SS_SOW_GP26YR100Z04_HVAC PM_YRTC.pdf

STATEMENT OF WORK

HVAC Preventative Maintenance

INDIAN HEALTH SERVICE

BASE + 4 CONTRACT

YOUTH REGIONAL TREATMENT CENTER (YRTC)

WAKPALA, SD

OCTOBER 2025

Statement of Work Page 2

HVAC PREVENTATIVE MAINTENANCE

Table of Contents

1. Project Description

2. Scope of Work (SOW)

3. Period of Performance

4. Submittals

5. Schedule/Meetings

6. Miscellaneous

7. Payments to the Contractor

8. IHS Personnel

9. Invoice Format

10. Closeout Documents

Appendix A – Bid Schedule

Appendix B – To be used as needed (NA)

Statement of Work Page 3

OCTOBER 2025

STATEMENT OF WORK

HVAC PREVENTATIVE MAINTENANCE

YOUTH REGIONAL TREATMENT CENTER

WAKPALA, SD

1. Project Description

A. Title: HVAC PREVENTATIVE MAINTENANCE

B. Location: This project is at the Youth Regional Treatment Center, in Wakpala, SD.

C. Period of Performance: 365 calendar days from Notice to Proceed. With four options years.

D. Description: The project defined within this Scope of Work is to establish a comprehensive preventative maintenance contract. Contractor shall service & install products following all manufacturer’s specifications.

E. Background: The treatment center doesn’t not have enough man-hours available to perform routine maintenance on the HVAC system.

F. Related Documents

1. This SOW and any other standard government or IHS documents are included and considered a part of this contract.

2. IHS Architecture and Engineering Design Manual – 2022

3. FGI 2022 – Healthcare Facility Design Guide

4. NFPA 101 Life Safety Code – 2012

5. NFPA 70 National Electric Code (NEC)

6. ASHRAE 170

7. ASHRAE Fundamentals Handbook 2017

8. NFPA 99 Healthcare Facilities Codebook, 2012

G. Common Acronyms or Definitions

1. IHS – Indian Health Service

2. CMS – Centers for Medicare & Medicaid Services

3. SR – Standing Rock

4. BAS – Building Automation System

5. Metasys – Name of the existing BAS

6. CO – Contracting Officer

7. COR – Contracting Officer’s Representative

8. IGCE – Independent Government Cost Estimate

9. BIM – Building Information Model

10. CAD – Computer Aided Design

11. RFI – Request For Information

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2. Scope of Work (SOW) The contractor shall provide all engineering, design, material, labor, equipment and supervision required to accomplish the following:

A. Equipment and Parts Inventory: Verify the accuracy via picture submittals of the equipment inventory at YRTC. Develop a list of consumable material and a preventative maintenance schedule for each equipment based on manufactures O&M. Submit schedule within 30 days after award.

B. Preventative Maintenance Tasks: At a minimum, the following task shall be completed unless the manufactures recommendations require additional tasks or intervals.

a. Air Handling Unit (AHU), Mixed Air, 15-30 HP (QTY=1)

i. Belt Change – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Perform belt change procedures Remove and dispose any debris from any maintenance activity Document tasks performed during visit and report any observations to appropriate customer representative.

ii. Standard Pleated Filter Change – Minimum 4 per year

Check with appropriate customer representative for operational deficiencies Turn equipment off Remove dirty filters Install new filters Turn equipment on Dispose of dirty filter appropriately Document tasks performed during visit and report any observations to appropriate customer representative

iii. Comprehensive – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Visually inspect damper(s) Check condition of pulleys and belts Check for proper fan operation Check condition of coils Check condition of filters Record temperatures and pressures (if applicable) Check for unusual noise and vibration Check for deterioration of gaskets and seals Check overall condition of unit Visually inspect for fluid leaks of coils and connecting piping Check starter/contactor Check and tighten electrical connections Check damper operation and lubricate as required Visually check control valve(s) Lubricate blower and motor bearings Clean condensate pan and clear drain line Check condition of blower assembly

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OCTOBER 2025

Remove and dispose any debris from any maintenance activity

iv. Operational – Minimum 1 per year

Inspect motor mounting isolators Check for integrity of cabinet hardware Visually inspect damper(s) Verify damper operation Check condition of pulleys and belts Check for proper fan operation Check condition of coils Check condition of filters Record temperatures and pressures (if applicable) Check condensate drain Visually inspect electrical connections Check for unusual noise and vibration Check overall condition of unit Visually inspect for fluid leaks of coils and connecting piping

b. Air Handling Unit (AHU), Mixed Air, <15HP (QTY=1)

i. Belt Change – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Perform belt change procedures Remove and dispose any debris from any maintenance activity Document tasks performed during visit and report any observations to appropriate customer representative.

