Attachment_3___Representative_TO__2___Annual_Operation_and_Maintenance_Services_SOW.docx

Annual Site Maintenance

Representative Task Order - Scope of Work May 2024

Background

BIA’s early warning system (EWS) monitors environmental conditions at dams on tribal lands and sends notifications when specific conditions are met. Assurance that an EWS will function as designed is enhanced by the maintenance and exercise of the system prior to a live event. If these activities are not completed regularly, then a hazardous event could go undetected, and the proper people not warned.

To ensure the EWS sites function as designed, the BIA provides annual EWS maintenance and training services for the sites. BIA staff alone cannot attend to all maintenance needs associated with the large EWS inventory of 260+ sites. This statement of work (SOW) provides for annual EWS maintenance.

Project Management The contractor shall perform project, schedule, and budget management throughout the duration of the project, and organize and attend periodic project meetings as needed. Periodic project meetings shall be held weekly, with more frequent meetings scheduled as needed. It is anticipated that the periodic project meetings can all be held by conference call.

Contractor shall submit a resource-loaded schedule including anticipated submission dates of each deliverable described in this SOW. This schedule shall be used as the BIA’s basis for tracking actual project progress. Once accepted by the BIA, this schedule shall become the basis for the Period of Performance of the Task Order and shall be contractually binding. Should conditions or events beyond the control of the Contractor occur which cause delays, a modification may be issued by BIA. The contractor shall update the schedule weekly, as necessary based on changes.

In addition, the contractor shall prepare monthly progress reports and submit these to the Contracting Officer’s Representative (COR). These reports shall summarize the work completed during the previous month and shall include updates to the project schedule and details regarding the remaining project budget and percentage of work completed. In addition to the above-mentioned items, this task includes Quality Assurance/Quality Control (QA/QC) throughout the project and performing any other project management, subcontracting, and coordination tasks that may be needed to complete the project including but not limited to scheduling and organizing any required site inspection trips, reviewing and preparing invoices, and transmitting the final reports and supporting files.

The Project Manager shall provide the following items as part of their duties to the BIA.

· Meeting minutes for all project meetings

· Monthly progress reports

· Invoices

· Resource-loaded schedule

Scheduling of site visits will be arranged by the Contractor in coordination with the BIA Lakewood Office, the appropriate local BIA/Tribal Reservation staff, and the BIA Regional SOD Officer. To meet the contract performance date and travel approval requirements, it is advised that work activities be scheduled with as much advance notice as possible. Contractor shall report site visits through text and email notifications and by phone to National Monitoring Center (NMC) so that notification phone calls based on false alarms are not triggered.

Scheduling for site visits will be prioritized based on maintenance need (emergency repairs, sites that are out of working order), time since prior maintenance visit, seasonal weather conditions, site accessibility, BIA/Tribe Staff schedule, and other variable elements. The BIA will provide the Contractor with contacts for each reservation and assist with the scheduling of the site visits if required. The Contractor shall inquire and adhere to any BIA Regional and Tribal protocols prior to entering Tribal Lands. Short term scheduling of maintenance visits should be for emergency repairs only.

Scope of Work

For Task 1, the contractor shall provide field maintenance site visits that include annual maintenance, emergency repairs, reservoir elevation surveys, and training services for each of the monitoring sites listed in Table 1, or as modified by mutual agreement of the BIA and Contractor.

For Task 2, Contractor shall monitor deficiencies for all BIA EWS sites, including site outage alarms, low battery voltages, high byte counts, and sensor outages. The focus of this effort is to ensure reliable monitoring of reservoir levels.

All service activities will be fully documented in a report for each reservation. The documentation shall include monitoring sensor parameters, any measured equipment performance criteria, and detailed photographs including site conditions, reservoir elevation, and the staff gage, as applicable. Additional equipment or infrastructure repairs or other site work identified during each site visit shall be documented in the EWS inventory database (maintenance worksheets uploaded for each site and updates of site inventory completed).

