140A2323Q0315_Atachment_1_Statement_of_Work_0001.pdf

Statement of Work Haskell Indian Nations University

Voice over Internet Protocol (VoIP) May 2023

A. GENERAL

1. Purpose

Haskell Indian Nations University (Haskell) has a requirement to replace the antiquated phone system and modernize to a fully featured phone system that will provide calling trees, automated operator, call forwarding, voice mail, and other calling features available from a modern phone system. This will require design and installation services from qualified contractor to accomplish the tasks in accordance with this statement of work, contract terms, conditions, specifications, and any special requirements such as following NFPA 5000 and all latest published applicable codes for as determined by BIA /BIE. Refer to Section B: “Codes and Standards”.

2. Project Location: Several buildings and sitework on the Haskell Indian Nations University campus located at 155 Indian Avenue, Lawrence, KS 66046.

3. Background Currently Haskell has an older AVAYA phone system that is no longer serviceable.

The equipment is end-of-life and end-of-sale and no longer is supported by manufacturers. Haskell relies on this phone system to provide voice communication for Haskell employees to be able to communicate with the Bureau of Indian Education and Bureau of Indian Affairs personnel for operations and day-to-day communications with current students, prospective students, former students, parents of students, vendors, and other community members.

B. CODES AND STANDARDS

The Contractor shall provide a multi-disciplined team to furnish services required to complete the work. Each responsible team member shall be knowledgeable of and provide work in compliance with the latest published editions of all applicable codes, standards, design handbooks, plan review procedures, and guidelines as adopted by BIA /BIE whether specifically mentioned in this SOW or not, which include but not limited to:

• NFPA 5000 Building Construction, Life Safety, and Fire Codes

• NFPA Codes for Occupancy Classification

• NFPA 1 Fire Code

• NFPA 70, National Electrical Code

• NFPA 72 National Fire Alarm and Signaling Code

• NFPA 101 Life Safety Code

• Americans with Disabilities Act and Architectural Barriers Act Accessibility

Guidelines (ADAABAAG)

• Occupational Safety Health Administration (OSHA) - Federal Regulations

• EPA - Tribal, State, Federal Regulations

• Value Engineering DOI OMB Circular A-131

• DOI – Guiding Principles for Sustainable Federal Buildings

• Final Inspection and Certificate of Occupancy Guidelines

Where applicable, the Contractor shall adhere to all federal and state statutes pertaining to archaeological, historical, and environmental clearances which may affect this project.

Strict adherence to the National Environmental Protection Act (NEPA) and the National Historic Preservation Act (NHPA), Section 106, shall be mandatory. Haskell Indian Nations University utilizes an Environmental Management System (EMS) to follow regulations concerning environmental laws. The Contractor shall follow all applicable environmental laws.

C. SCOPE OF WORK

TASKS

The Contractor shall design, procure and install on premises a VoIP system that can support 250 users to begin with and allow for growth to support up to 500 users in the future. VoIP phones are to be placed on employee desks and in shared common spaces and phones will be placed in IT communication rooms. Additionally, 100 “soft” phones for faculty, adjunct faculty, and employees that are either teleworking, or on travel and need access to the Haskell system to communicate with others. The new VoIP system will replace existing digital and analog phones currently on campus.

The contractor awarded will be required to come on-site to Haskell to setup the VoIP call system, configure phones, and train current IT staff on the day-to-day maintenance, and configuration of the Call Manager. The contractor shall train Haskell IT staff on how to configure the models of VoIP phones that Haskell has chosen to provide to the campus with a minimum period of 40 training hours.

Haskell is requesting the Call Manager to physically be an “on premises” system, and VoIP phones to be under warranty for a period of no less than 3 years. Due to Haskell being part of the Department of the Interior, Bureau of Indian Education, Haskell is required to follow the Federal Government guidelines, policies, and regulations.

Warranty and Support

All products shall be under manufacturer’s warranty for a period of three years and not be considered end-of-life until a period of not less than 5 years. Support shall be provided by the manufacturer for a period of 1 year with an additional 2 option years for a total of

3 years of manufacturer warranty for the Call Manager and phones. The contractor awarded to install the system shall provide a 1-year on-site warranty for issues that arise with the Call Manager or with network issues between the phones, Call Manager, or campus switches.

