant deficiencies identified during the sanitary survey and noted in the report, as well as any uncorrected significant deficiencies from the prior sanitary survey report. Photos in the photo document shall be numbered and the photo number shall be referenced in any discussion of significant deficiencies. Each photo shall also be referenced with a significant deficiency number where applicable. Sanitary surveys of select PWSs may require additional photographs of wells, surface water intake structures or other pertinent PWS features in order for the EPA personnel to locate these features remotely. These select PWS facilities will be identified by the EPA personnel by circling the name of the facility on the PWS Inventory form. These photos will be obtained according to the instructions found in Attachment 1 of this Statement of Work.

· The survey report shall include an updated schematic of the PWS, which shows any changes made in system configurations. The EPA Region 8 will provide the contractor with either an electronic copy or paper copy of each schematic diagram before the contractor makes the site visit. It is then the responsibility of the contractor to mark-up a hard copy of the schematic diagram as appropriate and get the PWS owner or operator’s signature and date on the page (to confirm that he/she agrees with the changes). This hard copy document shall be mailed (or sent electronically) by the contractor to the Technical Contact along with a revised PWS Inventory form for the system.

· For each sanitary survey, the contractor shall update a PWS Inventory form provided by the EPA (see example PWS Inventory Form provided by the EPA Region 8):

· The contractor shall confirm the name of the contact person (who would be the person to receive notifications, information and inquiries from the EPA) for the water system, a mailing address and an email address (if available). The contractor shall also confirm the system’s facility address, if included in the form. Indicate any changes in red ink on the PWS Inventory form

· The contractor shall confirm other information on the inventory form (and make any changes on the form in red ink):

· Start and end dates if the system operates on a seasonal schedule

· Source:

· Population type served and count

· Number of service connections

· Water purchased from

· Water sold to: Obtain a copy of the list of systems or entities (both regulated or unregulated by the NPDWR) that purchase water from the system being surveyed

· If the population varies throughout the year and is difficult to indicate clearly on the sanitary survey or inventory forms, indicate in the sanitary survey report or on the inventory form that EPA should consider sending the water system a new Basic Information Form (BIF).

· If requested (indicated by a circle drawn around the PWS feature on the form), the contractor shall provide information to assist the EPA staff in determining the location of Active public water system features listed on the Inventory form. Active and inactive water system features are indicated by either “A” or “I” respectively in a column to the right of the name of the feature on the PWS Inventory Form. This information could include latitude and longitude information (in red ink) obtained according to Attachment 1 of this document, a photograph or photographs of the feature showing its location relative to any easily recognizable landmark, a diagram obtained from the system owner or operator identifying the location of the feature or a street address or an indication (arrow pointing to the feature or circle drawn around the feature along with the name of the feature) of the location of the feature on the aerial photograph of the presumed location of the feature provided by the EPA. (see “Guidelines and General Instructions for Locating/Identifying PWS Components” in ATTACHMENT 1, below)

· All latitude and longitude coordinates will be obtained according to the specifications and instructions found in Attachment 1 of this Statement of Work. The contractor shall add their name, the date of the sanitary survey and indicate “sanitary survey” as the visit reason in red ink at the bottom of the PWS Inventory form. The EPA Region 8 will provide specific written instructions and/or an example inventory form for further explanation.

· This original document shall be mailed (or sent electronically) by the contractor to the Technical Contact along with the signed, revised schematic diagram of the system.

· For each sanitary survey completed at public water systems that use ground water which is not fully treated along with surface water in a Surface Water Treatment Plant, the contractor shall complete the first page of the Assessment Of Groundwater Under The Direct Influence Of Surface Water form. The assessment form will be provided by the EPA and will clearly indicate which sections and questions will require contractor input. The required contractor generated sections/parts of the GWUDISW assessment form shall be completed, even if the water source has been determined in the past to be ground water under the direct influence of surface water. (There are steps that a system can take to mitigate GWUDISW risk factors, and the system may have taken one or more of these steps as a result of previous sanitary surveys.)

· Each sanitary survey site visit shall be conducted within the calendar year in which it was assigned and each sanitary survey report shall be e-mailed to the Technical Contact within 30 days after the site visit. The accompanying photos can be e-mailed (e.g., those from a digital camera) as a separate file attachment. The hand-corrected PWS schematics diagram, inventory summary sheet, and any other pertinent information collected during the survey (e.g. treatment equipment manufacturer’s spec sheets) may be mailed back to the Technical Contact or sent electronically as a .pdf (or similar) file.

