A04_PWS_AMENDED_8-14-23_0001.pdf

Performance Work Statement

Flash Flood Warning System Preventive Maintenance Service

(Willow Beach, AZ and Cottonwood Cove, NV)

Lake Mead National Recreation Area

601 Nevada Way

Boulder City, Nevada 89005

1. Project Background

Lake Mead National Recreation Area (LAKE) is requiring a service contract for preventive maintenance on its flood warning systems at the Willow Beach area in Arizona and Cottonwood Cove Resort & Marina area in Nevada, to include contractor furnished equipment and signage, where needed. Options for additional service years are anticipated.

Willow Beach is one of three developed areas on Lake Mohave, comprised of a 67-mile-long freshwater reservoir on the Colorado River. Willow Beach is one of the most used areas of Lake Mohave with about 400,000 visitors annually. Because of its susceptibility to flash flood hazards, the facilities in the Willow Beach area have been closed due to safety reasons. D u e t o t h e c l o s u r e , visitation has declined by over 50%. Previous projects have undertaken the effort to re-establish visitor facilities which included the completion of the Hoover Dam bypass which has since improved travel time and convenience. These project improvements have enlivened the demand for facilities and services at Willow Beach by both local residents and LAKE visitors.

Cottonwood Cove area covers from Mile 12 on Lake Mohave (the South end of the basin) to approximately Mile 40 (Nelson’s Landing.) The Canyon area covers areas to the North and the East area on the Arizona side. The Cottonwood Cove developed area is designated as “Historic,” as many of the buildings are Mission 66 construction.

A previous project of the Willow Beach and Cottonwood Cove facilities consisted of the installation of structural flood protection measures; construction of a new campground, picnic area, trails, interpretive displays, restrooms and other associated facilities and relocation of NPS facilities out of the flood plain. Despite efforts of trail reconstruction, road improvement and regrading of slopes in the campground, the Willow Beach area is still susceptible to flash flooding. A levee structure was installed in early 2019 at the Cottonwood Cove area to address flooding.

2. Contractor Requirement

This project will require contractor to perform preventive maintenance of the flash flood systems to ensure full functionality and operability. The systems are critical to ensure visitor safety in the event of a flooding incident during the monsoon season, in the area.

Contractor shall notify LAKE of any inadequate or insufficient conditions of existing infrastructure and equipment so that appropriate corrections can be made.

All work shall comply with the National Electric Code (NEC), OSHA, ANSI/TIA/EIA, Nevada / Arizona Building Code, and all other LAKE Policy and Requirements.

3. Preventive Maintenance Support Criteria

Each site and radio repeater should be visited twice per year to perform maintenance activities. Inspection and testing of the sensors, batteries, solar panels, radios, antenna systems and sirens shall be conducted. Deficiencies in any of the testing noted below should be corrected while on-site, if possible. Equipment found to be faulty should be identified and sent to HydroLynx Systems Inc., for repair.

Radio Transceiver and Antenna System Testing

- Inspect the antenna cables for signs of deterioration

- Inspect the antenna cable connectors for signs of corrosion

- Inspect the antenna for missing or broken ground plane elements

- Inspect the lightning arrestor for signs of corrosion or visible damage

- Test the transceiver and antenna system Contractor shall ensure activation criteria is met for the proper activation of the system.

The VHF transceiver and antenna system should be tested using an in-line watt meter. A continuous tone for 5 seconds should be transmitted from the transceiver out through the watt meter and antenna system. The forward emitted power should be measured and recorded. A second continuous tone for 5 seconds should be transmitted and the reflected power should be measured and recorded. The measured forward and reflected power should be used to compute the standing wave ratio. The antenna system should be considered acceptable if the resulting standing wave ratio is 1.6 or less and the reflected power from the antenna system is less than 0.25 watts. The transceiver should be considered acceptable if the outgoing power is 4.5 watts or greater.

- Check the battery terminals for signs of corrosion or loose connections.

The 12-volt battery powering the DCU should be tested using a voltmeter. The DCU should be disconnected from the solar panel charging regulator prior to testing. The battery should be disconnected from the DCU and its “quiet” voltage should be measured and recorded. The battery should be re-connected to the DCU and a continuous 5 second tone should be emitted from the transceiver. The battery voltage during radio transmission where the battery is under “load” should be measured and recorded. The battery should be considered acceptable if the “quiet” voltage is greater than 12.8 volts and the difference between “quiet” and “load” voltage is less than 0.5 volts.

- Check the solar panel to ensure a charging voltage and current are being supplied.

- Check the voltage regulator to verify it is functioning properly.

- Clean the face of the solar panel.

- Verify solar panel orientation (south with vertical angle between 55 to 65 degrees)

The charging and regulation functions of the solar panel and the associated charging regulator should be tested using a voltmeter. The panel should be tested under “load” (with the DCU connected) and under “no load” (with the DCU disconnected). A volt/amp meter should be used to measure and document the voltage from the solar panel under “noload” conditions in full sun (between 9 am and 3 pm). The “no-load” voltage supplied directly by the solar panel should be considered acceptable if between 18 and 22 volts. The voltage supplied from the regulator should be considered acceptable if between 13.7 and 14.5 volts.

