ALC WebCTRL Service - SOW - 6 mo Contract.docx

Scope of Work Technical Maintenance and Support for Automated Logic Control WebCTRL System for the Albuquerque Area Indian Health Service Health Facilities

A. General

The Contractor shall provide all necessary labor, services, equipment, tools, materials, supplies and transportation for the provision of technical maintenance and support for the Automated Logic Control (ALC) Direct Digital Controls (DDC) WebCTRL System (hereafter referred to as the “System”) at the IHS healthcare facilities within the Albuquerque Area designated in this SOW that communicate, monitor and/or operate that facility’s Heating, Ventilation, and Air Conditioning (HVAC) systems. All necessary services shall be accomplished as described by this Scope of Work.

B. Required Services At each IHS facility site listed herein, the Contractor shall:

1. Perform a full-day in-person site visit led by a technician qualified to perform all of the Required Services stated herein at each of the (8) eight IHS healthcare facilities stated below to receive site visits. The technician shall be on-site a minimum of (6) six-hours, travel time shall be in addition to the time on-site. For the healthcare facility stated below not included in the site visit requirement, the Contractor shall provide all Required Services in a remote capacity from the Albuquerque IHS Health Center. The requirement for an inventory list for these two facilities is removed.

2. Provide troubleshooting and diagnostic support to ensure the System is fully operational and communicating with all routers, PLC’s, sensors, monitoring devices and all other necessary HVAC communication devices so that the IHS facility maintenance personnel are able to control HVAC equipment and maintain interior temperatures within the programmed setpoint ranges according to occupied and unoccupied schedules. The Contractor shall ensure all data collected from sensors is sent back to the System in real-time for observation by IHS facility maintenance personnel.

3. Provide recommendations to optimize building HVAC control performance. Recommendations can be made verbally to on-site facility maintenance operators, but they shall also be made in writing and submitted to the Contracting Officer’s Representative (COR) within 48 hrs. after the site visit.

4. Provide consultation and informal training to assist the IHS facility maintenance personnel in identifying, verifying, diagnosing, and resolving HVAC operational issues or non-optimized System efficiency or problems. Succinct written notes of the consultation and/or training shall be provided to the COR within 48 hrs. after the site visit or remote consultation. Support may be provided via phone, email, virtual conferences or on-site as appropriate to provide the most expedient resolution.

5. Provide to the COR an inventory list of all System routers and PLC’s at each facility. The Contractor’s list shall include the equipment category, model name or number, serial number, installation date or manufacture date (or if unknown, estimate of) and other pertinent information. The Contractor shall also list the manufacturer’s known or estimated End-Of-Life date for technical support termination. The inventory list shall be accompanied by the Contractor’s prioritized recommendations regarding replacement of equipment.

6. Ensure that the System is consistently and appropriately generating alarm notifications. Alarm notifications shall be categorized as either major (requiring immediate notification to IHS facility staff) or minor. The Contractor shall ensure that the System sends all major alarm occurrences promptly to the designated IHS personnel either by text or email, or both. Restoration of all alarm notifications shall be started within 30 calendar days of the contract award and shall proceed as expeditiously as possible. The Contractor shall provide written updates to the COR at least every 14 calendar days regarding the status and any delays regarding this work. For any and all work related to restoring alarm functions, the Contractor may perform work in conjunction with the COR either through virtual conferencing or in-person, as appropriate.

7. Electronically back up the System database file at least once, a maximum of one month before the expiration of the Contract. Contractor shall provide the COR a full electronic copy of the database prior to the expiration of the Contract.

C. Emergency Service Requests

1. The Contractor shall provide emergency repair service for any of the (10) ten IHS facilities listed below. Upon receiving a request for emergency service from a IHS Maintenance Supervisor or Facility Engineer, the Contractor shall mobilize a qualified technician and respond as expeditiously as possible. Depending upon the nature of the emergency, weather conditions, time of the day and operating hours of the IHS facility, the Contractor shall notify the Maintenance Supervisor or Facility Engineer with a proposed timeframe to respond. Support may be provided via phone, virtual conference or on-site as appropriate to provide the most expedient resolution.

D. Location of Work and Facility Site Visit Requirements

1. The System software and database is housed on a virtual server located at:

· Albuquerque IHS Area Office, 4101 Indian School Road NE, Suite 225, Albuquerque, NM (A site visit and inventory list is not required for this location)

2. The Contractor shall provide full-day in-person site visit and all Required Services at the following IHS facilities:

1. Acoma-Canoncito-Laguna IHS Health Center, 80 B Veterans Blvd, Acoma Pueblo, NM

2. Albuquerque IHS Health Center, 801 Vassar Drive NE, Albuquerque, NM

3. Jicarilla IHS Health Center, 500 North Mundo Drive, Dulce, NM

4. Mescalero IHS Health Center, 318 Abalone Loop, Mescalero, NM

5. Santa Fe IHS Health Center, 1700 Cerrillos Road, Santa Fe, NM

6. San Felipe IHS Health Center, San Felipe Pueblo, NM

7. Taos-Picuris IHS Health Center, 1090 Goat Springs Road, Taos Pueblo, NM

8. Zuni IHS Comprehensive Health Center, Route 301 North B Avenue, Zuni Pueblo, NM

3. The Contractor is notified that the following IHS facility is part of the System. However full-day in-person site visit services and an inventory list is not included in this SOW:

1. Albuquerque IHS Dental Clinic, 9169 Coors Road NW, Albuquerque, NM

4. Major components included as part of the System include, but are not limited to:

ALC WebCTRL BAS software Gateway Routers PLCs Boiler / Chiller sensors / monitoring devices AHU / RTU sensors / monitoring devices

E. Site Visit Procedures and Coordination

1. IHS Facilities are generally open from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays. The Contractor shall schedule their site visits within these hours. Work outside of these time periods shall be coordinated by the Contractor with the respective IHS Maintenance Supervisor or Facility Engineer and the COR. Contractor travel time may be outside of these hours.

2. The Contractor shall coordinate all site visits with the respective IHS Maintenance Supervisor or Facility Engineer and inform the COR a minimum of 3 business days prior to the proposed visit. The Contractor shall sign in and out with the Facility Maintenance office during every visit. An IHS Contractor’s badge shall be provided to each of the Contractor’s crew members on-site and shall be worn as work is performed. Badges shall be returned at the end of the work period at that facility to the Maintenance Supervisor.

3. The services are to be performed and completed while the health facility remains in operation. The Contractor shall ensure that the services do not disrupt patient care and minimize any disruption to HVAC operation or room temperature and humidity.

4. Under no circumstances will the Contractor be allowed to collect, maintain or use information of any kind pertaining to individual persons, including IHS staff, patients, customers or any other individuals.

F. Period of Performance

The base performance period for this service shall be for (6) six months from notice to proceed or award of contract.

G. Cost Basis

The Contractor shall propose a fixed lump sum price for the six-month contract to cover all work and services stated herein under Required Services.

The Contractor shall propose an hourly rate(s) and mileage travel rate for potential work performed as described under Emergency Service Requests.

Price and rates provided by Contractor shall be inclusive of all labor, services, equipment, tools, materials, supplies and transportation for complete services.

End Scope of Work Scope of Work – BAS