Mississippi Administrative Code › Title 33 - Public Health - Local Governments And Rural Water Systems Improvements Board › Part 11 - Drinking Water Systems Improvements Revolving Loan Fund Program Regulations › Appendices › Appendix 33-11-E - Mississippi Small Systems Technical Assistance Set-Aside Work plan

Current through June 25, 2024
INTRODUCTION
The Mississippi State Department of Health (MSDH), Bureau of
				  Public Water Supply (Department), proposes to use the Small Systems Technical
				  Assistance Set-Aside of the DWSRF in an assistance and training program
				  directed at improving the technical, managerial, and financial capabilities of
				  small community public water systems in the state. The goal of this program is
				  to assure that assistance is provided to all small community public water
				  systems that require such assistance to maintain adequate technical, financial,
				  and managerial capabilities necessary to comply with requirements of the
				  SDWA.
SELECTION PROCESS
The current technical assistance contracts expire on June 30,
				  2019.
Prior to the expiration of the existing contracts an
				  Invitation for Bids (IFB) for the technical assistance contracts will be sent
				  out to potential contractors. All proposals will be evaluated by the Department
				  and recommendations for award will be presented to the Board (at a regularly
				  scheduled Board meeting); all contracts will be awarded.
The contracts for technical assistance are currently awarded
				  to:
Small Systems Technical Assistance (long-term and
				  intermediate technical assistance) - Mississippi State University Extension
				  Service;
Board Management Training Monitoring and Coordination for
				  Water System Officials - Mississippi State University Extension Service;
Hands-On Operator Training - Mississippi Rural Water
				  Association, Inc.;
PEER Review Program for Public Water Supplies - Mississippi
				  State University Extension Service;
Asset Management - Mississippi Rural Water Association,
				  Inc.
PROGRAM ACTIVITIES
The technical assistance program consists of five major
				  categories of activities that will be accomplished through contracts with
				  qualified organizations that are experienced in providing the type of support
				  required by each activity. These categories may be updated and/or revised as a
				  result of work plan reviews that will be conducted annually during the life of
				  the program. Amendments will be submitted whenever activities or budgets change
				  and when required to extend the term of the work plan.
Small Systems Technical Assistance:
Comprehensive and Intermediate technical assistance shall be
				  provided to an equivalent of twelve (12) small public water systems
				  annually.
1.
Long-term technical assistance:
Comprehensive assistance must be provided to a minimum of six
				  (6) small public water systems for the contract period. The MSDH - Bureau of
				  Public Water Supply will provide the contractor a list of systems that are to
				  receive this assistance. Within 30 days of the start date for that contract
				  year, the contractor will identify, with the help of MSDH, systems that will
				  receive comprehensive technical assistance, complete an initial assessment of
				  the needs of each system and develop a work plan for each water system. The
				  contractor shall submit an assessment and work plan for each system to MSDH for
				  approval prior to initiating technical assistance. MSDH shall use its latest
				  report of Capacity Ratings of Public Water Systems, along with the
				  recommendations of MSDH staff and the contractor, to identify those public
				  water systems that are to receive this assistance.
Activity Objective - provide long-term on-site
							 comprehensive technical assistance to resolve problems identified by
							 contractor. A minimum of six (6) systems will be chosen from a prepared
							 list.
Reporting/Evaluation - written progress reports using
							 a format approved by MSDH will be furnished monthly to MSDH and members of the
							 Board by the contractor. The reports shall identify progress made on the work
							 plan developed for each system. The contractor shall meet with the Board on a
							 quarterly basis to update the Board on accomplishments under this contract and
							 answer any questions the Board might have regarding the implementation of this
							 contract.
2.
Intermediate technical assistance:
This assistance is selective in nature and consists of one or
				  more additional contact or non-contact hours for public water systems
				  previously receiving short-term assistance or systems not requiring
				  comprehensive long-term assistance. Selection of systems will be based on the
				  list supplied by MSDH for the remaining public water systems from the initially
				  prepared list.
Intermediate technical assistance projects will be counted
				  toward the minimum twelve (12) required comprehensive projects at a ratio of
				  2:1 (two intermediate projects will be the equivalent of one comprehensive
				  project).
Activity Objective - provide intermediate on-site
							 technical assistance to selected systems covering the subject(s) determined by
							 the contractor to be most needed.
Reporting/Evaluation - written progress reports using
							 a format approved by MSDH will be furnished monthly to MSDH and members of the
							 Board by the contractor. The reports shall identify the assistance provided to
							 each system. The contractor shall meet with the Board on a quarterly basis to
							 update the Board on accomplishments under this contract and answer any
							 questions the Board might have regarding the implementation of this
							 contract.
Coordination and Monitoring of Board Management
				  Training for Water System Officials:
Section
				  41-26-101
				  of the Mississippi Code of 1972, Annotated, states "Each member elected or
				  reelected after June 30, 1998, to serve on a governing board of any community
				  public water system, except systems operated by municipalities with a
				  population greater than ten thousand (10,000), shall attend a minimum of eight
				  (8) hours of management training within two (2) years following the election of
				  that board member. If a board member has undergone training and is reelected to
				  the board, that board member shall not be required to attend training. The
				  management training shall be organized by the MSDH. The management training
				  shall include information on water system management and financing, rate
				  setting and structures, operations and maintenance, applicable laws and
				  regulations, ethics, the duties and responsibilities of the association and
				  other organizations. The Department shall develop and provide all training
				  materials. To avoid board members having to interfere with their jobs or
				  employment, management training sessions may be divided into segments and, to
				  the greatest extent possible, shall be scheduled for evening sessions. The
				  Department shall conduct management training on a regional basis." The
				  contractor shall: serve as the coordinator for MSDH in regards to all
				  activities related to the implementation of the training program in the state;
				  randomly attend training sessions to ensure the established curriculum is being
				  followed and that the curriculum is relevant and effective; manage the Board
				  Member Training Curriculum Review Committee; continue to update the established
				  computerized database to accurately track the most current status of each board
				  member attending the program; and other related duties.