The DCU and its battery should be connected to the solar panel to test the solar panel charging current under “load” conditions. The charging current should be measured and recorded in full sun conditions when the panel is under “load”. Acceptable limits of charging current (assuming the battery is not already fully charged in which case the charging current will be much smaller) should be 0.66 times the panel’s rated specification (A panel rated at 300 mA should have an acceptable charging current of approximately 200 mA).

- Check the sensor connections to the transmitter to ensure there are no loose or broken connectors or wires.

- Replace desiccant packs as needed throughout the year.

- Verify that rain tips and PT stage readings are being recorded correctly.

At each station a transmission test should be conducted from the DCU. Reception of the test data should be confirmed at the base. Received data should be verified against sensor values to ensure the proper configuration of the DCU.

- Perform a dynamic calibration test on each tipping bucket using a 2595 calibration bottle.

- Adjust rain gage if the calibration shows a deviation of more than 5 % of total volume used in the dynamic calibration test.

- Clean the funnels, screens, and tipping bucket mechanism.

- Re-level the rain gage

- Verify the recording and transmission of each tip at the transmitter.

The tipping bucket rain gage should be proactively calibrated once per year and as needed throughout the year. A dynamic calibration test, using a HydroLynx Model 2595 calibration bottle, should be conducted where a volume of nine hundred and forty-six (946) milliliters of water are passed through the gage at a constant rate of five inches per hour. The total number of resulting bucket tips should be recorded and compared to the expected number of thirteen (13) tips.

The gage should be considered to pass the calibration test if the results are within the following range:

- 12 tips are recorded and 25 cc or less of water are added to generate the 13th tip

- 13 tips are recorded and 10 cc or less are removed from the tipping bucket.

Any gage not meeting the calibration requirements should be adjusted and re-tested.

Once the calibration of the tipping bucket mechanism has been verified, it should be installed into the top section assembly which contains the rain gage funnel and leveled. The top section should be installed onto the top of the standpipe per factory specifications. Once the top section is installed onto the standpipe, two (2) debris screens should be placed into the rain gage funnel.

- Perform a calibration test of the water level sensor.

- Flush the riser pipe and hydraulic intake to clear any sediment that may have accumulated.

- Clear the hydraulic intake if it is buried or clogged with sediment.

The water level sensor should be proactively calibrated once per year and as needed throughout the year. All PTs should be calibrated using a five-point pressure test across the full range of the PT. The PT should be removed from its installed housing and cleaned. A Druck commercial pressure tester should be used to apply pressure to the PT. Five distinct pressures should be applied and the resulting output from the PT should be recorded. A linear function should be applied to the five pressure/output pairs. New calibration parameters should be updated at the base station.

- Conduct visual inspection of float switch and debris screen.

- Remove debris collected in screen.

- Ensure float moves freely up and down its post.

The float switches should be checked and tested annually. The float should be clear of debris and sediment and the float should move freely up and down its post. The switch closure can be tested by manually moving the float up until it touches the top of the post. Once it touches the top of the post, an activation command should be initiated from the station and the siren and flashers should turn on. The siren and flashers must be turned off from the Dispatch base.

At each weather station, the sensor readings should be compared to ambient conditions and differences should be noted. Sensor readings should be checked with the following instruments:.

- Air temperature – thermometer

- Relative humidity – sling psychrometer

- Wind direction – compass

- Wind speed – hand-held wind speed indicator averaged over several minutes.

An annual test of the local automated activation and de-activation of the sirens and roadway flashers should be conducted. This is best accomplished by physically tripping the float switch at one of the water level monitoring stations (Last Chance Wash at Access Road, Last Chance Wash at Highway 93 or Willow Beach Wash at Highway 93). When the float switch is tripped, all notification devices (sirens and roadway flashers) should activate. Federal Signal recommends that the sirens be manually activated by playing the test message each month.

This serves to test the voice siren and to discharge/recharge the siren batteries, extending their life. Note that any major issue with the siren equipment would require support from Federal Signal or their designated agent (Blue Valley Public Safety).

The following general site maintenance activities should be completed at each visit.

- Visually inspect the standpipe and PT riser pipe for signs of vandalism.

- Fill any holes found in the standpipe with a silicone sealant.

- Remove any debris that may have accumulated in the stream channel around the riser pipe and hydraulic intake.

A final report will be generated to include a record of all maintenance activity conducted throughout the year at each site. The final report will also document the spare equipment used and requirements of additional spare equipment.

4. Contract Period, Quote Instructions and Option Years

Base year preventive maintenance on both systems shall be completed within 30 days of contract award. A t o t a l o f u p t o f o u r ( 4 ) o p t i o n y e a r s m a y b e e x e r c i s e d b y L a k e M e a d N a t i o n a l P a r k . Option year preventive maintenance shall be performed between October 1 to October 30th of each year:

- Option Year 1: Services performed October 1, 2024 to September 30, 2024

- Option Year 2: Services performed October 1, 2025 to September 30, 2025

- Option Year 3: Services performed October 1, 2026 to September 30, 2026

- Option Year 4: Services performed October 1, 2027 to September 30, 2027

Submit a price quote as a Firm Fixed Price (lump sum) for preventive maintenance (inspection, diagnostic testing and minor repairs) for the two (2) flash flood systems (total of base and four option years).

