The Foundations of Water Resource Planning: Guidance for Establishing Water Utility Service Levels

Objectives

• Review and establish a consistent definition of service levels (service level standards, service level assumptions, levels of service, etc.), differentiate from key performance indicators, identify the appropriate uses of service levels, and recommend consistent terminology for the water sector.
• Review and document current national and international practices for the establishment of utility service levels, including the impetus and process for how they are established, and the different business functions included (e.g., water supply planning, water use planning, engineering, operations, water treatment, etc.)
• Develop a guidance framework for utilities establishing their own water resource planning service levels that aligns with organizational performance goals and objectives (considering utility size, community types served, geographic region, financial and political drivers/constraints, climate change, and social equity, etc.). Include guidance for aligning capital investment decision-making with established service levels.
• Develop guidance for engaging stakeholders during the service levels setting process and for internal and external communications to achieve better understanding and alignment of staff, the community, and service levels.

Research Approach

• This RFP is intentionally flexible in the research approach to encourage creativity and originality from proposers. Proposers should describe how they will conduct the research to meet the objectives listed above. The following approach is intended as a starting point:
  • Review of literature, industry reports, and guidance documents, including those from international utilities, regulators, or water associations.
  • Utility interviews regarding existing/planned/needed service levels, including utilities of various sizes, from differing geographical regions, and serving a diverse range of community types.
  • Interviews with academic and think tank researchers that focus on aspects of water resource planning, water service reliability, and decision making under deep uncertainty.
  • Utility workshop, convening collective discussions between water resource planners on the current state of service levels and the most important needs for industry guidance and frameworks.

Funding Information

• The maximum funding available from WRF for this project is $175,000. The applicant must contribute additional resources equivalent to at least 33% of the project award. For example, if an applicant requests $100,000 from WRF, an additional $33,000 or more must be contributed by the applicant. Acceptable forms of applicant contribution include cost share, applicant in kind, or third-party in-kind that comply with 2 CFR Part 200.306 cost sharing or matching. The applicant may elect to contribute more than 33% to the project, but the maximum WRF funding available remains fixed at $175,000. Proposals that do not meet the minimum 33% of the project award will not be accepted.
• The anticipated period of performance for this project is 18-24 months from the contract start date.

Expected Outcomes

• This RFP is left intentionally flexible in the deliverables to encourage creativity and originality from proposers. Proposers should describe how the deliverables proposed will provide wide sector accessibility and ensure practical applicability of the project results. Potential deliverables for this project could include, but are not limited to, the following:
  • Research report (must use WRF’s Research Report Template
  • State of the Field Review (to include academic sources, utility case studies, etc.)
  • Guidance Framework
  • Webcast, conference presentation, etc.
  • Peer-reviewed journal article
  • Fact sheet, case study, white paper, etc.
  • Workshop (consider plan to document workshop)
  • Technology Deliverable (e.g. website, online tool/database, etc.) (must follow the Technology Deliverables Guidance)

Eligibility Criteria

• Proposals will be accepted from both U.S.-based and non-U.S.-based entities, including educational institutions, research organizations, governmental agencies, and consultants or other for-profit entities.
• WRF’s Board of Directors has established a Timeliness Policy that addresses researcher adherence to the project schedule. Researchers who are late on any ongoing WRF-sponsored studies without approved no-cost extensions are not eligible to be named participants in any proposals.
• WRF encourages participation from water utilities and other organizations in WRF research. Participation can occur in a variety of ways, including direct participation, in-kind contributions, or in-kind services.

Evaluation Criteria 

• The following criteria will be used to evaluate proposals:
  • Understanding the Problem and Responsiveness to RFP (maximum 20 points)
  • Technical and Scientific Merit (maximum 30 points)
  • Qualifications, Capabilities, and Management (maximum 15 points)
  • Communication Plan, Deliverables, and Applicability (maximum 20 points)
  • Budget and Schedule (maximum 15 points)

For more information, visit Water Research Foundation.