NAICS Code: 2213 Request for Price Quotes: Hourly Rate plus Expenses STATEMENT OF WORK Field Support for Eastern Wyoming Public Water System Regulatory Program Purpose The purpose of this contract is to procure field services for the Wyoming public water system (PWS) regulatory program in the eastern and northeastern sections of Wyoming. Background The National Primary Drinking Water Regulations (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 is implemented by the U. S. EPA Region 8 office in Denver, Colorado. As the implementing agency for the Wyoming PWS regulatory program, EPA Region 8 has several responsibilities. Some of these require personnel to make site visits to Wyoming PWSs, or conduct meetings with Wyoming's state and local environmental or public health agency officials. For example: (1) EPA is required to ensure that sanitary surveys are conducted at each PWS within specified regulatory time-frames. 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. (2) As part of a technical assistance effort, EPA Regional staff or contractors may collect water samples for microscopic particulate analysis (MPA). These MPA samples are used to determine whether a PWS using a ground water source might be "under the direct influence of surface water." (3) When a PWS is having problems with microbiological, chemical, or radionuclide contamination, the operator often asks EPA for assistance in correcting the problem. The assistance may necessitate a visit to the PWS. (4) There may be some small water systems in Wyoming that meet the definition of a public water system, but have not notified or been recognized by EPA. These systems need to be identified and their names entered into the PWS regulatory database at EPA. (5) There have been several new Safe Drinking Water Act amendments enacted with new requirements for public water systems. Water system operators may need on-site technical assistance and training to comply with the new requirements. (6) Some state, county, and local environmental and public health agencies also have regulatory authority that applies to water systems in Wyoming. On occasion, staff from these agencies have requested training on drinking water topics. It is in the interest of EPA Region 8 to provide this training to help ensure that all agencies work together in a coordinated manner. (7) On occasion, it is necessary to confirm that a PWS has actually completed all the steps necessary to allow it to be "deactivated" (i.e., no longer meets the legal definition of a "public water system"). It is also occasionally necessary to confirm that a PWS has completed all of the actions mandated in an administrative order. In both instances, the best way to make these confirmations is to visit the facility, take photographs, and possibly collect water samples. (8) As appropriate, 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 staff provide technical assistance to help these small water systems correct any water quality problems. Because EPA Region 8 offices are located in Denver, it is difficult to send Agency personnel to Wyoming in every instance one of these actions are needed. For this reason, the Region is soliciting proposals from contractors to perform this work. The majority of the work will be located in the eastern and northeastern sections of Wyoming. Responsibilities The contractor will receive written (FAXed or e-mailed) assignments from the contract's Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit for the some or all of the following four tasks: (1) Site visits to public water systems to conduct sanitary surveys. At the beginning of the contract year, the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit will send the contractor a list of Wyoming PWSs that must have sanitary surveys completed. After receiving the list, the contractor will conduct the sanitary surveys at the assigned facilities and prepare a written report for each one. The scheduling of these survey visits is left to the discretion of the contractor. However, EPA reserves the right to designate certain surveys as "high priority". "High priority" surveys must be completed as soon as possible. All of the sanitary survey visits must be completed by the end of the purchase order. The contractor will prepare a written report for each sanitary survey. The reports must have the following features: ? They must use the current standardized format specified by EPA Region 8, and must be provided in Microsoft Word or WordPerfect format. ? They must include at least one color photo of each source, treatment and storage facility at the public water system. ? They must include an updated schematic of the PWS, which shows any changes made in system configurations. EPA Region 8 will provide the contractor with a paper copy of each schematic before the contractor makes the site visit. It is then the responsibility of the contractor to mark-up the schematic as appropriate, and get the PWS operator's signature on the page (to confirm that he/she agrees with the changes). ? The text at the beginning of the report (the "summary" section) must include a brief summary of any deficiencies found at the facility, and recommendations on how to correct them. ? For each sanitary survey completed at public water systems that use ground water, the contractor must fill out a "ground water under the direct influence of surface water" screening form. The screening form will be provided by EPA. ? For each sanitary survey, the contractor must mark-up a PWS inventory summary form that will be provided by EPA. ? Latitude/longitude measurements will be collected only if there has never been a measurement previously determined for a system's source(s), treatment facility(ies), and/or storage tank(s). Measurements will only be recorded on the PWS inventory summary sheet. The contractor must demonstrate to the Work Assignment Manager that they can collect latitude/longitude measurements to within 25 meters of accuracy. ? Each sanitary survey report must be e-mailed to the contract's Work Assignment Manager within 30 days after the site visit. The accompanying photos can either be e-mailed (e.g., those from a digital camera) as a separate file attachment, or mailed. The hand-corrected PWS schematics, inventory summary sheets, and any other pertinent information collected during the survey, e.g. treatment equipment manufacturer's spec sheets, must be mailed back to the Work Assignment Manager. ? 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 Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems 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 Work Assignment Manager by water systems to collect drinking water samples for microscopic particulate analysis. After receiving a written work request from the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit, the contractor will collect the MPA samples using the protocols specified in the "EPA Consensus Method." Each sample takes approximately 8 - 10 hours to collect. Once the sample is collected, the contractor will package it and either hand-deliver or mail it to a certified laboratory (one that has been approved by EPA to conduct the analysis). For each site visit, the contractor will prepare a brief (i.e., no more than one page) report using a form approved by EPA. The reports will be sent to EPA within 30 days after the site visits. (NOTE: The public water system pays the lab costs for the MPA analysis. It is understood that the lab may send the results to EPA later than the 30-day deadline.) (3) Technical assistance visits to public water systems that are having problems. After receiving a work request verbally or in writing from