Circuit Rider Technical Assistance Program

Amendment / Modification

This amendment addresses vendor questions submitted regarding the solicitation. It states that based on these questions and clarifications, there are no changes to the solicitation as a whole or its requirements.

No specific sections, attachments, or clauses are noted as changed or replaced.

Proposal deadlines, requirements, or evaluation factors remain unchanged as per this amendment.

Questions & Answers / Clarifications

This document contains questions submitted by the National Rural Water Association regarding Solicitation Number 12RADA26R0001 for the Circuit Rider Technical Assistance Program, along with the Government's responses.

• Volume III (Past Performance): Volume III is not applicable and should not be submitted with the proposal. Past Performance Questionnaires (PPQs) must be submitted directly to the Contracting Officer by the reference source.
• Proposal Submission: Each proposal volume must be a separate file. Multiple files for a single volume can be sent in one email if file size limits are not exceeded.
• Key Personnel Documents: Resumes and signed Letters of Commitment for key personnel should be submitted as separate files, clearly labeled with the naming convention: VolumeII_KeyPersonnel_COO, VolumeII_KeyPersonnel_CFO, VolumeII_KeyPersonnel_CM.
• Email Subject Line: The "RFQ number" in the email subject line refers to the solicitation number (12RADA26R0001).
• Hyperlinks: Internal PDF links (bookmarks, table of contents) are permissible. Links to external files are prohibited.
• Offer Due Date: The solicitation closes at 1500 EST on March 4, 2026. The earlier SAM.gov posting of 0300 EST was a clarification.

These clarifications address submission requirements for proposal volumes, key personnel documents, and past performance, and confirm the correct offer due date. Bidders should ensure their submissions adhere to these clarified instructions.

Form / Attachment / Pricing Sheet

This document is Attachment 2, the Pricing Worksheet for Solicitation 12RADA26R0001. It requires bidders to provide detailed pricing for all contract line item numbers (CLINS) for the base period and all option periods. Failure to price all periods may result in a non-responsive offer.

• Pricing Summary Sheet: Provides an overview of CLINS including Circuit Riders, Annual Training, Reporting, and Circuit Riders for Surge Support. It emphasizes that all base and option years must be priced.
• CLIN 0001 (Circuit Riders): Requires pricing for fully burdened rates, annual salary, number of circuit riders, total salary, and annual lump sum travel. It references PWS paragraphs 3.3-3.3.4.b and Table 1 for guidance.
• CLIN 0002 (Annual Training): Requires pricing for training, referencing PWS paragraph 3.3.5 and Attachment A. Pricing is based on a lump sum for training.
• CLIN 0003 (Reporting): Requires pricing for various monthly, quarterly, and annual reports, referencing the PWS deliverables and schedule. Bidders must discuss labor categories and level of effort (LOE) in Volume III of their proposal. The government estimates 40-60 hours per month for reporting.
• CLIN 0004 (Contingency Response Circuit Rider): Requires pricing for surge support, referencing PWS paragraph 3.3.2. It includes fields for average annual salary and a not-to-exceed amount for surge circuit riders.
• Formulas and Instructions: Formulas are provided to aid in consistent pricing summaries. Bidders are responsible for ensuring the accuracy and completeness of all fields. Totals are to be inserted into the SF 1449 Schedule B pages 3 through 8.

This worksheet is critical for bidders to accurately calculate and present their proposed costs for the entire contract period, including all option years. It directly impacts the responsiveness and competitiveness of their offer. Bidders must carefully review the referenced PWS sections and provide detailed cost breakdowns as instructed.

Form / Attachment / Pricing Sheet

This document is the Standard Form LLL, "Disclosure of Lobbying Activities." It is required to be completed by entities involved in lobbying activities related to a covered Federal action, pursuant to 31 U.S.C. section 1352. The form discloses information about lobbying efforts, including the type of Federal action, the reporting entity, and any lobbying registrants involved.

• Type of Federal Action: Contract, grant, cooperative agreement, loan, loan guarantee, or loan insurance.
• Status of Federal Action: Bid/offer/application, initial award, or post-award.
• Reporting Entity: Name, address, and classification (Prime or Subawardee).
• Lobbying Registrant Information: Name, address, and individuals performing services.
• Federal Action Number and Award Amount: If known.