ii. Standard Pleated Filter Change – Minimum 4 per year

Check with appropriate customer representative for operational deficiencies Turn equipment off Remove dirty filters Install new filters Turn equipment on Dispose of dirty filter appropriately

Visually inspect damper(s) Check condition of pulleys and belts Check for proper fan operation

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Check condition of coils Check condition of filters Record temperatures and pressures (if applicable) Check for unusual noise and vibration Check for deterioration of gaskets and seals Check overall condition of unit Visually inspect for fluid leaks of coils and connecting piping Check starter/contactor Check and tighten electrical connections Check damper operation and lubricate as required Visually check control valve(s) Lubricate blower and motor bearings Clean condensate pan and clear drain line Check condition of blower assembly Remove and dispose any debris from any maintenance activity

iv. Operational – Minimum 1 per year

Inspect motor mounting isolators Check for integrity of cabinet hardware Visually inspect damper(s) Verify damper operation Check condition of pulleys and belts Check for proper fan operation Check condition of coils Check condition of filters Record temperatures and pressures (if applicable) Check condensate drain Visually inspect electrical connections Check for unusual noise and vibration Check overall condition of unit Visually inspect for fluid leaks of coils and connecting piping

c. Boiler, Gas-Fired, Fire Tube, <50HP (QTY=2)

i. Combustion Analysis – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Perform combustion analysis procedures Document tasks performed during visit and report any observations to appropriate customer representative

ii. Operational – Minimum 1 per year

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Blow down boiler Check for proper operation of low and high gas pressure cut-out switches Check factory supplied gas piping and components for leakage Check burner for proper sequence of operation Check flame quality Visually inspect combustion chamber, draft diverter and flue for accumulation of soot Check boiler relief valves for leakage Verify proper operation of low water cut-out control Check combustion blower motor operation Check hot water/steam temperature and pressure Check proper operation of make-up water valve Check overall condition of unit

Inspect burner contactors for wear Check and tighten electrical connections Check for proper gas supply pressure Check and clean pilot assembly Clean combustion fan wheel Visually inspect combustion chamber, draft diverter and flue for accumulation of soot -clean as needed Check burner for proper sequence of operation Check operating controls Check all safety controls Lift relief valve to ensure proper operation Check boiler relief valves for leakage Check combustion blower motor operation and lubricate as needed Check factory supplied gas piping and components for leakage Drain boiler, open hand hole covers and clean as needed (if applicable) Disassemble and clean low water cut-out Fill boiler and check for proper operation of make-up water valve Verify proper operation of low water cut-out control Check overall condition of unit Record and log all operating parameters (including pressures and temperatures) Remove and dispose any debris from any maintenance activity

d. Condensing Unit, Air Cooled, Scroll, 41-60 Tons (QTY=1)

i. Condenser Coil Cleaning – Minimum 2 per year

Check with appropriate customer representative for operational deficiencies Spray coil(s) with chemical solution Rinse coil(s) thoroughly with water

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OCTOBER 2025

Remove and dispose any debris from any maintenance activity

ii. Comprehensive – Minimum 2 per year

Review control panel for proper operation and recorded fault histories Check for visual signs of refrigerant/oil leak(s) Conduct refrigerant leak check Check for proper crank case heater operation (if applicable) Perform lock-out and tag-out procedure Inspect condenser fan and compressor contactors for wear Check and tighten electrical connections Check for unusual noise and vibration Check overall condition of unit Record and log all operating parameters Remove and dispose any debris from any maintenance activity

e. Controls (Controller/End Devices), Metasys Performance Verification, Johnson Controls, 1 engine (QTY=1)

i. Performance Verification – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Use compressed air to remove dust from computer case openings and verify operation of CPU and case fans Execute Performance Verification to identify abnormal supervisory device communications.

Execute Performance Verification to identify abnormal diagnostic results (e.g. unbound references, object count).

Back up all supervisory controllers and OWS/server devices Archive object database for Metasys system Ensure security database is consistent across devices and that default passwords have been changed Back up all server repository databases (e.g. trends, alarms, etc.)