the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit, the contractor will visit a facility to provide technical assistance. Examples of possible problems include microbiological contamination in the system; failure to maintain adequate disinfectant residual; and failure to meet the Surface Water Treatment Rule turbidity criteria. The contractor will assess the problem and offer suggestions on how to make corrections. For each site visit, the contractor will prepare a brief report (i.e., no more than 2 pages) for EPA. These reports will include findings and suggestions on how to correct problems at the facility. The reports will be sent to EPA within 30 days after the site visit. On occasion, the contractor may receive a written request 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 Work Assignment Manager. (4) Identification of potential PWSs that are not currently on EPA's inventory of regulated systems. This task can be accomplished while traveling to assigned sites. Here, the contractor is requested to watch for any new facility developments that might meet the definition of a public water system, and to report these systems to EPA. (EPA will provide the contractor with a current list of existing PWSs.) (5) Training and technical assistance on SDWA Amendments. After receiving a written work request from the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit, the contractor will provide training or technical assistance to PWSs that are striving to meet new drinking water regulatory requirements. After each training or technical assistance visit, the contractor will send the Work Assignment Manager written confirmation (preferably an e-mail) that the assignment was completed and a description of the training provided. (6) Training for state and local agency personnel. At the written request of the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit, the contractor will conduct one or more training sessions for state and local agency personnel on selected drinking water topics. Examples include: collecting total coliform samples; chemical monitoring requirements for PWSs. (7) Site visits to confirm completion of specified actions. After receiving a work request verbally or in writing from the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit, the contractor will visit PWS facilities, take photos and collect other pertinent information to confirm that a PWS has completed the actions either: (1) mandated in a administrative order; or (2) necessary to allow that PWS to be deactivated. The contractor will send EPA a summary report within 30 days after the visit. Request for Price Quotes (Hourly Rate plus Expenses): EPA will review and evaluate proposals and make the contract award based upon the applicant's ability to meet the EVALUATION AND SELECTION CRITERIA, stated below. This program is competitive, and eligible applicants that can demonstrate that they meet the Criteria may apply. EVALUATION AND SELECTION CRITERIA All proposals will be evaluated according to the following criteria. 1. Demonstrated experience of the applicant in conducting sanitary surveys. 2. Experience and knowledge of water system operations and maintenance, and small government public works administration. 3. Because some drinking water facility problems can be an emergency public health concern, technical assistance may be required on 24 hours notice. Therefore, preference will be given to companies or offices located within the Wyoming state boundaries. 4. Cost: Please provide the fully loaded hourly rate for each task listed above If the contract has multiple hourly rates, list the hours per each rate. 5. List any subcontractors that will be used for this contract, including their experience in the criteria listed above. 6. Familiarity with the National Primary Drinking Water Regulations (40 CFR Part 141). End of Contract Reporting At the end of the contract period, the contractor will prepare a brief (i.e. 2-3 pages) 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 (1) For all site visits, the contractor will inform the PWS operator that they are contract employees (not EPA employees) who have been hired by EPA to provide various forms of technical assistance. Due to increased security considerations, contractors should carry and present EPA credentials at the time of their visit to the PWS. At all times, the contractor will be courteous to the PWS operators and will suggest, but not insist, that the PWS operators follow advice given during the visit. (2) 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 will immediately inform the Work Assignment Manager or their designee from the EPA Region 8 Municipal Systems Unit. (3) Some verbal or written work requests will require an expedited response, particularly in the case of drinking water emergencies. (4) All work performed by the contractor will be done in accordance with pertinent Occupational Safety and Health Administration requirements. (5) EPA may require the contractor to travel to Denver near the beginning of the contract year to meet staff and review files of facilities where sanitary survey visits will be conducted. Past performance Provide three (3) of the most relevant and related references for similar work in terms of size and scope over the past three years. Provide the following information: (a) the name and address of the organization for which services were performed; (b) the current telephone number of a responsible technical representative of the organization and the current business contact; (c) the contract number, if applicable; (d) the type of contract performed; and (e) a brief description of the services provided, including the length of performance and the total dollar amount. QUOTATION SUBMISSION INSTRUCTIONS Contractors shall prepare a succinct written proposal that addresses the work described in the Statement of Work (technical approach), a schedule of deliverables and a budget. As a guideline, quotations (not including resumes) should be no more than 20 pages, however, contractors shall not be penalized for exceeding 20 pages. Questions concerning the quotation preparation or any technical questions are to be submitted via e-mail to the Contracting Officer (CO) not later than five (5) calender days from the RFQ issue date by 3:30 p.m. MST. The CO's e-mail address is
[email protected]. Contractors shall provide supporting documentation that 1) supports their ability to perform these tasks, 2) provide resumes of the personnel proposed for assignment to the project with a staffing plan. All submissions, including the proposal and subsequent documents and reports should be made on double-sided copies. Duration of contract The contract will be in place from the award date until January 31, 2005. Billing The contractor will submit monthly invoices to EPA which list the number of hours and expenses. All hourly charges must be for field work, or for any activities associated with field work (such as lab analyses of drinking water samples, report preparation, xeroxing, photo development, and postage). Unless prior written approval is obtained by the Work Assignment Manager, this contract will not fund any administrative or indirect charges, including QA review of the reports by anyone other than the field personnel. All indirect charges must be considered in the proposed hourly rate. All travel and per diem charges must be made at the same rates as those allowed EPA personnel. _________________________________________________ Gail S. Hill, Work Assignment Manager Date _________________________________________________ Minnie Adams, Project Officer Date _________________________________________________ Anderson Hamp, Jr., Contracting Officer Date