VoIP Call Manager Specifications

Call Manager Specifications

Cisco Business Edition 7000M

2-line model Features

User Support 1,000 to 5,000 Devices Supported 3,000 to 15,000 Calling Features Cisco Unified Communications Manager

Cisco Unified Attendant Cisco Emergency Responder Cisco Paging Server

Messaging Webex App Cisco Unified Communications Manager IM and Presence Service Cisco Unity Connection

Contact Center Cisco Unified Contact Center Express Edge Cisco Expressway Management Cisco Prime Collaboration Deployment

Phone Specifications

Utility Phone - Cisco IP Phone 7811

2-line model Features

Screen 384 x 106 pixel (3.28 in. / 83.3 mm) Ethernet switch 10/100 Full duplex speakerphone Yes (narrowband) Wideband audio Optional, with purchase of wideband headset Power over Ethernet class 1 Replaceable bezel N/A Programmable (line) keys 0 Soft Keys 4 Wall-mountable Yes

Desk Phone - Cisco IP Phone 7841

16-line model Features

Screen 396 x 162 pixel (3.5 in. / 89 mm) Ethernet switch 10/100/1000

Full duplex speakerphone Yes Wideband audio Yes Power over Ethernet class 1 Replaceable bezel Yes Programmable (line) keys 4 Soft Keys 4 Wall-mountable Yes

Considerations or possible known issues

The current copper network plant is a mix of CAT 5, 5e, 6, and 6A cables. In some buildings, it is expected that the current cables may not be able to provide the necessary power over ethernet (POE) or other unexpected issues where the copper cabling will not be able to provide the desired connectivity for a VoIP phone. Should cabling be identified as such, the contractor will not be required to address this issue. Haskell will pull new network lines to correct this issue immediately or address the connection later.

Academic Buildings (Building Number and Name): Utility

Phone Desk Phone

1. Building 004 Kiva Hall 1 5

2. Building 050 Pontiac Hall 0 13

3. Building 104 Blue Eagle 2 7

4. Building 107 Sequoyah Hall 3 25

5. Building 112 Parker Hall 4 25

6. Building 113 Seattle Hall 1 2

7. Building 119 Tan-I-Nend 1 2

8. Building 122 Ross Hall 1 21

9. Building 127 Tommaney Hall (Library) 3 19

Dormitories (Building Number and Name): Utility

Phone Desk Phone

10. Building 002 Pocahontas 3 2

11. Building 53 Powhatan (Under Construction) 1 1

12. Building 108 Osceola/Keokuk Hall (OK Hall) 2 8

13. Building 109 (Winona Hall) 2 8

14. Building 128 Blalock (Under Construction) 7 3

15. Building 130 (Roe Cloud Hall) 8 4

Dual Use Student and Administrative use buildings (Building Number and Name):

Utility Phone

Desk Phone

16. Building 111 Stidham Union 3 8

Student use buildings (Building Number and Name):

Utility Phone

Desk Phone

17. Building 10 Tecumseh 2 5

18. Building 12 Auditorium 1 0

19. Building 106 Jim Thorpe (Recreational Gym) 2 1

20. Building 126 Curtis Hall (cafeteria) 2 2

21. Building 129 Coffin Complex (Main Gym) 3 17

22. Building 144 Little Nations Academic Center

(Day care) 1 2

Administration Buildings (Building Number and

Utility Phone Desk Phone

23. Building 1 Pushmataha 2 6

24. Building 15 Tinker Hall (South Stadium) 6 5

25. Building 37 Dairy Barn 1 0

26. Building 115 Winnemucca - North 1 3

27. Building 116 Winnemucca - South 1 6

28. Building 118 Winnemucca - Office 1 6

29. Building 120 American Horse (Warehouse) 2 1

30. Building 121 Navarre (Main administrative building) 4 38

Administration Buildings (Building Number and

Utility Phone Total Phones

Desk Phone Total Phones

30 buildings 74 245 Final Total +10 % spares 81 270

Additional General Requirements

1. A site visit is highly recommended to familiarize themselves with the existing conditions and the service required. The Government is not responsible for any cost related to site visits, preparation of proposals or any meetings at the bidding stage for bidding purposes.

2. Upon request, and if available, existing blueprints and other relevant building information may be provided for informational purposes only. Existing blueprints are in hard copies as digital copies may not exist. If no blueprint exists, the Government may provide a digital copy and the Government bears no responsibility of the accuracy of any information included. The Contractor is encouraged to visit the site in coordination with HINU staff to inspect and verify the scope required. Any coordination with HINU staff shall be through the COR.

