100% ISBEE Set-Aside: HVAC Preventative Maintenance at Ft. Yates, ND and Wakpala, SD

Form / Attachment / Pricing Sheet

This document, "APPENDIX A BID SCHEDULE," is a pricing sheet for the HVAC Preventative Maintenance contract. It outlines the costs associated with various services for the Youth Regional Treatment Center and Standing Rock Hospital, covering a base year and four option years.

• Services: Includes "Provide PM Services to HVAC Equipment" and "Emergency Repairs and Equipment Replacement (NTE)" for both YRTC and FY locations.
• Contract Period: Covers a Base Year and four Option Years.
• Pricing Fields: Requires bidders to fill in Unit Price and Extended Price for each line item.
• Acknowledgement: Includes a section for the bidder to acknowledge receipt of bid documents, provide company information, and sign.

This document is critical for bidders to understand the cost structure of the opportunity and to submit their pricing proposals. Bidders must complete the unit and extended prices for all services listed for the base year and any option years they wish to bid on.

Performance Work Statement (PWS)

This PWS establishes performance-based requirements for HVAC preventive maintenance, inspection, testing, troubleshooting, emergency response, controls support, and reporting services to maintain HVAC systems and building automation systems at Fort Yates Hospital (ND) and Youth Regional Treatment Center (SD). The goal is to support reliable operations, regulatory compliance, patient safety, occupant comfort, and equipment longevity.

• Maintenance of air handling units, rooftop units, boilers, chillers, condensing units, pumps, VAV boxes, split systems, filters, and Johnson Controls Metasys building automation systems.

• Validation of equipment inventories after award.

• Performance of manufacturer-recommended maintenance, inspections, testing, cleaning, calibration, lubrication, filter replacement, operational checks, seasonal start-up activities, combustion analysis, coil cleaning, BAS verification, and equipment condition assessments.

• Emergency troubleshooting and diagnostic services, including root cause analysis, parts required, labor estimates, and replacement recommendations.

• Inventory Verification: Inventory and PM schedule submitted within 30 days (100% AQL).

• Preventive Maintenance: PM completed at required frequencies (95% on-time AQL).

• Emergency Response: Respond within 4 hours at Fort Yates; 24 hours at YRTC (100% AQL).

• BAS Support: Backups, diagnostics, and reporting completed (100% AQL).

• Documentation: Service reports submitted within 5 business days (100% AQL).

• Base Year of 12 months with four (4) option years.

• Fort Yates Hospital, Fort Yates, North Dakota and Youth Regional Treatment Center, Wakpala, South Dakota.

• Contractor Requirements: Provide qualified HVAC and controls technicians, supervisory personnel, and maintain required licenses, certifications, and insurance.

• Superintendent: An onsite superintendent is required while work is being performed, unless prior approval is granted.

• Materials Storage: Contractor is responsible for storing and handling all materials and equipment.

• Quality Control: Maintain a quality control program.

• Government Surveillance: Utilizes inspection, report review, customer complaints, performance metrics, and random verification.

• Security and Safety: Comply with facility access, infection control, life safety, lockout/tagout, and OSHA requirements. Contractor personnel will wear identification and be accompanied by IHS staff in patient areas.

• Invoicing: Processed through the Invoice Payment Platform (IPP).

• Tribal Requirements: Compliance with Standing Rock Sioux Tribe TERO requirements, including submission of a Compliance Agreement, potential fees (2.5% of contract price), and weekly certified payroll reports. Work permits may be required for non-local Indian employees ($250 annual fee per employee).

Form / Attachment / Pricing Sheet

This document, "Appendix B - Equipment Listing for Fort Yates Hospital," provides a detailed inventory of HVAC equipment within the Fort Yates Hospital. It is intended to inform potential bidders about the existing infrastructure relevant to maintenance or repair opportunities.

• TAG#: Unique identifier for each piece of equipment.
• Location: Specific area within the hospital where the equipment is located (e.g., Penthouse, Boiler Room, Exam rooms).
• Asset Type: Classification of the equipment (e.g., Air Handler Unit, Boiler, Pump, Chiller, Air Separator, Heating Coil, Variable Air Volume Box).
• Manufacture/Components: Manufacturer of the main unit and details of its components (e.g., Trane, Fulton, York, Mcquay, Titus; includes filter types, coil types, fan details).
• Model: Specific model number for certain equipment types (e.g., VTG2000DF, LES HW3000).