· If, during a sanitary survey visit, the contractor discovers conditions at a public water system that could pose an immediate risk to public health, he/she will immediately contact the Technical Contact or their designee from the EPA Region 8 Drinking Water Unit by telephone to provide a report of the situation. The contractor will also give highest priority to the completion of the sanitary survey report and relaying it to the Technical Contact by e-mail.

· There may be occasion when a representative of the EPA, federal, state, county, or local agencies or Tribal government shall accompany the contractor during a sanitary survey. In these instances, the contractor shall still be responsible for the completion of the sanitary survey report.

The report and related documents shall include the following and shall be sent electronically to the Technical Contact:

· A file containing the draft sanitary survey report

· A file containing any pictures taken during the sanitary survey.

· A file containing the completed ground water under the direct influence of surface water screening form (if applicable).

· An estimate of the cost of that particular survey.

The original documents listed below shall be mailed or sent electronically as a .pdf (or similar) file to the Technical Contact:

· A completed Public Water System (PWS) Inventory form with current contact information, mailing address, facility address, email address, and latitude and longitude data for facilities and equipment listed on the form along with your name and the date on which the Sanitary Survey was conducted added to the list of site visits at the bottom of the form. Any changes, additions or corrections to this form are to be made in red ink.

· A system schematic diagram, with hand written changes to the drawing which reflect either changes to the Public Water System (PWS) or changes to the diagram itself which make it an accurate representation of the PWS. The schematic diagram shall be signed and dated by the owner or operator in blue or black ink to indicate that it is accurate.

· A treatment schematic diagram, with hand written changes to the drawing which reflect either changes to the water treatment system or changes to the diagram itself which make it an accurate representation of the water treatment system. The schematic diagram shall be signed and dated by the owner or operator in blue or black ink to indicate that it is accurate

· A completed Common Potential Significant Deficiencies checklist for the system surveyed

· A corrected SWTR Status Form (for surface water or GWUDI systems)

· Aerial photographs of the water system or parts of the water system with hand written markings to indicate the location of water system features for which such location information was requested.

Each sanitary survey report and related documents shall be sent to the Technical Contact within 30 days after the site visit.

Finally, all surveyors should refrain from cutting and pasting non-substantiated information derived from previous sanitary survey documents, especially from previous sanitary survey forms. It has been noted that cutting and pasting non-substantiated information may tend to perpetuate potentially false and incorrect information.

QA Reporting For any analyses performed in the field by a contractor as a part of any Sanitary Survey water system visit (such as pH, Temperature, Chlorine Residual, Turbidity, Conductivity) for which a specific Maximum Contaminant Level (MCL) has not been promulgated, the contractor shall include in their Sanitary Survey report an indication of the following information:

For any samples collected in the field by a contractor as a part of any Sanitary Survey water system visit for which a specific Maximum Contaminant Level (MCL) has been promulgated, the contractor shall carry or ship the samples, under chain of custody, to a laboratory certified for analysis of the regulated contaminant of interest, within specified approved (40 CFR Part 141) holding times and preservation conditions. The contractor shall provide the original laboratory report to the EPA if results are sent to the contractor. The contractor shall include in their Sanitary Survey report or Emergency Action report an indication of the following information:

When were samples collected, Where were samples collected, Who collected the samples, What samples were shipped to the laboratory, When samples were shipped to the laboratory (include a copy of the chain of custody form) What certified laboratory was used, Who is to receive laboratory results

For any Global Positioning System (GPS, latitude and longitude) data collected in the field by a contractor as a part of any Sanitary Survey water system visit the contractor shall include in their Sanitary Survey report an indication of the following information:

The manufacturer of the GPS receiver, The model of the GPS receiver, The serial number of the GPS receiver, The date of the last software update for the GPS receiver, The operator of the GPS receiver, Confirm that the GPS receiver is reporting decimal degrees, Confirm that the GPS receiver uses the geographic coordinate system (some units may refer to this as latitude and longitude), Confirm that the GPS receiver uses the North American Datum (NAD) 83, Confirm that the GPS receiver settings use integrated satellite-based augmentation system SBAS), also known as wide area augmentation system (WAAS), The GPS receiver’s maximum positional dilution of precision (preferably 6.0), The GPS receiver’s maximum signal to noise ratio (SNR, preferably 39), The GPS receiver’s minimum elevation (preferably 15 degrees), The GPS receiver’s antenna height (preferably 3.5 ft.), The GPS receiver’s logging interval for points (preferably 1 second).

