Sources Sought: HVAC Preventative Maintenance at Ft. Yates, ND and Wakpala, SD

Statement of Work (SOW) / Performance Work Statement (PWS)

To establish a comprehensive preventative maintenance contract for the HVAC system at Fort Yates Hospital, as the hospital lacks sufficient in-house man-hours for routine maintenance.

This SOW requires the contractor to provide all necessary materials, labor, equipment, and supervision for HVAC preventative maintenance. Key tasks include:

• Equipment and Parts Inventory: Verify accuracy of provided inventory and develop a consumable material list and preventative maintenance schedule within 30 days of award.

• Preventative Maintenance Tasks: Perform scheduled maintenance on various HVAC components, including:

  • Air Handlers Units: Operational (min. 3/year), Filter Change (min. 3/year), Comprehensive (min. 1/year), and Coil Cleaning (min. 1/year).
  • Boilers: Startup (min. 1/year), Combustion Analysis/Smoke Test (min. 1/year), Tube Brushing (min. 1/year), and Operational (min. 1/winter season).
  • Chillers: Startup (min. 1/year), Operational (min. 1/heating season), and Coil Cleaning (min. 1/year).
  • Pumps: Operational (min. 3/year).
  • Variable Air Volume (VAV) Boxes: Comprehensive (min. 1/year).
  • Building Automation System (JCI Metasys): Comprehensive (min. 1/year).

• Emergency Service and Equipment Replacement: Provide emergency troubleshooting and diagnosis within 4 hours. Quotes will be required for replacement of life-expected or obsolete equipment. Approximately eight emergency calls per year are anticipated.

• Location: Fort Yates Hospital, Fort Yates, North Dakota.

• Period of Performance: 365 calendar days from Notice to Proceed, with four option years.

• Tasks must be performed at a minimum frequency as specified (e.g., 3 times per year, 1 time per year).

• Contractor must document tasks performed and report observations to the customer representative.

• Adherence to manufacturer recommendations for maintenance and intervals is required, unless additional tasks are needed.

• Submittals: Equipment inventory, consumable parts inventory, and equipment preventative maintenance schedule are required electronically for COR/PM approval before ordering new materials.

• Meetings: A kickoff meeting prior to contract start and a final completion meeting.

• Correspondence: All correspondence to be addressed to the COR, including specific project details.

• Superintendent: An onsite superintendent is required unless prior approval is granted.

• Tribal Requirements: Compliance with Standing Rock Sioux Tribe TERO Ordinance, including potential fees and work permits for non-local Indian employees.

• Materials and Storage: Contractor is responsible for storing and handling all materials according to manufacturer recommendations and for providing their own storage.

• Hours of Operation: Standard hours are 8:00 am - 5:00 pm, Monday - Friday. Weekends/after-hours work may be available upon request.

• Invoice Processing: Payments will be processed through the Invoice Payment Platform (IPP).

• Closeout Documents: One hard copy set of final documents and O&M manuals to the facility manager/engineer, with electronic submission to COR/PM.

Statement of Work (SOW) / Performance Work Statement (PWS)

To establish a comprehensive preventative maintenance contract for the HVAC system at the Youth Regional Treatment Center (YRTC) in Wakpala, SD. The center lacks sufficient in-house personnel to perform routine maintenance.

The contractor shall provide all engineering, design, material, labor, equipment, and supervision for HVAC preventative maintenance. This includes:

• Equipment and Parts Inventory: Verify existing inventory and develop a consumable material list and preventative maintenance schedule within 30 days of award.
• Preventative Maintenance Tasks: Perform minimum required tasks for various HVAC components, including:
  • Air Handling Units (AHUs): Belt changes, filter changes, comprehensive inspections, and operational checks.
  • Boilers (Gas-Fired, Fire Tube): Combustion analysis, operational checks, and comprehensive inspections.
  • Condensing Units (Air Cooled): Condenser coil cleaning and comprehensive inspections.
  • Controls (Metasys, Johnson Controls): Performance verification and offsite backup storage.
  • Filters Replacement Only.
  • Pumps (Hot Water): Comprehensive and operational checks.
  • Split Systems (Cooling Only): Condenser coil cleaning and comprehensive cooling inspections.
• Emergency Service and Equipment Replacement: Provide emergency services to troubleshoot and diagnose failed equipment within 24 hours. Provide quotes for replacement of life-expired or obsolete equipment. Anticipates 1-4 emergency calls per year at approximately $2,500 per call.

