A04_SOW_SRCS_Propane_Vaporizers.pdf

BUREAU OF INDIAN AFFAIRS

Great Plains Regional Office

Standing Rock Community Schools Building 183

Propane Vaporizers Replacement Upgrade

STATEMENT OF WORK

December 15, 2023

BACKGROUND

The Standing Rock Community Schools project is located at the Secondary School Building 183 was constructed in 1978 and is 118,075 square feet. The building is occupied by 361 grade 7-12 students and

47 staff.

The Bureau of Indian Education (BIE) mission is to enhance the quality of life, to promote economic opportunity, and to carry out the responsibility to protect and improve the trust assets of American

Indians, Indian Tribes, and Alaskan Natives.

PURPOSE

The high school facility is primarily heated by propane fired boilers supplied from a single 20,000 gallon above ground propane tank. The facility was originally heated by fuel oil fired boilers supplied from an underground fuel oil tank. The fuel oil tank was removed and the boilers upgraded to propane fired in the past 10 years. The existing propane vaporizer system consists of a single liquid propane pump which feeds 4 propane fired propane vaporizers with a single inline pressure regulator. The existing vaporizers are aged beyond their useful life and only 2 units of the 4 are operable at this time.

The purpose of this project is to replace the 4 existing vaporizers with 2 electric propane vaporizers and replace the existing liquid propane supply pump. The desired result will be a propane vaporizer system that is weather resistant, low maintenance and reliable for extreme winter conditions.

This project shall meet or exceed the requirements of the latest addition of the National Fire Protection

Association (NFPA) 5000 Building Construction and Safety Code, and the 2004 edition of the

ADAABAAG. All design elements not specifically called as being reviewed by the Authority Having

Jurisdiction (Division of Safety and Risk Management) as referenced in the attachments in Section J shall meet the design criteria of the International Building Codes (IBC).

PROJECT GOALS AND OBJECTIVES

This contract is for Design Build project delivery. Contractor shall inspect the existing propane vaporizer system including propane piping and electrical supply including supply electrical panel to design an upgrade of the vaporizer system from propane heated to electrical heated vaporizers to include replacement of propane pump, and miscellaneous piping valves and gauges.

The contractor shall design and build a new electrically powered propane vaporizer system.

The following General Scope of Work outlines the Tasks and additional criteria involved to accomplish these activities.

GENERAL SCOPE OF WORK

The contractor shall provide Design-Build services for the Standing Rock Community School Building

183 Propane Vaporizer Upgrade. The Contractor shall provide a design including 99%, 100% drawings and specifications, and provide Engineering Services during Construction, and Construction Management

Services. Design shall meet the requirements of the most recent edition of the specific design criteria and codes listed in all sections of this contract (including Section J), the BIA Manuals and Handbooks, and

Federal requirements if more stringent than those listed above.

At a minimum the design shall include features that meet or exceed the following requirements:

• Utilize the BIA, program information, reports, and concepts as a starting point for the design.

• Analyze and document the major architectural and engineering aspects of the existing site, including existing utilities, as background for the design and construction of the renovations. Perform necessary research, field investigations, and engineering calculations.

• Meet or exceed the requirements of the BIA Energy Design Handbook. This includes but is not limited to designing/documenting: energy performance, indoor environmental quality, and material environmental impact.

• Ensure that employees can access offices to maintain business operations during construction.

• Incorporate time into the schedule for performance of a three-week BIA Great Plains

Region review period for each submittal.

• Incorporate a design and construction schedule such that construction completion occurs within 120 days from Notice to Proceed (NTP).

The contractor shall furnish all materials, supplies, equipment, transportation, and personnel to provide the described architectural and engineering services. The contractor shall prepare documents containing alternatives, cost estimates, drawings, calculations, and recommendations, as appropriate, for items listed above.

The contractor shall, at a minimum, consider cyclical costs and annual operation and maintenance factors as part of the rationale for material selection. Take into consideration construction and material supply factors, physical environmental factors such as climate, elevation, exposure, etc. limit materials or equipment that are difficult or expensive to maintain, repair or replace.