4. Circuit Rider Services

· Provide on-call assistance to individual water systems for problem solving or emergency compliance issues, and emergency operation.

· Perform site visits to confirm completion of specified actions.

5. Source Water Assessments

Perform and/or assist in developing source water assessments with Wyoming, tribal, and/or the EPA personnel as directed.

6. Comprehensive Performance Evaluations

Assist in performing Comprehensive Performance Evaluations with state, tribal, and/or the EPA personnel as directed.

7. Other

· The contractor will send staff who will be involved in these tasks to a kickoff meeting in the spring of each year to receive training and guidance from the EPA staff in carrying out these tasks. The contractor may charge reasonable hours, mileage and per diem as well as hotel accommodations if it turns out that hotel accommodations are required in order to attend the meeting.

· Identify existing or newly constructed public water systems not currently on the EPA’s inventory; assist in gathering new systems’ inventory information and provide that information to the EPA.

· Identify any new construction or changes made to water systems on the EPA’s inventory, including changes in:

· active/inactive status;

· population served;

· pumping, storage, and distribution system;

· treatment and filtration methods;

· operator status.

· On a case-by-case basis as requested by the Technical Contact or ordering officer, review and comment on plans and specifications for state or tribal water systems from the perspective of an experienced drinking water system operator.

8. Reporting

· Provide quarterly reports to the Technical Contact in the Region 8 Drinking Water Program summarizing task accomplishments and other activities. Reports will be provided within 10 working days of the end of the quarter in which work was performed.

· Provide other reports as necessary to the EPA Technical Contact or ordering officer.

Quality Management Plan

As part of the application process for this contract, the applicant shall submit a Quality Management Plan (QMP) for their organization that follows “EPA Requirements for Quality Management Plans, EPA QA/R-2, EPA”/240/B-01/002, March 2001. The U.S. Environmental Protection Agency has developed the Quality Management Plan as a means of documenting how an organization will plan, implement, and assess the effectiveness of its quality assurance and quality control operations applied to environmental programs.

End of Contract Reporting

At the end of the contract period, the contractor shall prepare a brief (i.e., only a few pages, at the most) report summarizing how many tasks were completed under each of the areas of responsibility listed above. Additional reporting requirements are specified under specific areas of responsibility.

Additional Requirements

· For all site visits, the contractor shall inform the PWS operator that they are contract employees (not the EPA employees) who have been hired by the EPA to provide various forms of technical assistance and sanitary surveys. At all times, the contractor shall be courteous to the PWS operators and will suggest, but not insist, that the PWS operators follow advice given during the visit.

· If the contractor observes that a PWS is not complying with any of the drinking water regulations or, if conditions at the facility pose an immediate public health risk, the contractor shall immediately inform the Technical Contact from the EPA Region 8 Drinking Water Program.

· Some written work requests shall require an expedited response, particularly in the case of drinking water emergencies.

· All work performed by the contractor shall be done in accordance with pertinent Occupational Safety and Health Administration requirements.

Billing

The contractor shall submit monthly invoices to the EPA -Research Triangle Park, North Carolina and to the EPA Region 8 Technical Contact, listing the number of hours and expenses applicable to the reporting period.

· Individual invoices shall indicate the EPA contract number and order number.

· Backup information for hourly charges shall be submitted and must be related to a Public Water System or systems at which or for which the work is being performed.

· Backup information for mileage charges shall be submitted and must be related to a Public Water System or systems at which or for which the work is being performed

· Backup information for lodging charges shall be submitted and must be related to a Public Water System or systems at which or for which the work is being performed

· All hourly charges shall include all technical/field work, or any activities associated with technical/field work (such as travel, field work, per diem, lab analyses for drinking water samples, reports preparation, photocopying, photo development, and postage).