Bidders may be required to complete and submit this form if they engage in lobbying activities related to this opportunity. It ensures transparency in government contracting and is a material representation of fact. Failure to file the required disclosure can result in civil penalties.

Solicitation / RFP / RFQ

This document is a solicitation for the "Circuit Rider Technical Assistance Program." The U.S. Department of Agriculture, Rural Development, is seeking proposals for a Firm-Fixed Price (FFP) contract to provide technical assistance to rural water systems nationwide. The solicitation is issued as a Full and Open Competition.

The contract requires the provision of personnel, material, equipment, services, and facilities to perform the tasks outlined in the Performance Work Statement (PWS). Key services include:

• Circuit Rider services (fully burdened rate)

• Annual Training

• Reports and Technical Assistance

• Disaster Response

• Contract Type: Firm-Fixed Price (FFP)

• Period of Performance: May 1, 2026, to April 30, 2031 (Base period and option periods)

• Estimated Value: Not explicitly stated, but includes pricing for base and option periods.

• Proposal Submission Deadline: March 4, 2026, 3:00 p.m. ET. Electronic submissions only.

• Evaluation Factors: Proposals will be evaluated based on Technical/Management (Capability/Experience, Key Personnel, Management/QA/Subcontracting), Past Performance, and Price. Technical/Management and Past Performance are more important than Price.

• Evaluation Methodology: A trade-off approach will be used to determine best value.

• Q&A Period Deadline: February 12, 2026, 12:00 p.m. ET.

• This solicitation is issued as a Full and Open Competition.

• Small business subcontracting goals are outlined, with a target of up to 22% of total planned subcontracting dollars.

• The solicitation incorporates numerous FAR and Agriculture Acquisition Regulation clauses by reference.

• Offerors must submit proposals in accordance with detailed format and page limitations.

• Key attachments include the Performance Work Statement (PWS), Pricing Worksheet, Subcontracting Plan, and Disclosure of Lobbying Activities.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide a nationwide rural water circuit rider technical assistance program to support eligible rural water systems in operating effectively, efficiently, and sustainably, ensuring compliance with the Safe Drinking Water Act and other requirements.

• Provide onsite technical assistance and training to rural water systems on an as-needed, request basis.

• Circuit Riders will assist with troubleshooting, operations, maintenance, management, financial sustainability, regulatory compliance, facility security, loan applications, disaster assistance, and cybersecurity.

• Assistance categories include Board Training, Management/Finance, Operation/Maintenance/Asset Management, Water Treatment, Regulatory Compliance, Facility Security, Loan Application and Reporting, Disaster Assistance, and Cybersecurity.

• Collect operational data from systems for government use in underwriting loans and grants.

• Conduct outreach to inform eligible systems of available services.

• Provide mandatory training for Circuit Riders (annual and new hire).

• Minimum contacts per month per Circuit Rider (36 for most states, 27 for HI/AK).

• Specific definitions for counting contacts (1-2 hours = 1 contact, 2-5 hours = 2 contacts, >5 hours = 3 contacts; <1 hour not counted).

• Minimum 10% of contacts for low-income/small communities, 10% for financial/operational/regulatory sustainability, and 10% for systems not visited in 6 months.

• Circuit Riders must respond to natural disasters and emergencies, potentially crossing state lines.

• Data collection must be comprehensive and accurate.

• Quarterly communication with RUS/WEP State Office personnel.

• Outreach letters to eligible systems within 60 days of contract start.

• Annual training of at least 20 hours per Circuit Rider; 20 hours for new hires.

• Contract period: 12-month base period (anticipated May 2026) plus four (4) 12-month option periods.

• Performance is nationwide, covering all 50 states and U.S. territories.

• Circuit Riders must have at least five years of experience in rural/community water system operations/management, with comprehensive technical knowledge.

• At least one Circuit Rider per state must have a water operator's certification within 90 days of contract start.

• Contractor must furnish all necessary personnel, equipment, and materials.