NOTE: The price for out-of-scope repairs shall be submitted as a firm fixed price (lump sum) for each system, within 2 business days of the discovery of deficiency(s), during the 30-day service period. This is NOT a cost reimbursement item. Price quote for out-of-scope repairs shall include the following costs broken out as line items:

- Travel expense round trip from firm’s place of business to system location(s) o Travel expenses should include labor hours, lodging, vehicle cost, fuel, meals, and all other costs associated with travel to/from LAKE

- “Fully loaded” personnel labor costs

- Equipment and materials

- Overhead and Profit

5. Government Personnel

Contracting Officer Representative (COR):

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance:

maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the

Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

6. Contractor Personnel

Key Personnel:

The contractor shall provide a contract manager who shall be responsible for the performance of the work. Contract manager shall be designated in writing to the CO.

This named person shall be authorized and act on behalf of the contractor.

Identification of Contractor Employees:

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

Contractor personnel not required to obtain and wear badges in the performance of this service.

7. Other Requirements

Submittals and Correspondence

Within seven (7) days of award and before beginning any site work (base year), contractor shall submit pre-work submittals to contracting officer (CO) and COR:

a) Accident and safety plan

b) Proof of Liability Insurance (see DIAR 1428.228-70)

c) Proof of worker’s compensation Insurance

d) Upon approval of all pre-work submittals, contractor shall notify COR of the dates and weekly schedule expected to perform preventive maintenance at each site.

Contractor will submit a completed report of maintenance performed at each site. The system must be performant upon completion of maintenance service. The contractor will be required to test each site after their preventive maintenance is complete. Testing should include, if necessary, the coordination with the Lake Mead Interagency Communication Center (LMICC) dispatchers to ensure the LMICC is being alerted to flood sirens/alarms that are operable. Contractor shall video record during testing as proof that the site is fully functional, and all deficiencies are addressed. Video recordings showing full functionality or deficiencies requiring further contract modification are to be uploaded and submitted to COR and CO no later than (NLT) 7 days after the performance of maintenance of the entire site, each year.

Should either system be found to require repair work beyond the scope of routine maintenance, contractor shall submit a quote to CO and COR before performing the repair (within 2 days of deficiency discovery). Any repair work performed by contractor without prior approval shall not be authorized and is not subject to payment. All repair work outside the scope of preventive maintenance shall be dealt with as a bi-lateral contract modification.

Final report shall be submitted via email to COR and CO within seven (7) business days of completing preventive maintenance (base and option years).

Protection of Property and Maintenance of Services

The Contractor shall protect from damages due to the work under this contract:

- Natural features and infrastructure of on-site work areas

- All associated and adjacent facilities

- Public and private utilities

Hours of Operation

The Contractor shall perform preventive maintenance on both systems at their discretion subject to the following constraints:

- Normal business hours are Monday – Friday 7:00AM – 5:00PM

- The contractor shall obtain written approval at least 3 business days in advance from the COR if there is need for weekend hours, hours outside normal business hours or Federal Holidays.

8. Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement.

These thresholds are critical to mission success.

Performance Objective

Standard Performance Threshold (This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

(1) Section 7.

Prework submittals (Page 5)

Contractor shall Provide the required submittals before beginning work

85%

Contractor is allowed 15% deviation (+/- 1 day)

Government Review and acceptance.

(2) Section 3.

Preventive Maintenance Support Criteria (Page 1-3)

Contractor shall Provide the required work IAW the Performance Work

Statement

100%

Contractor is allowed 0% deviation in required work specs.

Government Inspection, as feasible.

(3) Section 7.

Post Work Submittals

(Page 5)

Contractor shall submit video of post-maintenance performed at each site within 7 days of completing all sites for the year.

85%

Time stamped upload date/time and email to CO and COR notifying the upload is ready for review.

(4) Section 7.

Post Work Submittals (Page 5)

Contractor is required to furnish final report within 7 days of completing all sites for the year.

85%

Time stamped email to CO and COR

Drawings & Supplemental Materials

Drawings provided under this contract are informational and intended for the contractor’s use in accomplishing the work required under the contract. The contractor shall use these drawings as guidelines and basis for identifying, planning and performing system maintenance and testing.

Supplemental computer and server info for the systems are included as attachment (A06_Supplemental Server Info.pdf)

Tabular List of Informational Drawings

Sheet No. Title

A.3.1 SafeTSign 12V DC Solar Sign

A.3.2 Roadway Signal Flasher

A.3.3 Willow Beach Flash Flood Sign Map Locations

A.3.4 Cottonwood Cove Flash Flood Sign Map Locations

A.3.1 SafeTSign 12V DC Solar Sign

A.3.2 Roadway Sign Flasher

A.3.3 Willow Beach Flash Flood Sign Locations.

A.3.4 Cottonwood Cove Flash Flood Sign Locations.

End of Attachment A.3.4