· Unless prior written approval is obtained by the Technical Contact, this contract shall not fund any administrative or indirect charges, including QA review of the reports by anyone other than the field personnel.

· All indirect charges shall be included in the proposed hourly rate.

· All expenses shall be itemized and must be in accordance with the EPA cost reimbursement policies.

· All travel and per diem charges shall be made at the same rates as those allowed the EPA personnel.

ATTACHMENT 1

Technical Specifications for Obtaining Latitude Longitude Coordinates Utilizing Global Positioning System (GPS) Devices and Guidelines for Providing Physical Locations for USEPA Region 8 Sanitary Survey Contract

These specifications relate to select Public Water Systems (PWS) which require additional latitude longitude coordinate surveys or physical locations of PWS facility features. These features, or PWS components, will primarily consist of water source points in order to conduct preliminary assessments of PWS with regard to groundwater under the direct influence of surface water (GWUDISW). Some PWS may require GPS surveys of other PWS components such as treatment systems, water storage facilities, distribution systems, etc.

Any GPS receivers utilized for the USEPA Region 8 Sanitary Survey Contract shall have an accuracy rating of, at a minimum, 3 – 5 meters and prior to being used in the field shall be configured, if possible, to collect data using the following setting specifications:

Settings 1-4 are required for the performance of the contract.

Settings 5-10 are optional, but are preferred for optimal accuracy.

· It is imperative to allow for sufficient time to collect accurate coordinates. Each GPS data point will require approximately 30 readings (signal receptions) which will require approximately from 30 seconds to 5 minutes. Please refer to the owner’s manual of the particular instrument utilized for precise instructions relating to the adequate time required for accurate coordinate data acquisition.

· During data collection in the field the surveyor shall collect a data point as close to the feature as possible and in a consistent manner. Small features, such as wells, shall be surveyed on the center point. Other features, that are too large or inaccessible to the center point, shall be surveyed at the northwest point of the feature. If the feature is a structure, or located in a structure, then the data point should be collected at the front door. The surveyor shall document, in the margin of the aerial photograph and/or PWS Inventory form, where the coordinates were obtained. Future Sanitary Survey system inventory coordinate updates, if required, shall be obtained from the same location.

· If a satellite signal cannot be acquired at the preferred location due to roof overhangs, tree canopy, nearby buildings, or other obstacles that may be interfering with the line of sight between the satellites and the receiver, then off-setting to a location where signal acquisition is possible is acceptable as long as the distance and bearing to the feature is documented. Offsets shall require photographic documentation with appropriate descriptions of distance and compass direction (bearing) to the target feature.

· If possible, at least two digital photographs of each PWS feature (well, surface water intake, spring box, or infiltration gallery) surveyed shall be taken from a vantage point that provides an appropriate geographical context of the feature relative to its surroundings. Ideally, the feature surveyed will be photographed showing a recognizable anthropogenic landmark (building, structure, road, irrigation ditches etc.) or naturally occurring landmark or landform (trees, bodies of surface water, steep slopes, cliffs, etc.). Ideally, an accurate distance shall be provided from the survey point to the associated landmark(s) and/or landforms. The orientation and compass direction of the specific feature relative to the landmark(s) and/or landform(s) shall be noted. Each photograph should be named with the name or type of the feature to allow for the photograph to be correctly associated with the GPS point.

· In some instances, location determination issues may arise that will require, if possible, direct verbal or email communication with the surveyor in the field. The communication process may be initiated either by the surveyor or the EPA Region 8 personnel.

· All coordinates should contain 6 significant digits to the right of the decimal point. If a GPS receiver is not capable of collecting 6 significant digits, then the maximum number of digits permitted by the unit should be provided and reported.

· If possible, GPS receivers shall be periodically calibrated according to manufacturer’s specifications. In addition, the GPS receivers will be checked for the required and, if applicable, the optimal settings. The setting checks will be conducted prior to and during utilization of the receivers for the USEPA Region 8 Sanitary Survey Contract.

· Mitigating circumstances precluding the successful completion of the above specified requirements will be communicated to appropriate and identified the EPA Region 8 personnel at the time of occurrence during the Sanitary Survey.

