Attachment_4_-_Representative_TO__3___Establishing_Support_of_a_New_Site.docx

EWS Site Install Establishing New Monitoring Sites

Representative Task Order - Scope of Work May 2024 Background BIA’s The Bureau of Indian Affairs (BIA) relies on a network of environmental monitoring stations to monitor conditions at approximately 140 high hazard dams located across the United States. Monitoring lake levels, rainfall, seismic events, and various other parameters on Indian Lands is a critical service and presents unique challenges.

BIA’s Early Warning System (EWS) sites are used by the Bureau of Indian Affairs (BIA) to reduce risk downstream of high hazard dams by providing advanced warning to the downstream public in the event of an emergency or incident. Additional high hazard dams within the BIA jurisdiction are in the process of being identified and brought into the program. Once the process of bringing them into the program is complete, an EWS site will need to be installed at each dam.

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.

Scope of Work This Task Order provides for the purchase and installation of EWS equipment at Example Dam 1 and Example Dam 2 and integration of data from those monitoring sites into the data management system as defined in the Contractor Deliverables section. The following site descriptions and capabilities are proposed for the install of a monitoring site at two BIA dams:

Example Dam 1 – EWS site will monitor reservoir elevation with duplicate instrumentation for robustness. Example Dam 1 is an earthen embankment dam in South Dakota that is currently undergoing rehabilitation. The watershed is over 300 square miles, and has a gradual response to rain events in the basin. As such, this is a potential candidate for using the federal GOES satellite to transmit data to the central database. There is a concrete spillway structure on the left embankment. The monitoring site will be established in such a way to be robust under local conditions, including possible freezing temperatures, vandalism, animal activity, or other anticipated circumstances that might disrupt measurements. Monitoring instrumentation will include:

· Redundant reservoir elevations

· Rainfall measurements (0.1” increments or finer)

· Monitoring camera positioned to view staff gage and the dam crest (could be one or two cameras)

· Accelerometer to monitor ground acceleration

· Once daily automated monitoring of piezometers – 4 sets of nested piezometers with each nest containing 2 instruments BIA will provide a small equipment building on the dam crest where electronics and batteries can be stored. Antennae and solar panels can be installed on the roof. There will be an 18” diameter vertical conduit connected to the reservoir and located on the reservoir side of the equipment building. A staff gage will be installed within view of the equipment building. There will be no A/C power. There is cellular service through one or more national carriers.

Example Dam 2 – EWS site will monitor reservoir elevation with duplicate instrumentation for robustness. Example Dam 2 is an earthen embankment dam in New Mexico that is typically dry and used for flood control. The watershed is less than 1 square mile, and has a rapid response to rain events in the basin. As such, this is a site where the federal GOES satellite will not be appropriate, and another satellite system will be needed to transmit data to the central database. Measurements will be taken at least once every 5 minutes; data will be transmitted at a minimum once every 4 hours and also if there is a change in the reservoir reading exceeding 0.2 ft since the last transmitted value. There is a corrugated metal pipe that passes minimal flows through the dam and serves as the principal spillway. Sedimentation is a significant concern at this dam – the reservoir needs to be dredged following each significant flood event, ideally as often as once each year. The monitoring site will be established in such a way to be robust under local conditions, including possible freezing temperatures, vandalism, animal activity, or other anticipated circumstances that might disrupt measurements. Monitoring instrumentation will include:

· Redundant reservoir elevation measurements

· Rainfall measurements (0.1” increments or finer)

· Monitoring camera positioned to view staff gage and the dam crest (could be one or two cameras) Contractor will provide all infrastructure and site preparation, including instrumentation enclosures or housing, conduit, grounding, safety or security features, and anything else required for the instrumentation. The proposal shall including the description and pricing of the full site installation including infrastructure and instrumentation. There is no A/C power or cellular service available at the site.

Website, Data, and Alerts – The dam monitoring sites will be added to the data management system and viewable on the website by the appropriate system users. Alerts with appropriate rules and messages will be set up for each site.

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.

Contractor Deliverables The contractor shall provide

· Installation of two EWS sites as described above

· Sites added to the data management system and website for viewing

· Alerts setup as requested, including up to 5 new system users for each site

· Trip report for each site visit required to perform the complete scope

· Job hazard analysis for each site visit Government-Furnished Services and Equipment BIA will provide:

· EWS site infrastructure for Example Dam 1 as described above

· Contact information for coordinating with Regional and local staff

· List of alerts and notification messages, 20 alerts anticipated for each site

Period of Performance The equipment purchase, installation, and associated implementation activities shall be completed by May 1, 2025.

Figure 1. Approximate location of dams.

Figure 2. Site map of Example Dam 1.

Figure 3. Site map of Example Dam 2.

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