Document tasks performed during visit and report any observations to appropriate

Complete and review the Performance Verification Summary report with the customer.

f. Controls (Controller/End Devices), Supervisory/Server/UI, Johnson Controls, 0-25000 points

(QTY=1)

i. Offsite Backup Storage – Minimum 1 per year

Create local back up of existing program and store on secure off-site branch media

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OCTOBER 2025

ii. Operational – Minimum 3 per year

Use compressed air to remove dust from computer case openings and verify operation of CPU and case fans Execute Performance Verification to identify abnormal supervisory device communications.

Execute Performance Verification to identify abnormal diagnostic results (e.g. unbound references, object count).

Back up all supervisory controllers and OWS/server devices Archive object database for Metasys system Ensure security database is consistent across devices and that default passwords have been changed Back up all server repository databases (e.g. trends, alarms, etc.)

g. Filters Replacement Only, Medium (QTY=1)

i. Operational – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Replace air filters per agreement Turn equipment off Remove dirty filters Install new filters Turn equipment on Dispose of dirty filter appropriately Complete any required maintenance checklists, report observations to appropriate

h. Pump, Hot Water, 0-10 HP (QTY=2)

i. Comprehensive – Minimum 1 per year

Check with appropriate customer representative for operational deficiencies Check for leaks Check coupling Lubricate pump and motor bearing(s) per manufacturer's recommendation Record and log all operating parameters Check for unusual noise and vibration Check overall condition of unit

ii. Operational – Minimum 1 per year

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OCTOBER 2025

Check for leaks Check pressures Visually inspect coupling Check for unusual noise and vibration Check overall condition of unit

i. Split System, Cooling Only, <7.5 Tons (QTY=1)

i. Condenser Coil Cleaning – Minimum 2 per year

Check with appropriate customer representative for operational deficiencies Spray coil(s) with chemical solution Rinse coil(s) thoroughly with water Remove and dispose any debris from any maintenance activity

ii. Cooling Comprehensive – Minimum 2 per year

Check and tighten electrical connections Check contactor(s) Check condition of condenser coil Check condenser fan motors and blades Check blower motor operation Lubricate blower and motor bearings (if applicable) Check condition and alignment of pulley and belts (if applicable) Check condition of filters Clean condensate pan and clear drain line (if readily accessible) Check for visual signs of refrigerant/oil leak(s) Check for unusual noise and vibration Record and log all operating parameters Check overall condition of unit Remove and dispose any debris from any maintenance activity

C. Emergency Service and Equipment Replacement: Contractor shall provide emergency services to troubleshoot and diagnose failed equipment. Contractor will be required to respond to emergency call with-in 24 hours. Equipment that needs to be replaced due to life expectancy or obsolete, contractor shall provide a quote prior to replacing. It is anticipated there will be one to four emergency calls/year at around twenty-five hundred per call. This line item will be a Not To Exceed.

3. Period of Performance.

A. Time of the Essence: All time limits for Milestones, if any, Substantial Completion, and completion and readiness for final payment as stated in the Contract Documents are of the essence of the Contract.

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B. The Work will be substantially completed within Three Hundred sixty-five (365) calendar days after the date when the Contract Times commence to run.

4. Submittals

A. Submittals or shop drawings shall be submitted for the following items and shall be delivered electronically to the COR or designated PM for final approval before ordering any new material or equipment.

1. Equipment Inventory

2. Consumable Parts Inventory

3. Equipment Preventative Maintenance Schedule

5. Schedule/Meetings

A. Kickoff Meeting: One Kickoff Meeting shall be conducted prior to the start of the contract. This will be onsite to introduce contractor to maintenance staff. Exchange contract information for emergency calls.

B. Final Completion: One final completion meeting shall be held following determination that the project is complete.

6. Miscellaneous

A. Occupancy of Government Facilities. The contractor shall be responsible for properly informing the COR of any condition which would jeopardize the building or its contents, such as loss of heat, air conditioning, danger of pipes freezing, loss of electrical power, water, sewer or loss of building security.

B. Correspondence. All correspondence shall be addressed to the COR. Each letter, document, etc., shall contain the following information:

1. Date

2. Project Numbers, Contract Number, Delivery Order Number and Service Unit Name/Location.

3. Name of those who were sent copies.

C. Superintendent. The prime contractor shall have an onsite superintendent for this project while any and all work is being performed unless prior approval is granted from the COR.

D. Tribal Requirements.

1. The Contractor and all subcontractors engaging in work on the Standing Rock Indian Reservation will be required to comply with the Indian preference and Indian preference program requirements administered by the Standing Rock Sioux Tribe Tribal Employment Rights Office

(TERO).