Examples of GPS Devices

The following two links to Magellan mid-grade sportsman GPS units. (the EPA does not endorse any specific product(s) or manufacturers; Magellan is used here to provide a relative example.) Both units have an accuracy rating of 3-5 meters and allow for data to be exported as a .GPX file using Magellan's free Vantage Point software. GPX files can be converted to GIS formats using free custom tools available in ArcGIS.

Approximate cost: ($199) http://www.magellangps.com/Products/eXploristseries/eXplorist-310-North-America

Approximate cost: ($349) http://www.magellangps.com/Products/eXploristseries/eXplorist-510

The specifications tab of these web pages provides a good list of what a unit should have. However, if a unit does not contain the following basic specifications and is unable to achieve the required four settings discussed on the previous page, then it should not be utilized for the Sanitary Survey Contract.

· Accuracy rating – 3-5 meters

· WAAS (SBAS) capability

Guidelines and General Instructions for Locating/Identifying PWS Components

As part of the EPA Region 8 Public Water System (PWS) Sanitary Survey program, these guidelines and instructions highlight and elucidate a number of changes that have been made to the PWS identification and location process.

Emphasis has shifted away from solely conducting Global Positioning Satellite (GPS) surveys to provide latitude and longitude coordinates with which to locate the various PWS’s facilities (components) identified on the PWS Inventory Forms. Instead, where possible and when appropriate, satellite images of PWS’s (and components), which have been chosen to be surveyed in, have been generated. The surveyor will locate and label individual components of the PWS based on facilities identified on the inventory form on available and appropriate satellite images. Other select PWS components may require GPS surveys as specified in this Attachment 1 of the EPA Region 8 PWS Sanitary Survey Program Scope of Work. Details are provided below:

· For the Sanitary Survey Program, satellite images (images) of select PWS’s are available as part of the document package to sanitary surveyors. These images exist in various scales (depending on available image resolution and aerial coverage) and with and without symbols of the various PWS components based on their current GPS derived coordinates. Many of these GPS derived coordinates are incorrect. These various images serve to provide guidance as to where the surveyor may expect to find the various PWS components. The surveyor may assume if the assigned system(s) package does not contain images, the PWS component locations do not require updating or verifying.

· Please identify all items circled, marked or captioned with instructions or questions on the accompanying PWS inventory form on an appropriate satellite image of the PWS and surrounding area by placing an “X” or an arrow on at least one or several of the images. If available, please use an appropriate image without symbols to mark the new locations as many of the symbols may cover areas and therefore reduce accuracy. Water sources such as wells, springs, infiltration galleries, etc. require extremely accurate locates as the water sources may be subjected to additional remote geospatial analysis. Please utilize a relatively fine tipped writing instrument with permanent/semi-permanent black or blue ink to mark the locations of the PWS components. Two inventory forms are included in the documents: the blank inventory will allow the surveyor to provide comments or coordinates; the “Inventory 2” form provides the PWS components that require identification, verification, or new coordinates.

· Please clearly identify each field-marked location as to the type of component it represents. Please clearly identify multiple PWS components that may exist at a single location. For example: a well house may contain a well in addition to treatment, storage, sampling, and pumping facilities. This information needs to be clearly indicated. Please also locate and identify, on an appropriate satellite image, new PWS components not previously identified on images or other survey documents.

· If PWS components fall outside of the image coverage please obtain GPS coordinates according to Attachment 1 of the Sanitary Survey Scope of Work. PWS images contain latitude and longitude grids that should be used to see if the GPS values obtained in the field are reasonable.

· If possible, please follow up the newly field acquired GPS coordinates with one or two photographs of the newly surveyed PWS component relative to an easily identifiable naturally occurring or anthropogenic (man-made) landmark. Examples of these types of landmarks are also discussed in Attachment 1 of the Scope of Work. If the GPS instrument is not providing accurate data or if no appropriate landmarks exist please do not hesitate to provide a sketch map (preferably with fairly accurate distances to an obvious landmark). Also, if phone coverage is available, please do not hesitate to call the EPA technical contact for a verbal description of the location of the PWS component in question. Also, please do not hesitate to call the EPA technical contact for questions regarding the above guidelines and instructions.

· Other methods may be utilized to identify or verify PWS components, such as specifying a specific (and current) street address. Providing a corresponding photograph(s) of the inventory facility in question or providing a photocopy of an owner/operator supplied street map that clearly identifies the PWS component would…