Attachment_3_-_Statement_of_Work.docx

STATEMENT OF WORK

A-E PLANNING, POR CREATION, and 20% SCHEMATIC

DESIGN SERVICES

HOPI, MESCALERO AND BLACKFEET ADULT DETENTION CENTERS

Keams Canyon, Arizona. Mescalero, New Mexico and Browning, Montana May 2019

1. General

1.1. The Division of Facilities Management and Construction requires the services of an A-E firm to provide planning services described herein. Services are required to assemble a separate Planning Document(s) for each location in preparation for follow on design-build construction. The Contractor shall provide administrative, management and contractual services for A-E planning and 20% schematic design-build proposals development services for three Indian Affairs location as described below.

1.2. This Statement of Work (SOW) establishes the work requirements, applicable standards, performance requirements, schedule and services to be provided for three Indian Affairs locations Hopi, Mescalero and Blackfeet Adult Detention Centers under this contract. Hopi Detention shall be designed for a 60-bed level II detention facility, Blackfeet shall be designed as 45-bed Level II facility and Mescalero as a 40-bed level II detention Facility.

1.3. The planning and 20% schematic design shall include quarters housing units for two locations. Hopi design shall include planning for eight government furnished quarters and Blackfeet shall include planning for six housing government furnished quarters.

1.4. This SOW is for the A-E planning, Program of Requirements creation, and 20% design schematic design development for three separate Indian Affairs locations. Note that this contract can amended to include Quality Assurance and Construction Management, and Commissioning services for the follow on design-build construction phase at each project location.

1.4.1. The A-E shall complete the following tasks:

1.4.1.1. Task 1: Administration of Contract

1.4.1.2. Task 2. Site Selection and Site Master Plan

1.4.1.3. Task 3. Program of Requirements

1.4.1.4. Task 4. 20 % Schematic Design Development

1.4.1.5. Task 5. Preliminary Cost Estimates

1.4.1.6. Task 6. Other A-E Planning Services

2. Definitions and Acronyms:

2.1. HT means Hopi Tribe,

2.2. MT means Mescalero Tribe,

2.3. BFT means Blackfeet Tribe

2.4. HTC means the Hopi Tribal Council,

2.5. MTC means the Mescalero Tribal Council

2.6. BFTC means the Blackfeet Tribal Council

2.7. IA means Indian Affairs, Division of Facilities Management and Construction

2.8. IA-DSRM means Indian Affairs, Division of Safety and Risk Management

2.9. CO means the Contracting Officer

2.10. COR means the Contracting Officer’s Representative.

2.11. A-E means the Architectural-Engineering firm under contract.

2.12. RFP means Request for Proposals

3. Project Locations: See Attachment C for approximate locations of each site

3.1. Hopi Detention Center is located in Keams Canyon, Arizona.

3.2. Mescalero Detention Center is located in Mescalero, New Mexico.

3.3. Blackfeet Detention Center is located in Browning, Montana.

4. SCOPE OF WORK

4.1. The A-E shall provide sufficient technical, supervisory, and administrative effort to insure the expeditious accomplishment of this work for each of the three project locations. Additionally, the A-E shall furnish all services, materials, supplies, equipment, investigations, studies, and travel required in connection with this work. The project consists of the following:

4.1.1. Task 1. Administration of Contract: The A-E shall designate a qualified Project Manager to supervise and administer the performance of the project. The A-E shall authorize the Project Manager to act on all matters pertaining to the project contract. The Project Manager shall also serve as the point of contact between IA, HT, MT, and BFT Contracting Officer (CO) and the Contracting Officer’s Representative (COR).

4.1.2. Task 2: Site Selection/Site Master Plan: Site selection shall follow Handbook for New Facilities Site Selection. A Site Master Plan shall be developed showing the proposed detention center in relation to existing buildings, pedestrian and vehicle circulation and traffic patterns, parking areas, and anticipated new utility lines and connection points (sewer, water, power, telephone and fuel).

4.1.3. Task 3: Program of Requirements.

The A-E shall prepare a Program of Requirements (POR) document that identifies each program area and its associated space allocation. The POR shall be used as the basis of design for the future new detention center. The POR shall utilize the BlA Adult Detention Faculties Guidelines and the Department of Justice Jail Design Guide to delineate the appropriate program areas for level II detention facilities. If a State or Tribal standard is in place that governs space allocation the A-E shall consult with IA for clarification on which standard to utilize.

