STATEMENT OF WORK INSTRUCTIONS
[INSERT: Community Water System Name]
Preliminary Evaluation, Planning, and Design Project Grant
Statement of Work
The Statement of Work (SOW) should:
· Be written in common language for non-technical readers.
· Clearly define the Grantees role in completing the grant activities.
· Include project Introduction, Performance Objectives, Activities, Outputs/Outcomes, Timeline, and Reports.
A. Introduction
The following two (2) paragraphs are standard program language to be used by all grantees. Please copy and past into your document. Electronic copies can be obtained at: www.wvdhhr.org/oehs/eed/i&cd/
The West Virginia Department of Health and Human Resources, Bureau for Public Health (BPH), Office of Environmental Health Services (OEHS) has received U. S. Environmental Protection Agency approval to provide grant funds to small community public water systems to determine their needs and help achieve Safe Drinking Water Act (SDWA) compliance. This grant funding may be used to: perform source water quantity and quality studies, drill exploratory wells to determine source feasibility, test system water loss, develop preliminary engineering reports (needed for funding applications), design plans and specifications, complete income surveys (where justified), and conduct other related studies consistent with the SDWA.
West Virginia State Code §16-13C-3 et seq., establishes the West Virginia Drinking Water Treatment Revolving Fund (DWTRF) as provided for in the federal Safe Drinking Water Act. Further, this code designates uses of the fund set-asides to include administration costs, source water protection, operator training and certification, technical assistance to systems, local assistance, and other state activities permitted by the federal Safe Drinking Water Act. Moreover, West Virginia Legislative Rule §64-49-3 further describes allowable uses for the fund set asides, including local assistance to public water systems for capacity development activities to comply with the Safe Drinking Water Act.
Now customize the following paragraph with information specific to your project. This paragraph should state the purpose of the project. Need help? Answer: How will the project improve your system’s ability to delivery safe drinking water? Who will benefit from the project?
The [INSERT: Community Water System Name] proposes to utilize grant program funds for the provision of Complete this sentence describing your project. The [INSERT: Community Water System Name] plans to improve its capacity and viability by Complete this sentence describing your project.
B. Performance Objective
In this section you should describe your project goal. Need Help? Answer: What specific goal is the project attempting to accomplish? What specific deficiency will be addressed by the project?
EXAMPLE:
The project will fund the development and issuance of a preliminary engineering report (PER) for the Community Water System. The PER will describe the project to provide potable water in the community of Our Town for 999 underserved residents outside of the city limits. An engineering firm will be properly procured to complete the PER and submit an Infrastructure and Jobs Development Council (IJDC) Preliminary Application.
C. Activities
In this section you should give specific tasks that you or your contractor will carry out to meet the Performance Objective.
EXAMPLE:
· The Community Water System will follow necessary bidding requirements and contract with an engineering consultant firm to complete a PER to install facilities to provide potable water to the community of Our Town for 999 underserved residents.
· The Community Water System will use the PER and submit an IJDC Preliminary Application with the support of the selected engineering firm or Regional Planning and Development Council.
D. Outputs
In this section specifically describe the outputs. Outputs are tangible materials or events, such as a PER, a permit, or a meeting.
EXAMPLE OUTPUTS
· The Community Water System will have a PER for their water project.
· The Community Water System will have an IJDC Preliminary Application submitted to IJDC.
E. Outcomes
In this section specifically describe the outcomes. An outcome is an end result that may occur beyond the tangible materials, such as a community securing funding as a result of preparing a PER and application.
EXAMPLE OUTCOMES
· The Community Water System will have a proposed funding proposal for their water project.
· The Community Water System will have submitted an IJDC Preliminary Application that will be reviewed and subsequently approved by IJDC to pursue binding commitments for the project funding.
F. Timeframes
This section should provide a timeline of activities and draft outputs. While it is important to demonstrate a plan to progress with your project, keep the timeline on a quarterly basis to coincide with required status reports and invoices. ALL GRANT ACTIVTIES MUST TAKE PLACE WITHIN THE ONE YEAR GRANT PERIOD.
EXAMPLE:
Community Water System will contract with an engineering firm to develop and complete the PER within the one year grant period of December 1, 2008 to November 30, 2009.
February 28, 2009 Field work complete, report 25% complete
May 31, 2009 Report 75% complete
August 31, 2009 Report review
November 30, 2009 Report complete
G. Reports
This will vary among recipients, but all will be required to report quarterly in writing of project status.
EXAMPLE
Community Water System will submit quarterly status reports to the Office of Environmental Health Services, regardless of grant activities completed. The status reports shall identify activities, outcomes, percentages complete for each, and projected completion dates. These reports will be due at the end of each quarter: February 28, 2009, May 31, 2009, August 31, 2009, and November 30, 2009; or up until the time the grant activities are complete.
Community Water System will provide a final status report and/or a letter certifying the completion of the grant activities at that time. The PER and IJDC Preliminary Application should be attached to the final report/letter.