Mississippi Administrative Code › Title 33 - Public Health - Local Governments And Rural Water Systems Improvements Board › Part 6 - Drinking Water Systems Improvements Revolving Loan Fund Program Regulations › Appendices › Appendix 33-6-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, 2016.
Prior to the expiration of the existing contracts a request
				  for proposals (RFP) for the technical assistance contracts will be published in
				  the legal section of
The Clarion-Ledger
for proposals from
				  potential contractors. All proposals will be evaluated by the Department and
				  recommendations for aware will be presented to the Board (at a regularly
				  scheduled Board meeting); all contracts will be awarded.
All contracts will cover a two-year period beginning July 1,
				  2016, with an optional third year to be exercised at the Board's discretion on
				  July 1, 2018. The contracts for technical assistance currently reside as
				  following:
Small Systems Technical Assistance (long-term and
				  intermediate technical assistance) - Communities Unlimited, Inc.;
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 thirteen (13) small public water systems annually.
1.
-
Long-term technical
				  assistance:
Comprehensive assistance must be provided to a minimum of
				  seven (7) small public water systems annually. The contractor will provide
				  comprehensive assistance to at least seven (7) 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, seven (7) systems
				  that will receive comprehensive technical assistance, complete an initial
				  assessment of the needs of each of the seven (7) 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. A minimum of seven (7)) 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 thirteen (13) 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 thirteen (13) hands-on operator training sessions within
							 the year.
Reporting/Evaluation -
							 w
ritten 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 thirteen (13) 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.