4.1.3.1. The Final Program of Requirements shall contain the following:

4.1.3.1.1. Functional spaces needed to house the detention center program as required by code and guidelines.

4.1.3.1.2. A description of each space including special environmental considerations, fixed equipment, built-in cabinetry and movable furnishings and equipment required, and a description of the activities and function(s) to be accommodated in each space.

4.1.3.1.3. A list of movable furnishings, fixtures and equipment to be furnished by the Government and the fixed equipment to be included in the construction contract.

4.1.3.1.4. Define the relationships among the program areas (intake, specialized cells, observations, etc.) and the space-to-space relationships within each. Provide both written descriptions, adjacency diagrams, and bubble diagrams to illustrate the relationships.

4.1.3.1.5. Provide a tabular space summary of all spaces to be furnished. Include a descriptive title of the space, size (net square feet), and the personnel capacity of each space. Provide total net and gross square footage of the building(s).

4.1.4. Task 4: 20% Schematic Design Development

4.1.4.1. General Scope: The A-E shall provide the full range of architectural and engineering services associated with the production of the 20% schematic design, construction cost estimates, Value Engineering, LEED services and other additional architectural and engineering services identified in this SOW. The overall work involves community / Tribal outreach, the contractor shall plan for three on site meeting, once during the Planning of the POR, another during the final phases of POR and a last one at 80-90% completion of the 20% schematic design. A minimum of three meetings will be held per location.

4.1.4.2. The A-E shall be responsible for the professional quality, technical accuracy and the coordination of all designs, drawings and specifications and other services provided under its contract and shall ensure that the following are complied with. Any stamped drawings and specifications are prepared by licensed professional Architects and Engineers.

4.1.4.3. The A-E shall provide design services for the preparation of 20% design schematic in accordance with the 2007 BIA School Facilities Design Handbook.

4.1.4.4. Codes and Standards: All documents shall comply with current laws, codes, and guidelines (Attachment A). These requirements are contained in the 2007 BIA School Facilities Design Handbook. The AE shall determine the disciplines required and the codes, standards, regulations, and requirements that apply. The requirements shall address commissioning and LEED energy and environmental sustainable design concepts.

4.1.4.5. The following list of Architectural and Engineering disciplines and specific items within each discipline is provided for information and guidance only. It is not to be used in the Architectural and Engineering Requirements required by this contract without being revised and modified to accurately reflect the needs of the new facility and site/grounds.

(a) Architectural:

(16) LEED

(b) Civil Engineering:

(14) LEED Considerations

(c) Environmental Engineering:

(10) LEED Considerations

(d) Mechanical Engineering:

(9) LEED Considerations

(10) Commissioning

(e) Electrical Engineering:

(10) Emergency lighting

(11) Emergency generator

(12) Preliminary and final electrical design analysis

(13) Education Technology and LAN system

(14) LEED Considerations

(15) Commissioning

(f) Structural Engineering:

(g) US Green Building Sustainable Design Concepts

(h) Department of Interior (DOI) Sustainable Building Assessment and Compliance Tool Guiding Principles for Sustainable New Construction and Major Renovations.

4.1.4.6. Landscape Design: The A-E may provide limited landscape design services for the 20% schematic design as necessary to ensure compliance and consistency with other requirements and also to develop the overall cost estimate for the project. During the 20% schematic design development input will be gathered from the stakeholders to identify major landscaping elements to be included in the future design and construction.

4.1.4.7. Food Service Design (Detention Grade): The A-E shall ensure that the food service design is fully compatible with level II detention center requirements and incorporated into the overall 20% schematic design and cost estimate.

4.1.4.8. Color Boards: The A-E shall address in the 20% schematic design a color and design scheme of acceptable color palette for the design builder to work from. Consideration should be given to cultural appropriateness, occupant comfort and ease of maintenance. One color board will be provided to the COR and one color board will be retained by the local Tribal designee.

4.1.5. Task 5. Preliminary Cost Estimates: The A-E shall develop the preliminary design and requirements within the provided funding limitations and shall not exceed the established total project budget. The A-E shall also provide an estimated design-build construction duration with the cost estimates. Consult immediately with the COR if questions arise about the budget or the scope of work.