This listing is crucial for bidders to understand the scope and specifics of the HVAC systems they may be responsible for maintaining or servicing. It details the types, manufacturers, and locations of critical equipment, which will influence maintenance strategies, required parts, and labor expertise needed for any related contract.

Solicitation / RFP / RFQ

This document outlines the evaluation factors for the HVAC Preventive Maintenance services at Standing Rock IHS Hospital (Ft. Yates, ND) and YRTC (Wakpala, SD). The award will be made using Lowest Price Technically Acceptable (LPTA) procedures.

Evaluation is based on the following technical factors:

• Past Performance: Assesses recent and relevant experience in HVAC preventive maintenance, inspection, troubleshooting, repair, or emergency response for commercial, institutional, healthcare, federal, tribal, or mission-critical facilities. Specific systems include AHUs, boilers, chillers, pumps, VAV boxes, BAS/controls, or JCI Metasys.

• Specialized Experience: Requires at least two (2) recent and relevant project examples (completed within 7 years or 75% complete) demonstrating experience with HVAC preventive maintenance and related services in similar facility types. A sample HVAC service report is also required.

• Technical / Management Approach: Requires a clear approach addressing recurring PM, inspections, emergency response, documentation, and coordination. It also requires details on staffing, subcontracting, JCI Metasys/BAS capability, quality control, and occupied-facility coordination.

• Price: Evaluated for fairness, reasonableness, and realism.

• Award will be made using Lowest Price Technically Acceptable (LPTA) procedures.

• No trade-offs will be made between non-price factors.

• Proposals must be rated Acceptable for all non-price factors to be eligible for award.

• The Government intends to award without discussions.

• Past Performance: Offerors may submit Past Performance Questionnaires (PPQs) or customer references if recent and relevant CPARS are not available.

• Specialized Experience: Submit 2-5 relevant project examples with detailed information and one sample HVAC service report.

• Technical / Management Approach: Submit an organization chart, preventive maintenance plan, emergency response plan, staffing/subcontracting approach, JCI Metasys/BAS capability documentation, and quality control approach.

• Price: Submit a completed Price Schedule Sheet.

• Evaluation is based on Acceptable/Unacceptable ratings for technical factors and price for fair and reasonable pricing.

Not explicitly stated in this document, but LPTA procedures are used.

• The key technical qualification for Factor 3 is JCI Metasys/BAS capability.
• Offerors must be responsible and technically acceptable to be considered for award.
• Proposals should be complete and include the offeror's best terms initially.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) for HVAC preventative maintenance services. The Indian Health Service (IHS), Great Plains Area, is seeking quotations for these services at multiple locations.

• Provide all labor, supervision, tools, materials, and equipment for HVAC preventative maintenance services.

• Services are to be performed in accordance with the Statement of Work (SOW).

• Emergency repairs and equipment replacement services are also included.

• The contract will have a Base Period from July 1, 2026, to June 30, 2027.

• Four Option Periods are included, each for one year, extending through June 30, 2031.

• The contract type is not explicitly stated, but it is a "Total Buy Indian Small Business Economic Enterprise Set-Aside."

• Quotations are due by 5:00 PM CDT on June 29, 2026.

• Questions regarding the solicitation must be submitted via email by 12:00 PM CDT on June 8, 2026.

• The award will be made using Lowest Price Technically Acceptable (LPTA) procedures.

• Proposals must meet all technical requirements, conform to terms and conditions, and include all required information to be eligible for award.

• The Government intends to award without discussions; therefore, initial proposals should represent the best terms.

• Evaluation factors include Past Performance, Specialized Experience, Management/Technical Approach, and Price.

• This acquisition is a 100% Indian Small Business Economic Enterprise (ISBEE) Set-Aside.

• Offerors must certify their qualification as an ISBEE.

• The "Unit Price" is an all-inclusive cost.

• Invoicing will be processed through the Invoice Payment Platform (IPP).

• Several attachments are referenced, including SOWs, a bid schedule, and evaluation factors.

Form / Attachment / Pricing Sheet

This document is the "Indian Firm Representation Form" required for the "HVAC inspections at Fort Yates and YRTC" solicitation (Solicitation Number: 75H70626Q00139). 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 and HHSAR regulations.

• Representation: Offerors must indicate whether they meet the definition of an "Indian Firm" with "Indian Ownership".
• Eligibility Period: The enterprise 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 in writing if they no longer meet eligibility requirements.
• Verification: Contracting Officers may require documentation of eligibility, and awards may be subject to protest.
• Registration: Successful Offerors must be registered with DUN & Bradstreet (D&B) and the System for 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 qualify for contracts 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 SAM registration.