During the course of work, it may become evident that other activities not explicitly outlined in this Scope of Work may be necessary to maintain functioning EWS Sites. Other tasks which are necessary to accomplish this will be evaluated by the BIA individually and executed under separate contract action.

Specific contractor services expected for annual maintenance, repair, and training; travel; and emergency maintenance are listed below.

Contractor is required to be compliant with Bureau of Reclamation safety standards at the link below:

· https://www.usbr.gov/safety/rshs/index.html

Contractor Services

Task 1 – Annual Maintenance

Annual maintenance and repair* activities shall include:

· Provide pre-site visit data check (including latency) and discussion with BIA Denver Office Staff to identify any site/sensor issues to be addressed.

· Provide repair or replacement of damaged and/or missing parts. When available, equipment in the BIA’s spare parts inventory will be utilized for the repair work required.

· Survey and verify Pressure Transducer readings and update to known reference value. Confirm water elevation as tied to spillway or local datum and adjust reference accordingly.

· Test and tune or repair (if needed) of all radios for remote site link.

· Verify telemetry operations for primary and standalone sites (end to end communications sensors to the EWS website.

· Test/calibrate and clean rain gage in accordance with manufacturer’s recommendations.

· Perform field check of other meteorological sensors for accuracy and repair/calibrate or replace instruments, when necessary and in accordance with manufacturer’s recommendations.

· Test and repair or replace as needed power system components – solar panel, battery, power regulator, trickle charger, etc, in accordance with manufacturer's recommendations.

· Maintain cables, connectors, antennas, grounding systems, intrusion sensor/cable and other system components as needed and in accordance with manufacturer’s recommendations.

· Clean all housings, solar panels, and equipment.

· Test float switches by lifting the highest float first, then subsequently lower floats.

· Clean float switches as needed.

· Contact the BIA Denver Office staff about incidents, such as vandalism, sensor problems, and other concerns with the monitoring site.

· If provided, relay information related to contacts receiving EWS notifications (Tribal and BIA Staff phone numbers/email addresses used for site notifications) to BIA Denver Office.

· Replace or repair radio, cellular, or satellite antenna or interface as needed.

· Replace or repair failed sensors and batteries with new equipment as necessary and in accordance with manufacturer’s recommendations.

· Update datalogger programming to current version, as needed.

· Provide general site maintenance including upkeep of NEMA boxes, mountings, and repair of minor damage due to wear and tear, weather, and vandalism.

· Diagnose and troubleshoot failures to the component or board level and return equipment to service given available spare parts.

· Reinstall site electronics removed for dam rehabilitation or install new sites.

· Remove equipment from sites that are being decommissioned.

· Adjust the EWS website, such as adding or removing sensors and sites or putting sensors or site in maintenance mode or make them only viewable by administrative users, as applicable.

· Contractor is responsible for maintaining all equipment on site, including electronics, conduit, and other infrastructure.

· Measure reservoir elevation to 0.1 ft accuracy in NAVD88 or another agreed upon datum and using the most recent available geoid. The measured elevation and time of measurement will be reported in the site visit report.

· BIA may direct Contractor to measure the elevation of up to 5 other locations at the dam site during the site visit.

· Report any PT datum adjustments required to BIA within 5 days of site visit.

* Replacements will be the same make and model as the original. Substitutions must be approved by the BIA prior to installation.

Every effort should be made to have each monitoring site fully functional before leaving the site. If annual maintenance deficiencies remain after site visit, contractor shall revisit the site to address the deficiency within 7 days unless BIA approves additional time.

Training services Onsite, hands-on training will be offered to local staff during each annual maintenance site visit. The training is anticipated to last 30-60 minutes for each reservation.

· Provide the most updated EWS Training Manual, if needed.

· Provide on-site training for available Tribal and BIA Staff during maintenance visits so that they can perform monthly maintenance and typical troubleshooting and repair activities, including:

· Maintain and clean housings, float switches, solar panels, rain gage, PT, and other sensors/equipment.

· Properly reboot the site.

· Troubleshoot components and replace standard components.