4.1.5.1. Construction Cost Estimate: The A-E shall prepare construction cost estimate with final submittal. The estimate must be professionally prepared by a qualified cost estimating firm with experience in detention center construction. The estimate shall contain the Building Construction Costs separated from Site work and Utility Development (both on- site and off-site). New building costs may be provided on a cost per square foot basis. Unit costs may be used for all other costs and the estimate shall not present site work and utilities as a lump sum cost. A preliminary estimate for Construction Contract Administration, full-time inspection, furnishing, fixtures and equipment, and contingency shall be included. Fixed equipment should be included in the building construction estimate. The estimate shall include estimated general and special conditions, home-office and field-office overhead, profit, and applicable tribal and state taxes or fees. The estimate shall include adjustments for geographic location of the project as necessary.

4.1.5.2. Furniture Fixtures and Equipment Services: The A-E will include in the estimate and in the 20% schematic design a narrative statement and estimate of probable cost for Movable Furniture, Fixtures and Equipment (FF&E). Fixed equipment shall be included in the construction documents and accounted for in the overall estimate as well.

4.1.6. Task 6. Other A-E Planning Services. The A-E shall provide the following additional services:

4.1.6.1. Value Engineering Analysis and Report: Provide a Value Engineering Study as required by DOI OMB Circular A-131, included in the 20% Schematic design development. The Value Engineering Study, upon review of the A/E Design and Cost Estimate, will provide alternative designs and related cost which could provide a more efficient facilities design at a cost savings. Upon review of the Value Engineering Study, all or some of the alternative designs may be used in the design of the facilities. A qualified and experienced Value Engineering firm shall provide the analysis and reports and this may be performed ‘in house’ if sufficient capability exists that satisfies OMB Circular A-131 requirements. A Life Cycle Cost Analysis shall be prepared to justify the systems selected for the exterior envelope, roof, mechanical HVAC system, floor system and major electrical systems. At the 20% Schematic stage a VE charrette shall be conducted and a report shall be delivered.

4.1.6.2. LEED Services: The contractor shall provide appropriate Leadership in Energy and Environmental Design (LEED) services to complete the 20% schematic design. This includes at a minimum developing the project LEED strategy and preparing a LEED scorecard to guide future design development and eventual LEED commissioning. A member of the A-E design team may provide these services if and only if the team member has passed the LEED Accreditation Exam and is qualified to provide these services. The overall project objective is to obtain a LEED Silver certified building by the U.S. Green Building Council. The Council’s most recent sustainable design concepts and LEED Green Building Rating System shall be used.

4.1.6.3. Sustainability: In conjunction with the LEED Services, the A-E firm is to prepare a DOI Sustainable Building Assessment and Compliance Plan. (Attachment E) The Assessment and Compliance Plan shall be prepared using the “New Construction and Major Renovation Guidance” document. An introduction to the Department of Interior/BIA Sustainable Buildings Assessment and Compliance Tool is provided.

4.1.6.4. Archeological survey performed for the new construction site and existing facilities to be replaced, a cultural resources report and consultation with the governing Historic Preservation Officer (SHPO or THPO) regarding historic properties. This is only required at Mescalero.

4.1.6.5. Site boundary legal survey and property description for any existing sites. The COR has copies for the Hopi and Blackfeet detention centers.

4.1.6.6. Environmental Assessment Report prepared in compliance with Council on Environmental Quality (CEQ) Guidelines and the National Environmental Policy Act (NEPA). The report shall be prepared in the format prescribed in the BIA Manual 30 BIAM Supplement 1, 4.0). The report shall include all ecological, biological, cultural and environmental effects of the project on the environment. See attached for Environmental Assessment draft and final deliverables. This is only required for the Mescalero site.

4.1.6.7. Land lease. Provide a copy of the existing land lease or land withdrawals. COR has copies for the all detention centers.

