Building Automation System Scope of Work 12-05-2025.pdf

STATEMENT OF WORK

Building Automation System Maintenance/Service Contract

PURPOSE

The purpose of this service contract is to provide technical support service, on-site operation training, programming, software updates, modifications, and repairs to the Cheyenne River Health Center (CRHC) building automation system (BAS). This service contract will provide for both scheduled and emergency support services. The service contract shall include all needed labor and BAS knowledge to review and perform the preventative and corrective maintenance.

Services required will be performed in coordination with the CRHC Facility Manager.

BACKGROUND

The Cheyenne River Health Center building automation system runs Tridium Niagara 4 software with BACnet and LonWorks data capabilities. The Cheyenne River Health Center BAS controllers are a mixture of Siemens and Distech and operated by Tridium JACE. A virtual server is used to backup data as well as remote in from offsite for emergency support services via lP connection. A security agreement between the Contractor and the Indian Health Service will be implemented along with annual required training.

SCOPE

Scheduled service will require on-site visitation from the contractor to provide the following:

1. Monthly on-site visits to perform routine maintenance on the BAS system.

2. Technical support and training for staff on BAS software and repairs to BAS components shall be on-site.

3. Inspection and verification of equipment to identify if corrective maintenance is needed.

4. Adjust set points, parameters, programming, and alarms as needed to improve comfort and efficiency.

5. Calibration of any BAS components to ensure accuracy of measurements.

6. Software updates to BAS system.

Emergency service will include the same services as listed above, as well as, emergency support service.

The contractor shall provide 6 scheduled service site visits to the facility per contract year.

All labor during the monthly scheduled service shall be included as part of the bid price. All travel and per diem shall be included as part of the bid price. The costs of any materials that may be required to accomplish any modifications, alterations, or repairs to BAS components or HVAC system components that are not covered under a warranty shall be procured by the Cheyenne River Health Center as dictated by the Federal Acquisition Regulations.

The Contractor shall provide qualified technicians necessary to perform routine maintenance on the building automation system. The Contractor is responsible for bringing all needed tools, and specialized equipment to the work site. The contractor is responsible for the safety of his/her employees and for conduct of the work in a manner that prioritizes the safety of patients, staff, and visitors. The contractor shall maintain existing systems in service to the maximum extent possible and coordinate interruptions of any utility service in advance with the Facility Manager. If needed for reference, drawings, specifications, and O&M Manuals of the installed system shall be shared with the contractor onsite.

At the end of each monthly site visit the contractor shall provide the Cheyenne River Health Center a written service report that documents all alterations, modifications, or repairs accomplished during the site visit. A briefing shall be conducted with the Facility Manager before departure to discuss the service report. All onsite technical support training will be approved and scheduled by the Cheyenne River Health Center Facility Manager. The monthly site visits will be scheduled to fall as close to four weeks apart as possible. Back-to-back monthly site visits will not be permitted.

Remote technical support services be provided by the contractor to assist CRHC Facility staff with diagnosis of BAS hardware and software problems, modifications to HVAC operations, and programming of BAS hardware. Remote technical support services will be completed as requested by the Facility Manager. Remote support shall be accomplished through the BAS virtual server via IP connection. The Facility Manager, prior to services being rendered, shall approve all requests and approvals for technical support. Remote technical support shall be included as part of the bid Price.

A $3,000 per annum emergency service fund shall be included in the bid price. The emergency repair fund can be used for BAS software, components, and labor in the event of an emergency service request. A quote for parts and labor shall be submitted to the Facility Manager for approval prior to parts being ordered or services rendered. The Facility Manager may opt to procure any/all materials and labor on a separate contract to not interfere with the emergency repair fund.

The contractor shall enter the facility using the main entrance doors and sign in with Security to receive a visitor badge. Then the contractor will need to report to the Facility Maintenance Department located in the lower level of the building to sign into the contractor logbook. The contractor and all technicians will be not be able to be ln the facility by themselves.

Maintenance personnel will be assigned to accompany the contractor and technician’s while they are on-site.

HOURS OF OPERATION

The hours of operation will be 8:00am to 5:00pm, Monday through Friday. The Facility Manager, with ample notification, must approve any work conducted outside of the scheduled operation time.

CLEAN UP

The work areas involved shall be free of any/all debris, and left-over material scraps upon completion of support services. The Facility Manager will inspect the site prior to final payment to ensure the site is returned to its original condition prior to services.

PAYMENT

The Contractor shall provide the Facility Manager and COR, a monthly itemized invoice of all technical support provided, including the date, duration, and description of services performed for scheduled, emergency, and remote services.

MINIMUM REQUIREMENTS TO BE CONSIDERED A QUALIFIED BIDDER

1. The contract firm must have a minimum of 5 years of experience history in the field and present documentation.

2. Contractor personnel that will be working on the HVAC and BAS system of the Indian Health Service must have a minimum of five years of experience and have attended all appropriate training to be qualified and proficient in working with HVAC and BAS systems. Training must be such that the technicians are fully capable of programming with software and troubleshooting the BAS equipment and control system. Must have Tridium Niagara 4 certification and present copies of training certificates at the time of bidding.

3. The contract firm must have at least five years of Tridium Niagara 4 experience.

4. The contract firm must have at least 5 years experience working with Distech controls and be a Distech Authorized System integrator.

5. The contract firm must directly employ formally trained, qualified and experienced technicians.

6. Contractor personnel must have at least three years of experience working in health care facilities and provide documentation of experience.

CONTRACTING OFFICER’S REPRESENTATIVE

Erik Twite - (605) 964-0592