All design phase work shall be completed by or under the direct supervision of architects and/or engineers licensed in the State of South Dakota.

The scope of work for this project is divided into the following sections as follows:

Task 1 – Project Management, Quality Control, and Data Collection

Task 2 – Field Investigations

Task 3 – Construction Documents – 100% and Issued for Construction set

Task 4 – Construction Stage

Task 5 – Design

The completion date for Tasks 1-3 is a total of 45 calendar days upon receipt of the NTP.

Task 4 shall be completed within 30 days of the completion of Task 3, Construction Documents.

Task 5 shall be completed within 45 days upon completion of Tasks 1-2

The costs for Task 1 do not have a separate pay item. The costs associated with Task 1 shall be incorporated into Tasks 2-3.

General Construction Contractor (GCC) Team

The GCC shall provide experts in disciplines listed in this section, with credentials as indicated, as they apply to this project. At a minimum, the GCC key team members shall consist of the following:

• Project Manager\Construction Superintendent

• Engineering Designers – Civil\Electrical\Mechanical

The GCC shall utilize the key personnel named in its offer to perform the services required under this contract. If any of the key personnel named in the GCC accepted proposal (incorporated into this contract by reference) become unavailable, the GCC shall promptly submit a complete written resume for a proposed substitution, any other information necessary for the Contracting Officer Representative

(COR) and Contracting Officer (CO) to approve or disapprove, and a detailed explanation of the circumstances necessitating the proposed substitution.

In addition to the key team members identified above, the GCC shall provide administrative, clerical, and technical personnel as necessary to perform the services required under this contract.

During the performance of the services required under this contract, the GCC shall obtain the COR written consent before making any substitution for subcontractors and outside associates or consultants specifically identified and agreed to during negotiations. See FAR 52.236-5, Material and Workmanship, regarding removal of any employee deemed incompetent, careless, or otherwise objectionable. See also

FAR 52.244-4 regarding subcontractors and outside associates and consultants.

PROJECT MANAGEMENT RESPONSIBLITIES

Communications Plan

The GCC shall assist the COR in developing and complying with a project communications plan. This plan will be used and maintained throughout the project and modified as necessary to suit each project phase.

The GCC shall direct all questions and requests from local units/agencies and local community interests to the CO and COR.

The GCC shall not release any oral, written, or graphic information regarding this project to outside sources. All requests for information concerning the project must be referred to the CO and COR.

Detailed Project Schedule Development and Maintenance

Before starting any other work, the GCC shall develop and provide a detailed schedule outlining milestones, activities, tasks, and submissions. Contractor shall maintain a detailed schedule for completion of all construction stage activities.

The GCC schedules shall itemize all required submission dates and review durations and must conform to the milestones and durations provided in the overall SOW schedule and the submission, review, and GCC fixed price table schedule provided below in the Administration section.

The GCC shall provide monthly schedule updates to the COR, showing progress on and completion of all required design stage services and construction stage work. If the schedule updates indicate that previously approved schedules may not be met, the COR will give immediate notice and request appropriate recommendations from the GCC.

Refer to FAR 52.236-15 Schedules for Construction Contracts and to the SOW Construction Delivery

Phase section for additional schedule requirements.

Project Progress Meetings/Presentations

During the Design Stage the GCC shall host project progress meetings, and/or presentations, with the CO, COR and local unit/agency heads as required to keep all parties apprised of the design progress/status and impending activities.

After construction begins, the GCC shall conduct weekly progress and construction oversight meeting(s)

Meeting Agendas, Attendance, Minutes and Correspondence

The GCC shall prepare and distribute an agenda for each GCC hosted project meeting, in advance of the meeting date.

GCC representation at all meetings shall include those individuals having knowledge of the agenda topics and authority to make decisions and commit resources.

The GCC shall provide minutes of all GCC hosted project meetings and presentations to all attendees identifying new and unresolved old action items and associated responsible parties. Minutes must be provided within seven calendar days after each meeting.