4.1.6.8. Tribal Resolution for land lease. Provide a copy of the original resolution that authorized the land lease for the detention facility. COR has copies for the Hopi and Blackfeet detention centers

4.1.6.9. Geotechnical Report prepared by a qualified geotechnical firm located in the State where the project is located. The report shall provide the results of the subsurface soils testing and the recommendations for the proper design of foundations, paved parking, streets, landscaping and other structures in the project. Original, signed, geotechnical report is required. The Geotechnical firm shall also certify that the subsequent A-E design adheres to the recommendations in the report.

4.1.6.10. Topographic survey of project construction site. The survey shall include, but not limited to, existing structures, roads, parking lots, large trees, sidewalks, fences, and other features that might impact the location, setting or cost of the facility. A utility survey report shall provide the condition of and information about the existing utilities (sewer, water, power, fuel, telephone) systems including size, location, materials and age. Original topographic sepia is required. Original Utility Survey Report is required. COR has copies for the Hopi detention center.

4.1.6.11. Utility easements (Required if off-site work is included in project) COR has copies for the Hopi Detention Center.

4.1.6.12. Road(s) Right(s)-of-Way (Required if off-site roads/streets are included in project) COR has copies for the Hopi Detention Center.

4.1.6.13. Phase I Environmental Assessment. Existing buildings shall be assessed, by Phase I EA, for asbestos. lead based paint, and other hazardous construction material inspections and reports for buildings to be demolished and renovated. Existing AHERA inspection reports shall be obtained by the A-E in addition to a Phase I Environmental Assessment. This is only required for the Mescalero site.

4.1.6.14. Flood Plain Determination. Verification, in writing, from the U.S. Army Corps of Engineers that the project construction site is located outside of the 500 year flood plain. Original copy of Flood Hazard Determination Report is required. After the flood plain determination or Base Flood Elevation (BFE) has been received compliance with the Federal Flood Risk Management Standard (FFRMS) is required. Flood Plan boundaries extended 2 feet above the BFE for all detention facilities shall be calculated in addition to the corresponding finish floor elevations for all new facilities. This revised elevation is referred to in the FFRMS as the Freeboard Elevation. If the BFE or the Freeboard Elevation boundary crosses the site at any point, said boundary will be clearly represented graphically on an overall project site plan.

4.1.6.15. Historic Preservation Compliance. The A-E shall comply with Section 106 of the Historic Preservation Act to complete the Consultation process. The Act requires consultation with the State or Tribal Historic Preservation Office or the State Historic Preservation Office regarding the project’s development. Assure compliance with Section 106 of the National Historic Preservation Act of 1966 codified as amended, 16 U.S.C. § 470-470x.6). Original Section 106 Consultation Report required as a separate document from the Environmental Assessment. This is only required for the Mescalero site.

4.1.6.16. Water Related Considerations. The AE shall identify the source, quality and quantity of water, both potable and non-potable, to the site. Specifics to be addressed are pressure (at fire riser and hydrants), existing treatment systems (what water is being treated for, condition of system and approximate annual cost of operation), gallons per minute, ownership of source and condition of distribution system. COR has copies for the Hopi Detention Centers.

4.1.6.17. Acknowledgement that adequate sewage disposal system exists.

4.1.6.18. Acknowledgement that adequate fuel distribution system exists.

4.1.6.19. Acknowledgement that adequate electrical service exists and that service and project scope was coordinated with servicing utility authority.

4.1.6.20. Acknowledgement that adequate existing access roads are present or future roads will be provided to service the site.

4.1.6.21. Traffic Study. A traffic study shall be conducted as required by the Department of Transportation having jurisdiction over the roadways servicing the specific site. All information needed to develop site access, driveways and suggested modifications to existing roadway conditions shall be obtained.

4.1.6.22. Rendering: Provide one framed watercolor or computer generated rendering, approximately 24"x 30", of the 20% conceptual design. The rendering shall be provided to the COR for display in the IA’s office.

4.1.6.23. Information Technology Plan: A-E shall prepare an Information Technology (IT) Plan for the 20% schematic design and an associated Cost Estimate. An experienced IT firm shall be used to evaluate the needs for the Adult Detention for proposed IT investment hardware/software equipment listing for administration. The proposed IT investment will identify, but not be limited to; Desktop Computers w/Monitors, IT LAN (Network and Wireless) with UPS, Telephone System with UPS, Interactive Technology devices, Network Printers, Copiers. This will include all equipment, installation, configuration and associated hardware/software. No End of Life (EOL) Equipment shall be listed on the IT Plan.