2. Before commencing work, contractors and sub-contractors are required to submit an acceptable

“Compliance Agreement” to the TERO office. Copies of this form can be obtained from the

TERO office. Typical requirements of TERO include a fee of 2.5% on the total contract price, and submission of weekly certified payroll reports to TERO.

3. Additionally, the rules and regulations of the TERO Ordinance require that no person who is not a local Indian shall be employed by a covered employer until a work permit has been obtained for them from TERO. The annual work permit fee for each employee is $250.00.

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4. Contractors are strongly encouraged to contact the TERO office at (701) 854-7295 for an explanation of tribal requirements. Other fees may apply.

E. Construction Materials and Storage

1. All materials shall be stored and handled according the manufacturers’ recommendations.

2. All materials shall be submitted to the COR prior to ordering, for approval by the project engineer.

3. The contractor(s) shall be present and on site to receive all construction material, equipment, or products. IHS staff will not be present, responsible, nor receive, or provide any type of offloading equipment for construction materials, products, or equipment. It is solely the contractor(s) responsibility to properly receive any and all construction equipment, products, and materials on site.

4. The contractor(s) shall provide their own means of storing any and all construction materials, products, or equipment required for installation. IHS staff will not be responsible or provide any means of storing construction material, products, or equipment before or during construction.

All material, products, or equipment remain the contractor(s) property until the project has been deemed substantially completed by all parties.

F. Hours Of Operation

1. The project shall start after award and receipt of the Notice to Proceed

2. The work hours shall be 8:00am – 4:30pm, Monday – Friday. Weekends and after hours work may be available upon request.

G. Contracting Officer Authority

1. No person other than the Contracting Officer has authority to bind the Government concerning any contract.

2. No action or omission of any government employee or representative other than the Contracting Officer shall increase or decrease the scope of any contract or shall otherwise modify the terms and conditions of any contract.

3. In no event shall any of the following be effective or binding on the Government or imputed to the Contracting Officer concerning any contract:

i. An understanding or agreement between the Contractor and anyone other than the

Contracting Officer;

ii. A purported modification or change order issued by anyone other than the Contracting

Officer;

iii. A promise by anyone other than the Contracting Officer to provide additional funding or make payments or

iv. An order, direction, consent, or permission from anyone other than the Contracting

Officer to:

a) Incur costs over a specified estimated cost, allotment of funds, or other ceiling;

or

b) Expend hours over a specified level of effort.

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7. Payments to the Contractor

1. The Government will pay the Contractor a fixed price, as indicted below, which will constitute full compensation for all Contractor professional and incidental services, travel expenses, and materials necessary to furnish complete project as required and specified in this SOW.

2. Progress payments will be paid following acceptance by the Government of that particular schedule item and a properly submitted and approved invoice.

8. IHS Personnel

Contracting Officer’s Representative (COR)

Will be provided at the time of award.

Any change in COR designation will be documented by the Contracting Officer in writing.

Facility Manager (FM)

Will be provided at the time of award.

9. Invoice Format

Invoice Processing Platform (IPP)

Invoicing under any order shall be processed through the Invoice Payment Platform (IPP), located at www.ipp.gov.

IPP is a secure, web-based electronic invoicing system provided by the U.S. Department of the Treasury’s

Bureau of the Fiscal Service, in partnership with the Federal Reserve Bank of St. Louis (FRSTL).

Respondents to this solicitation are encouraged to register an account with IPP if they have not already done so. If your organization is already registered to use IPP, you will not be required to re-register-however, we encourage you make sure your organization and designated IPP user accounts are valid and up to date.

The IPP website address is: https://www.ipp.gov

If you require assistance registering or IPP account access, please contact the IPP Helpdesk at (866) 973-

3131 (M-F 8AM to 6PM ET), or IPPCustomerSupport@fiscal.treasury.gov

Should the contractor feel that use of the IPP would be unduly burdensome, their response to this solicitation should include an explanation of this position for a determination by the contracting officer.

10. Closeout Documents

The Contractor shall submit one hard copy set of all final, installed submittal items, accessories, and all installation/operation/maintenance documents to the facility manager/engineer. The final installed submittal package and O&M shall also be sent electronically to the COR and/or PM.

http://www.ipp.gov/ https://www.ipp.gov/ mailto:IPPCustomerSupport@fiscal.treasury.gov

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Appendix A – Bid Schedule

NOT PROVIDED FOR SOURCES SOUGHT

Appendix B – To be used as needed (NA)