3. Contractor to physically verify all existing building conditions, utilities, finishes, dimensions, and clearances impacted by the work and notify COR of any hazards or deficiencies encountered.

4. Contractor shall provide all labor and materials and other necessary requirements to complete the work explained in the Task Description below and in full compliance with this SOW and contract documents.

5. All waste materials shall be removed and disposed of in a manner in accordance with local, State, and Federal regulations. HINU reserves the right to claim any demolition items it wishes to keep.

6. The Contractor shall provide their own dumpster for equipment and materials to be demolished and waste disposal. The Contractor shall identify all removed components that are suitable for recycling and complete4 preparation for components.

7. The Contractor to provide PPE as required. Work shall be performed in a safe manner in accordance with OSHA requirements.

8. The Contractor shall make areas safe during installation phases using safety tools such as cones, snow fencing, and ribbon tape for the protection of pedestrian and vehicular traffic. Contractor shall also submit a plan designating all areas of installation, staging, and contractor personnel parking to the COR for review.

9. All damages to Haskell Indian Nations University facilities or site due to installation or staging operations shall be the contractor’s responsibility to repair.

10. The facility where VoIP assessment may be in use during installation, therefore the Contractor will be required to schedule any utility outages and building closings with the

COR.

11. Contractor shall provide a copy of the organization’s safety program to the COR upon awarding of contract.

D. DELIVERABLES

The following deliverables are required when checked.

Item Submittal Check as required

For Approval

Required Review Period

Remarks

1 Performance Bond

☒ ☒ 10 Days from Award

15 days NTP Issuance requirement

2 Insurance ☒ ☒ 10 Days from Award

15 days NTP Issuance requirement

3 Superintendent Information

☒ ☒ After award 4-6 weeks

Assume 4-6 weeks for Background check. NTP issuance requirement.

5 Site Health and Safety Plan

☒ ☒ After NTP Prior to start any work

15 days

6 QC Plan ☒ ☒ 10 days after

NTP

days

7 Phasing plan ☒ ☒ 8 Design submittals ☒ ☒ At kick-off mtg 15 days Allow 15 days for Govnt.

Review for each design package.

9 Shop drawings ☒ ☒ 15 Days prior to start work

15 days

10 Materials / equipment submittals

☒ ☒ 15 Days prior to start work

15 days

11 Performance / QC Report

☒ ☐ Weekly 7 days

12 QC Inspections ☒ ☐ Daily 15 days As applicable to specific work

13 Test Reports ☒ ☒ 3 days from receiving the report

15 days

14 Submittal Log ☒ ☐ 15 days from NTP or with QC Plan if any

15 days Update Weekly

15 Meeting Minutes

☒ ☐ 3 days after the meeting date

7 days

16 RFI ☒ ☐ For differing site conditions or any clarification required by the contractor.

10 days

17 As-built Drawings

☒ ☒ 20 days prior to work completion

15 days

18 O&M Manuals ☒ ☒ 20 days prior to work completion

15 days

19 Training Plan ☒ ☒ Training will be provided before or after the VoIP systems has been installed.

15 days

20 Prefinal Inspection

☒ ☒ At the work completion

7 days Joint inspection

21 Final Inspection

☒ ☒ After punch list is cleared out

Government Inspection

1. Submit baseline schedule. Update schedule on monthly basis with narratives comparing the update to the baseline with all areas of impacts and mitigations taken to back to the project to track. Submit .Xer file with the baseline schedule and with every update.

2. Deviations and changes shall be processed formally through the Contracting Officer as it is the authority of the Contracting Officer only.

3. The Contractor shall perform its own inspection prior to contacting the Government for a prefinal inspection. The Government shall perform a joint prefinal inspection with the contractor upon work completion. The Government will issue a punch list at which time the contractor will submit a request for final inspection with the supporting documentation the punch list was cleared by the contractor. Contractor will submit a request for inspection 5 days prior to the intended inspection.

4. The Contractor shall provide all close out documents, including, but not limited to, construction documents, reports, record (“as built”) drawings, specifications, training, etc. as required by the contract.

5. Submit deliverables to:

Contracting Officer Representative (COR):

• Nathan V. Harjo, Supervisory IT Specialist Haskell Indian Nations University Nathan.Harjo@bie.edu

E. PERIOD OF PERFORMANCE

The Contractor shall complete this work within 60 days from Notice to Proceed as issued by the Contracting Officer.

mailto:Nathan.Harjo@bie.edu