· Verify EWS website data compared to field conditions.

· Additional EWS training as requested by local staff during site visits.

Travel costs

· Airfare, car rental, and vehicle mileage, as needed to get to the site.

· Per diem meals and hotel costs.

· Other travel costs, as applicable.

· Contractor shall be compliant with Department of the Interior travel regulations.

Maintenance supplies to be furnished by Contractor

· 12 Amp-Hour Battery only (pass through), 2

· 35 Amp-Hour Battery only (pass through), 50

· 100 Amp-Hour Battery with fused harness (field ready) - excludes shipping, 6

· Additional Shipping from Contractor to BIA Destination

· Additional equipment or supplies anticipated by contractor to be needed for maintenance must be included in the task order proposal. Any equipment not used in this year’s annual maintenance task order will be stored at the contractor’s facility for use in future maintenance and repair activities.

Government furnished equipment and services

· Government furnished equipment and supplies stored at the contractor’s facility

· Contact information for coordinating with Regional and local staff

Task 2 – Deficiency Monitoring

Contractor shall monitor deficiencies for all BIA EWS sites, including site outage alarms, low battery voltages, high byte counts, and sensor outages. The focus of this effort is to ensure reliable monitoring of reservoir levels. Historically, this work has taken 1-2 hours weekly throughout the year.

In addition, the Contractor shall also monitor site and sensor status to ensure accurate rain and stream levels. For deficiencies that require follow-up, Contractor shall reach out to local staff and the Regional SOD Officer, copying EWS@BIA.GOV on all email correspondence, to resolve the issue. When required, Contractor shall work with local/Agency, Regional, and Central Office EWS staff to schedule a site visit to resolve the deficiency. Additional equipment or infrastructure repairs or other site work identified during maintenance deficiency follow-up shall be documented in the EWS inventory database. Contractor shall log deficiencies and any actions taken and submit a summary to the BIA weekly.

Deficiency monitoring services shall include:

· Repairs, troubleshooting support (via phone or email), site work, and other critical EWS support as-needed and agreed upon by BIA, the Contractor, and local staff.

· Monitoring maintenance issues at sites (including site outages, low batteries, high byte count, and sensor outages) and coordinating follow-up and repairs as necessary.

· Maintain a log of maintenance and operation deficiencies at all monitoring sites.

Period of Performance

The requested maintenance and associated activities for this SOW shall be completed by December 31, 2025. Annual maintenance for sites in the Rocky Mountain Region will be completed by May 1, 2025 unless alternative dates are arranged with the BIA Central Office and Rocky Mountain Region Safety of Dams Officer.

Deliverables

· A Work Plan summarizing the planned schedule for performing the annual maintenance site visits. The Work Plan shall be submitted to the BIA in PDF format for their review and approval within one month of task order being awarded.

· By the 10th of each month, confirm the dates of each trip scheduled for the following month. This includes advanced coordination with local staff, BIA Regional SOD Officers, and BIA Central Office staff as listed in the EWS Contact List provided by the BIA.

· A Job Hazard Analysis (JHA) describing the safety hazards that may be encountered by site visit attendees and ways to mitigate them. The JHA shall also include the location of the nearest emergency services from the field locations. The JHA shall be submitted to the BIA in PDF format for review and approval a minimum of two weeks prior to each site visit.

· A site visit report for each trip summarizing the work completed and relevant observations and follow-up work required. The site visit report will include a minimum of one photo per site visited.

· A completed OTS Trip Report for each reservation visited. The template for this report will be provided by BIA. The OTS Trip Report must be submitted to the BIA within 5 working days of trip completion.

· Weekly summary of critical maintenance required and follow-up actions to troubleshoot and resolve issue(s). Critical maintenance includes activities that are required to monitor reservoir elevations at high hazard potential dams in the BIA dam safety program.

Table 1. FY23 EWS Maintenance Site Locations. Remote sites have radio connections to satellite transmission sites.

*These dams are not classified as high hazard dams. They are being monitored as upstream sites to one of BIA’s high hazard dams.