365 calendar days from Notice to Proceed, with four option years. Work hours are typically 8:00 am - 4:30 pm, Monday - Friday, with weekends and after-hours work available upon request.

Tasks are to be performed at a minimum frequency (e.g., annually, quarterly) as specified for each equipment type. All tasks must follow manufacturer's specifications. Documentation of performed tasks and observations is required.

• Submittals: Equipment inventory, consumable parts inventory, and the preventative maintenance schedule are required.
• Tribal Requirements: Compliance with Indian preference and TERO requirements for the Standing Rock Indian Reservation is mandatory. This includes submitting a "Compliance Agreement," potentially paying a 2.5% fee, and obtaining work permits for non-local Indian employees ($250 annually per employee).
• Materials and Storage: Contractor is responsible for storing all materials and equipment; IHS staff will not provide assistance.
• Invoicing: Must be processed through the Invoice Processing Platform (IPP) (www.ipp.gov).
• Closeout Documents: One hard copy of final items and O&M documents, plus electronic submission to COR/PM.
• Related Documents: Includes IHS Architecture and Engineering Design Manual, FGI 2022, NFPA codes, and ASHRAE standards.

Other / Unclassified

This document is a Sources Sought Notice (SSN) for comprehensive preventative maintenance services for Heating, Ventilation, and Air Conditioning (HVAC) systems. It is for informational and planning purposes only and is not a solicitation or commitment to award a contract. The Indian Health Service (IHS) is conducting market research to determine the availability of Indian Economic Enterprises (IEE) Businesses for this requirement.

• Purpose: To gauge market interest and identify potential contractors, particularly IEE Businesses, for HVAC preventative maintenance services.
• Scope of Work: Services include preventative maintenance on HVAC systems at the Standing Rock IHS Hospital (Fort Yates, ND) and the Youth Regional Treatment Center (Wakpala, SD). Specific tasks include maintenance for Air Handlers Units, Boilers, Chillers, Pumps, Variable Air Volume Boxes, and Building Automation Systems (JCI Metasys). Emergency services for troubleshooting and diagnosing failed equipment are also required, with a 4-hour response time.
• Period of Performance: Anticipated performance period is from May 1, 2026, to July 31, 2030, including a base period and four option years.
• Type of Order: A firm fixed price purchase order is anticipated.
• Submission Requirements: Interested parties must submit a capability statement (max 10 pages) detailing their overview, capability, capacity, prior projects, SAM UEI, organization details, NAICS code (anticipated 238220), and small business status. Proprietary information should be marked.
• Due Date: Capability statements are due by May 7, 2026, 4:00 p.m. Central Time, submitted via email to Erin Doering at Erin.Doering@ihs.gov.
• Important Notes: This notice does not obligate the government to award a contract. Responses will not be considered adequate responses to a future solicitation. No proprietary, classified, confidential, or sensitive information should be included. Failed component replacement and repairs are not included unless caused by the contractor's activities.

Form / Attachment / Pricing Sheet

This document is the "Indian Firm Representation Form" required for the "HVAC inspections at Fort Yates and YRTC" solicitation (IHS-SS-26-1520227). It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Firm" and have "Indian Ownership" as defined by the Buy Indian Act.

• Self-Certification: Offerors must attest whether they meet the definition of an "Indian Firm" with "Indian Ownership".
• Eligibility Period: The firm must meet the definition of an "Indian Firm" at the time of offer, contract award, and throughout the contract performance period.
• Notification Requirement: Contractors must immediately notify the Contracting Officer if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may require documentation of eligibility.
• Registration: Offerors must be registered with DUN and Bradstreet (D&B) and the System of Award Management (SAM).
• Penalties: False or misleading information is a violation of law, punishable under 18 U.S.C. 1001, and false claims are subject to penalties under 31 U.S.C. 3729-3731 and 18 U.S.C. 287.
• Required Fields: Business Name, SAM UEI Number, Certifying Signature, and Print Name.

This form is critical for any bidder seeking to participate in this solicitation under the Buy Indian Act. Bidders must accurately complete this form to self-certify their eligibility. Failure to meet the criteria or accurately represent the firm's status can lead to disqualification or penalties. It also highlights the need for specific government registrations (DUNS/SAM) and awareness of legal ramifications for misrepresentation.