PERIOD OF PERFORMANCE

The period of performance of this contract is 120 days from date of issuance of NTP.

NORMAL HOURS OF OPERATION

The Contractor shall perform the services required under this contract between the hours of 8:00 a.m. to

4:30 p.m. Monday through Friday. No work will be allowed on Federal Holidays or weekends.

TASKS

TASK 1 - PROJECT MANAGEMENT, QUALITY CONTROL, & DATA COLLECTION

Contractor shall designate a project manager/site superintendent for coordination of this project. This individual shall have overall responsibility for the performance of the work to ensure the work is progressing on schedule and within budget and shall be onsite overseeing work each day.

Contractor shall develop, execute, and demonstrate that the project plans and specifications have gone through a review and coordination effort. The requirements are as follows:

o 2 Weeks after the NTP: Contractor shall submit a detailed Quality Assurance/Quality Control

(QA/QC) Plan describing each step that will be taken during the development of the various phases of design. Each step should have an appropriate space where a senior member of the firm can initial and date when the action has been completed. The Plan shall incorporate/include:

▪ a “yellow-out” process wherein the point of contact has verified that all review comments have been addressed in the drawings, specifications, reports, etc.

▪ review checklist that verifies coordination has been made between the various professional design disciplines, cross-checks have been made between callouts/references to other sheets /details, design criteria has been met, and that all submittal requirements have been met and a whole/complete submittal package has been prepared and ready for submission, prior to each submittal.

o Provide an updated QA/QC plan with each Task submittal. Senior member signatures shall be up to date with each submittal.

o 100% Submittal: Contractor shall submit the completed QA/QC Plan along with the latest marked-up documents (plans, specifications, etc.) necessary to ensure that a thorough review and coordination have been completed.

Contractor shall prepare a project schedule noting the submittal points for each task and other critical phases in the design process. The proposed design schedule shall incorporate a timeline beginning at the

NTP and ending with the completion of the construction.

A project kick-off meeting shall be held within 10 calendar days of receipt of NTP. The purpose of the meeting is to gather existing data, establish goals, objectives, and design criteria for the project and to develop alternative design approaches. To ensure an acceptable approach to the Schematic Design (SD) the contractor shall review the BIA documents and provide a list of additional needs or questions, if any, to the BIA at this meeting.

Additional meetings with the BIA may be required during the SD phase, the PD phase, and the CD phase.

Contractor shall provide minutes for each meeting and shall be prepared with specific detail in the follow categories:

• Work accomplished since last meeting;

• Issues encountered;

• Decisions needed to maintain schedule;

• Work planned for next month;

• Budget status; and

• Schedule status

Deliverables

QA/QC Plan, project schedule, kick-off meeting memorandum, summary/minutes of each meeting, and monthly progress reports submitted by the fifteenth of each month (report to be in either MS Word or

.pdf).

TASK 2 - FIELD INVESTIGATIONS

The contractor shall complete a site investigation, fact finding and gathering, analysis, documentation, coordination of data with the BIA, and coordination with appropriate offices of the State of North Dakota, Sioux County, and the city of Fort Yates as necessary, to assure a complete and accurate design.

The BIA will provide the contractor with available records. The contractor shall visit the project site to investigate the BIA furnished information contractor shall verify the completeness, accuracy, and acceptability for use in design.

The contractor shall provide electronic copies of construction plans to the Adobe pdf format with supporting database files. The contractor shall perform their due diligence in reviewing existing record drawings and other sources in determining locations of underground utilities and not solely rely on “one-call” organizations.

The contractor shall visit the project site to obtain all data needed to complete their work. While on site, investigate the information shown on any BIA furnished drawings, record (as-built) drawings, and other planning documents which are part of this contract. The contractor’s investigation of field conditions shall be performed in a competent professional manner.

TASK 3 - PRELIMINARY DESIGN – 99% and CONSTRUCTION DOCUMENTS 100%

Preliminary Design will incorporate the review comments and prior work/requirements from the Field

Investigation phase.

The contractor shall prepare Preliminary Design Documents illustrating the scale and relationship of project components for review and approval of the BIA.