4.1.6.24. Telecommunications access will be designed for the appropriate complexity of the proposed LAN network and telephone system. Future monthly recurring costs will be explained to the school. Coordination with the Local Exchange will include; installation and configuration of associated hardware/software to bring service into the new building. The new equipment and hardware/software will be used for administrative purposes, administrative. The new detention center will have one Primary Telecommunication Room (PTR) and one Secondary Telecommunications Room (STR).

5. Deliverables/Submittals

5.1. The A-E shall, for each location, submit four (4) bound copies along with electronic copies (.PDF) of the Program of Requirements (POR) Report and 20% Schematic Design to the COR for review. The COR shall review and provide comments to the A-E for incorporation into the Final Program of Requirements Report (POR).

5.2. The A-E shall submit to the COR four (4) copies along with electronic copies of the final POR and 20% Schematic Design, and the other submissions identified above. The documents shall contain the corrections and comments required by the review of the preliminary reports.

5.3. General Requirements

5.3.1. The Program of Requirements and the Engineering Requirements shall be bound together.

5.3.2. All submittals with exception of site maps shall be prepared on 8 ½ X 11 inch stock and shall be bound to readily lie flat when opened on a flat surface.

5.3.3. One electronic copy (.PDF) of the Planning Document in its entirety to the COR.

5.3.4. One electronic copy of the following shall be submitted to the COR in addition to the .PDF copy

5.3.5. Plans, Drawings, Topographic Survey and Site Survey: In format useable with the latest version of AutoCAD and in a full size print. The Environmental Assessment shall be in MS Word format and PDF.

5.3.6. Unless indicated otherwise above, provide two (2) copies of each submittal in addition to the original submittal.

6. IDENTIFICATION OF CO, COR.

The CO is William McLaughlin. His address is:

William McLaughlin Department of Interior, Indian Affairs Central Office Acquisitions Office 12220 Sunrise Valley Drive Reston, VA 20191 Telephone: (208) 863-7907

The COR is Karl Chiwiwi. His address is:

Mr. Karl Chiwiwi, COTR Indian Affairs, Office of Facilities Management & Construction 1011 Indian School Road N.W.

Albuquerque, New Mexico 87104 P.O. Box 1248 Zip 87103-1248 Telephone: (505) 563-5150 Tele Fax: (505) 563-5145

7. Performance Periods: Review time is not included in the performance times indicated below, and consists of approximately 21 calendar days for each submittal. The IA will review each submittal for budget and program conformance only. The A-E contractor shall ensure that the drawings and specifications meet applicable Federal, State and local codes and standards.

8. Government Furnished Materials: The BIA shall furnish each of the following:

8.1. BlA Adult Detention Faculties Guidelines

8.2. BIA School Facilities Design Handbook, Chapter 2, 20% Submittal Requirements

8.3. BIA Manual (30 BIAM, Supplement 1.4.0) relative to preparation requirements for the Environmental Assessment

8.4. BIA Handbook for New Facilities Site Selection

9. Travel: The A-E shall be allowed one trip to DFMC prior to commencement of work. The A-E's trip shall be for orientation and information gathering purposes. lf the A-E determines that additional trips are necessary for the completion of the work and the cost of travel is not already covered in the contract budget, the A-E shall submit a written request with appropriate justification.

10. Tribal Administrative Costs and Payments: The A-E shall include all costs for employee salaries, benefits, local and out of state travel, printing, copying, telephone, legal services for review of contracts, specific program audit services and contract support costs (indirect costs) in the contract application. The indirect cost rate must be an audited rate and approved by the National Business Center, otherwise all administrative costs shall be treated as direct costs.

11. Consultation and Coordination. Technical questions or discussions relative to the A-E services of the New Adult Detention Center Facilities should be directed to Karl Chiwiwi, COR at (505) 563-5150. All other related questions should be directed to the Contracting Officer.

End of Statement of Work

Attachment A: Applicable Federal Health and Safety Codes and Standards, Bureau of Indian Affairs, Office Of Facilities Management & Construction.

Attachment B: DSRM Safety, Health and Accessibility Information for Architects, Engineers and Design Firms Performing Design Work for BIA Facilities.

Attachment C: Project locations