Activity Objective - manage those activities related
							 to the effective training of the members of the governing boards of small
							 community public water systems.
Reporting/Evaluation - Randomly attend at least two
							 sessions/contract year/training organization unannounced and furnish both MSDH
							 and the Board members a written report within 7 days of attendance including
							 the following information: review of presentation by trainer(s); any needed
							 remedial action; attendee comments; attendance roster; and other related items.
							 Written and oral quarterly reports shall be furnished to MSDH and the Board
							 members that include: attendee evaluation of the trainers and training
							 material; contractor evaluation of trainer(s); attendee comments; attendance
							 rosters; needed remedial action; curriculum review committee meetings; itemized
							 costs of training organization(s). Monthly reports containing the above
							 information shall be submitted to MSDH along with the invoices for work
							 performed under the contract. MSDH, affected board members, and affected
							 entities shall be provided with periodic reports listing those board members
							 who have not completed the board member training and the time remaining for
							 completion of the training.
Hands-On Operator Training:
The Contractor will provide practical, applied, "hands-on"
				  training for public water system operators in the State of Mississippi. MSDH
				  defines hands-on operator training for the purposes of this contract as
				  training that provides functional instruction in the necessary skills and
				  knowledge to be able to better fulfill the job requirements of a drinking water
				  system operator. The hands-on training will include a comprehensive approach
				  (lecture plus physical, hands-on sessions with equipment) for all operators
				  attending the training. Trainings are to include equipment/props pertinent to
				  the training topic(s) as a part of the training discussion.
Activity Objectives - Provide a minimum of fourteen
							 (14) hands-on operator training sessions within the year.
Reporting/Evaluation - written quarterly reports
							 using a format approved by MSDH on Hands-On Operator Training. The reports
							 shall include but are not limited to: a) details of sessions conducted; b)
							 number of attendees and their comments; c) related problems that occurred
							 during or as a result of a training session and any solution(s); d) an itemized
							 list of the costs incurred by the training organization; and e) other related
							 items. The contractor shall meet with the Board on a quarterly basis to update
							 the Board on accomplishments under this contract and answer any questions the
							 Board might have regarding the implementation of this contract.
Peer Review Assistance:
Through the use of trained volunteers, this assistance will
				  be conducted on-site with the systems either selected from a list provided to
				  the contractor by MSDH or with prior MSDH approval. A cooperative agreement
				  between the contractor and the Mississippi Water and Pollution Control
				  Operators' Association will help provide qualified volunteers to serve as peer
				  review team members. There will be a goal of a minimum of fourteen (14) Peer
				  reviews per contract year with a minimum of three (3) peer reviews per quarter.
				  Each volunteer shall be paid $75 per day for each actual peer review in which
				  the volunteer participates. The contractor will maintain a directory of trained
				  volunteers.
Activity Objectives - provide short-term (less 8
							 contact hours) on-site technical assistance to selected systems covering the
							 subject(s) determined by the contractor to be most needed.
Reporting/Evaluation - copies of all completed peer
							 review reports will be provided to both MSDH and the Board within 30 days of
							 completion of each peer review. Written progress reports using a format
							 approved by MSDH will be furnished monthly to MSDH and members of the Board by
							 the contractor. The name of the system undergoing the peer review shall be
							 removed and be identified by a code only known to the contractor. The report
							 shall include: an assessment of which type of capacity was the worst at the
							 time of the visit; a listing of all suggested remedial action; officials
							 present shall be listed by title; an evaluation form (previously approved by
							 MSDH) rating the assistance provided that was completed by the system; any
							 conditions currently or potentially endangering public health; and any other
							 related items. The contractor shall meet with the Board on a quarterly basis to
							 update the Board on accomplishments under this contract and answer any
							 questions the Board might have regarding the implementation of this
							 contract.
Asset Management Training:
The Contractor will provide practical, applied, asset
				  management training for public water system operators in the State of
				  Mississippi using the guidance provided by the EPA in its publication titled
				  "Asset Management: A Best Practices Guide". Training will be provided at three
				  different locations in the state, one per Public Health Region and will be
				  provided at no cost to attendees.
Activity Objectives - provide asset management
							 training to water system operator statewide.
Reporting/Evaluation - written quarterly reports
							 using a format approved by MSDH. The reports shall include but are not limited
							 to: a) details of sessions conducted; b) number of attendees and their
							 comments; c) related problems that occurred during or as a result of a training
							 session and any solution(s); d) an itemized list of the costs incurred by the
							 training organization; and e) other related items. The contractor shall meet
							 with the Board on a quarterly basis to update the Board on accomplishments
							 under this contract and answer any questions the Board might have regarding the
							 implementation of this contract.
AGENCY RESPONSIBILITIES
The MSDH will conduct Small Systems Technical Assistance
				  Set-aside activities through Board approved contracts with providers who will
				  be selected following procedures of the State of Mississippi's Department of
				  Finance and Administration Public Procurement Review Board. Contracts of a
				  regulatory nature will be handled solely by MSDH. All providers will report to
				  and be responsible to the MSDH for all contract activities. No additional FTE
				  requirement is anticipated for state agencies to implement the provisions of
				  this set-aside.