Services under these phases shall include, but not be limited to the following:

• All requirements as defined in A&E Submission Instructions for Minor Construction Projects as shown in Section J. (In the event there is a conflict with the BIA design criteria handbook, use the more stringent requirement)

• Coordination and meetings with Federal and other agency officials in acquiring the necessary permits/approvals of design in preparation of construction. Includes development and submittal of all necessary drawings, narratives, figures, sketches, reports, etc.

• Phasing plans for construction including making recommendations concerning construction contract arrangements and scheduling that will be advantageous to the BIA in terms of cost and timing.

• Presentation of submissions by electronic communication (video/telephone)

• Review Submissions.

• In each submission, the contractor shall resubmit the materials specified in the prior submissions, revised according to the comments made by the BIA resulting from the prior review(s).

The contractor shall use the current Construction Specifications Institute (CSI) Master Format specifications in preparing DDs for the project and shall edit those specifications to tailor them for this specific project. When no standard exists for a "unit of work", prepare the item consistent with the CSI format.

Should the contractor determine that a deviation from such standards and specifications is necessary or beneficial to the BIA; he shall promptly submit a request in writing to the CO and COR for permission to make the deviation. The request shall include an explanation of the specific reasons for the desired change and benefits expected.

Specifications shall include general requirements, and technical specifications.

Final design shall incorporate the review comments and prior work/requirements from the Preliminary

Design phase. Final design shall include architectural, , mechanical, , and electrical plans. The contractor shall refine the drawings and specifications so detailed CDs can be produced.

Services under these phases shall include, but not be limited to the following:

• All requirements as defined in the A&E Submission Instructions for Minor Construction Projects.

(In the event there is a conflict with the BIA design criteria handbook, use the more stringent requirement)

• Presentation of submissions and addressing of review comments at BIA location.

• Special inspections schedule (by professional discipline and construction item/phase) including

Special Inspections required by NFPA 5000, the International Building Code, Special Inspections required by any permits and critical inspections needed by BIA and performed by the contractor as part of their design tasks.

• Final documents shall contain all the information necessary to lay-out the project from the information contained in the plan set.

• A paper and electronic courtesy copy of the CDs shall be delivered to any special permitting agencies.

A plan in hand review will be conducted by the contractor at the project site at the end of the review period so the contractor can validate their design and ground truth it. BIA may also provide final comments during that period. The contractor shall adjust the final designs based on the comments received from the BIA and/or as developed/identified by the contractor during their plan in hand. Upon completion of the changes, the contractor shall provide final documents as outlined in “Contractor

Submission Instructions for Minor Construction Projects” and provide a summary of the changes made because of the plan in hand.

Project Phasing: The contractor shall develop a schedule for the project implementation. The schedule shall provide information on phasing which will lay out the sequence for construction and tasks to be performed by the BIA to fully complete this project. The contractor shall serve as an advisor to the CO and COR on all phasing matters.

TASK 4 - CONSTRUCTION STAGE

The construction stage shall include engineering services during construction to include daily supervision of construction activities, providing monthly reports, providing certified payroll copies, providing submittal documents, red lined drawings (as-builts), O&M manuals, and construction inspections to include a final inspection and final inspection report.

Demolition of the existing fuel fired vaporizers, propane pump, associated propane piping, gauges and valves, and electrical conduit and wiring.

Construction of electrical conduit and wiring including excavation and trenching, which may include defrosting of the ground. Installation of new electrical supply panel, new propane pump, new propane vaporizers (2) and miscellaneous gauges, valves and piping.

GOVERNMENT FURNISHED PROPERTY/EQUIPMENT

The government will not provide any property or equipment for the performance of this contract.

POINT OF CONTACT

The point of contact for this project shall be the CO and COR (TBD)

LIST OF ATTACHMENTS

Site and Vicinity Maps

BIA School Facilities Design Handbook

A/E Submission Requirements

DSRM Design Review Submittal Form and Letter

To Be Provided to the Successful Bidder

Categorical Exclusion