Mississippi Administrative Code › Title 33 - Public Health - Local Governments And Rural Water Systems Improvements Board › Part 4 - Drinking Water Systems Improvements Revolving Loan Fund Program Regulations › Appendices › Appendix 33-4-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
A request for proposals (RFP) for the technical assistance
				  contracts was published in the legal section of
The
				  Clarion-Ledger
and proposals were received on May 10, 2013, from
				  potential contractors. All proposals were evaluated by the Department and
				  recommendations for award were presented to the Board (at a regularly scheduled
				  Board meeting); all contracts were awarded.
All contracts cover a two-year period with an optional third
				  year to be exercised at the Board's discretion on July 1, 2015. The contracts
				  for technical assistance currently are as follows:
Small Systems Technical Assistance (long-term and
				  intermediate technical assistance) - Community Resources Group;
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
				  Rural Water Association, Inc.
PROGRAM ACTIVITIES
The technical assistance program consists of four 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 sixteen (16) small public water systems
				  annually.
1. - Long-term technical assistance:
Comprehensive assistance must be provided to a minimum of
				  eight (8) small public water systems annually. The contractor will provide
				  comprehensive assistance to at least eight (8) public water systems per
				  contract year. At the beginning of each contract year, 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, eight (8) systems
				  that will receive comprehensive technical assistance, complete an initial
				  assessment of the needs of each of the eight (8) systems, 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. Eight (8) 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 sixteen (16) 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 sixteen (16) 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 sixteen (16) 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.
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 Personal Services
				  Contract Procurement Regulations. 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.