• No separate travel expenses will be paid; travel costs are included in the unit price.

• Key personnel required: Chief Operations Officer, Chief Financial Officer, and Contract Manager.

• Contractor must develop and maintain an effective Quality Control Plan (QCP).

Form / Attachment / Pricing Sheet

This document is a template for a Subcontracting Plan, as required by FAR 52.219-9. It is intended for use by offerors to outline their strategies for subcontracting with various small business categories.

• Identification Data: Fields for Company Name, Address, DUNS, Solicitation Number, and Date Prepared.
• Type of Plan: Specifies "Commercial Plan."
• Subcontracting Plan Requirements: Outlines the need to provide separate goals for subcontracting with Small Business (SB), Veteran-Owned Small Business (VOSB), Service-Disabled Veteran-Owned Small Business (SDVOSB), HUBZone Small Business (HUBZone SB), Small Disadvantaged Business (SDB), and Women-Owned Small Business (WOSB).
• Goals Percentage Table: A detailed table for specifying subcontracting goals (in dollars and percentage) for each business category across multiple contract years (Base Year through Option Year 5) and a Transition-Out period.
• Description of Supplies/Services: Sections to describe the specific supplies or services to be subcontracted within each business category.
• Methods for Goal Development & Source Identification: Prompts for describing the processes used to develop goals and identify potential subcontractors.
• Indirect Cost Allocation: Guidance on stating indirect costs and their proportionate share among small business categories.
• Subcontracting Program Administrator: Requirement to identify the individual responsible for administering the subcontracting program and their duties.
• Assurances: Various assurances are required, including equitable opportunity for small businesses, inclusion of "Utilization of Small Business Concerns" in subcontracts, record maintenance, good faith efforts in subcontracting, written explanations for deviations, non-prohibition of subcontractor discussions with the Contracting Officer, and timely payment to small business subcontractors.

Bidders must complete and submit this template as part of their proposal if required by the solicitation. It demonstrates their commitment and plan for utilizing small businesses in fulfilling the contract requirements. Failure to provide an adequate subcontracting plan may impact proposal evaluation and award.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet titled 'Exhibit A Questions and Answer Form.xlsx'. It appears to be a template or a form intended for bidders to submit questions and for the government to provide responses related to a solicitation.

The spreadsheet contains columns for:

• A sequential number (#)
• RFP Section
• Page Number
• Industry Comment/Question
• Government Response

This form is crucial for bidders who have questions regarding the solicitation. It provides a structured method for submitting inquiries and receiving official answers from the government. Bidders should use this form to ensure their questions are properly documented and addressed, which may impact their proposal preparation and understanding of the requirements.

Form / Attachment / Pricing Sheet

This document is Exhibit B, a Past Performance Questionnaire, intended to gather information from evaluators regarding a contractor's performance on previous or current contracts. This information is crucial for the U.S. Department of Agriculture (USDA), Rural Development (RD) in their source selection process for the Circuit Rider Technical Assistance Program. The questionnaire aims to assess a contractor's suitability for a firm-fixed-priced services contract.

• Contractor Identification: Fields for the contractor's name, contract number, estimated dollar amount, period of performance, product acquired, contract type, and a brief description of services.
• Performance Assessment: A rating scale (Exceptional, Very Good, Satisfactory, Marginal, Unsatisfactory) to evaluate overall performance, responsiveness, flexibility, experience with government standards, quality control, deficiency correction, cooperation, and timely order fulfillment.
• Comments: Space for detailed comments, especially for lower ratings, and an option to attach additional sheets.
• Additional Information: A section for supplementary past performance database reports or details on adverse performance and corrective actions.
• Respondent Information: Fields for the evaluator's name, office, phone, title, tenure on the program, and date of completion.

While this document is for evaluators, bidders should be aware that their past performance will be assessed using this questionnaire. Understanding the criteria and rating scales used can help contractors prepare for providing their own past performance information and anticipate the type of feedback government evaluators will be seeking. The questionnaire is to be completed and emailed within 7 days of receipt, but no later than March 04, 2026, 3:00 PM EST, to Gary.brown3@usda.gov.