Training Module 4 Dealing with Consultants Technical Assistance

Training Module 4 Dealing with Consultants, Technical Assistance Providers, Regulators, and Funding Agencies Prepared by RCAP Solutions for the PA Department of Environmental Protection

Introduction • During this training module, we’ll be describing: – – – – drinking water system funding technical assistance providers Request for Proposals (RFP) Interview questions Policies and procedures contract for engineering services preliminary engineering report local regulatory agency personnel 1

Financial Assistance • Loan and grant funding agencies • Grant programs 2

Financial Assistance • Rural Utilities Service – Loans and supplemental grants – Rural areas and towns < 10, 000 pop. 3

Financial Assistance • PENNVEST – Loans and supplemental grants – PA municipalities, authorities, and some private entities 4

Financial Assistance • CDBG through DCED – Entitlement and competitive grants – Benefits low to moderate income communities 5

Financial Assistance • DEP – Growing Greener – Innovative drinking water technology 6

Financial Assistance • Exercise! • PENNVEST Utility Guide 7

Technical Assistance • Government and not-for-profits – DEP – RCAP – PRWA – PUC – DCED – EFC – ETC 8

Technical Assistance • DEP – Small Water Systems Outreach Program • Onsite education and assistance • O&M and Management issues – Capability Enhancement (CE) Program • Capability Enhancement Facilitators (CEFs) • Develop and maintain long-term viability 9

Technical Assistance • RCAP Solutions, Inc. – Administrative and financial areas of water and wastewater system operations – Liaison between system and funders/regulators – Income surveys 10

Technical Assistance • PRWA – Water loss, leak detection, chlorination, metering, rate structuring, proper records keeping and day to day operation and maintenance – Training sessions 11

Technical Assistance • PUC – Rate increases – Compliance – Billing and collection 12

Technical Assistance • DCED – Municipal Training Program – ETP – Statewide seminars – Onsite training 13

Technical Assistance • EFC – Infrastructure Financing Assistance – Management – Financial Capacity – Planning 14

Technical Assistance • ETC – Operations Training – Technology Assistance – Technology Evaluation 15

Technical Assistance • Technical assistance (TA) providers vs • Engineers 16

Engineers and Consultants • Many reasons for engineers, consultants, and TA providers • May be required to hire an engineer in some cases 17

Engineers and Consultants • RFP – Developed in house or with technical assistance – Forms basis for the engineering work – Limit RFPs sent out 18

Engineers and Consultants • Proposals – Reviewed in house or with technical assistance – Select short list of top firms – Prepare for interviews 19

Engineers and Consultants • Interviews – Exercise! – Come up with some interview questions 20

Engineers and Consultants • Interviews – Questions to ask 21

Engineers and Consultants • Interviews – Selection criteria – Contracts 22

Engineers and Consultants • Contracts – Standard templates – Basic components 23

Engineers and Consultants • Contracts – Review performance regularly – Clarify expectations, misunderstandings, and terms if needed 24

Engineers and Consultants • Preliminary engineering report – Basic components 25

Engineers and Consultants • Costs – Justified – Breakdowns – Approvals 26

Regulators • DEP – Six regions – Local Government Handbook 27

Regulators • DEP – Local sanitarian – Anyone know their sanitarian? 28

Regulators • DEP – You’re not on your own – Help from engineer or TA provider 29

Exercise • Take a few minutes to complete the exercise in the workbook 30

Summary • Key points 31

References • Dennis Lee , PADEP • Don Schwartz, RCAP Solutions • Jean Holloway, Environmental Finance Center • “Working with Consultants and Assistance Providers” presentation by NETCSC • PENNVEST’s utility publication • DEP’s “Local Government Handbook” 32