Copy_of_Attachment_2_Questions_and_Answers_Log-Tepa_EC-C_Goelz-2026-06-03_0001.xlsx
XLSX spreadsheet 22 KB Posted
- Solicitation number
- 140A2326R0023
About this file
This is a Questions and Answers Log for Solicitation 140A2326R0023, a Playground and Flood Prevention Phase I project at Havasupai Elementary, issued by the Department of the Interior Bureau of Indian Affairs Bureau of Indian Education. The log documents six inquiries submitted by Tepa EC on June 3, 2026, with corresponding answers provided the same day by Government representatives M. Charley and C. Goelz.
The Q&A responses establish that the Contractor bears primary responsibility for obtaining all required Havasupai Tribe permits, approvals, and authorizations, including tribal entry permits, TERO (Tribal Employment Rights Ordinance) pre-hire coordination, environmental clearances, and flight/landing authorizations. The Government will provide available information but does not relieve the Contractor of compliance obligations or associated schedule impacts. For TERO fees, which vary by project scope, the Contractor must verify directly with the Havasupai TERO office, as no standardized public fee calculator exists. Regarding lodging, the Contractor must confirm with the Tribe whether overnight stays are permitted in Supai Village or the canyon; construction camps or on-site housing are prohibited unless specifically approved by the Contracting Officer. For Phase I work, the basketball court resurfacing requires cleaning, preparation, and local repairs followed by resurfacing suitable for future rubberized overlay application in later phases, with non-permanent striping installed for interim use. The temporary wood chip/mulch ground cover of approximately 4,272 square feet requires uniform depth installation to provide a stable surface and accommodate future pour-in-place rubber play surfacing; no specific ASTM grade is required, and ordinary clean, non-toxic wood chip is acceptable if approved by the Government. Government submittals require 15 calendar days for contractor submission after Notice to Proceed, 21 calendar days for Government review, and 10 calendar days for contractor responses, with no affected work commencing until written authorization is issued.
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Sheet1 Questions and Answers Log for Solicitation # 140A2326R0023
| Number | Date Received | Contractor | Question | Date Sent to COR | Answer | Date Answered |
| 1 | 6/3/26 | Tepa EC | What tribal permits, approvals, or coordination agreements are required before work may begin (e.g., Havasupai Tribe entry permit, environmental clearance, TERO pre-hire coordination)? What is the typical lead time for each? Will the Government assist in facilitating tribal coordination, or is this entirely the Contractor's responsibility? | 6/3/26 | The contract documents do not identify a specific Havasupai Tribe entry permit, tribal environmental clearance, TERO pre-hire approval, or other tribal coordination agreement required before work begins. |
The Contractor shall verify directly with the Havasupai Tribe which tribal entry, access, employment, environmental, hauling, disposal, lodging, staging, flight, landing, or other authorizations apply to the work. The SOW requires the Contractor to provide required permits and comply with applicable tribal, federal, state, and local requirements.
If aircraft, helicopter, or drone use is planned, prior Tribal Council authorization is required. Landing on Havasupai Reservation lands requires prior notice and prior authorization.
TERO applicability, fees, forms, and compliance-plan requirements must be confirmed directly with the Tribe; the provided documents do not include a confirmed project-specific TERO fee or approval. M.Charley & C.Goelz 6/3/2026
1.1 6/3/26 Tepa EC What is the typical lead time for each? 6/3/26 The Contractor shall confirm current lead times directly with the Havasupai Tribe and include them in the project schedule.
For aircraft, helicopters, or drones, the Tribal Council letter requires prior authorization and notice before flying or landing, but it does not specify a minimum lead time. The landing fee requirement is effective May 1, 2026.
For Government/DSRM-related submittals, the SOW provides the following timing: submittals are due within 15 calendar days after NTP, Government review is 21 calendar days after receipt, and Contractor responses are due within 10 calendar days after comments. No affected work may begin until written authorization is provided, as applicable. M.Charley & C.Goelz 6/3/2026
1.2 6/3/26 Tepa EC Will the Government assist in facilitating tribal coordination, or is this entirely the Contractor's responsibility? 6/3/26 The Government will provide available Government-held information and coordinate through the CO/COR as needed for project administration and site access matters.
The Contractor remains responsible for confirming, obtaining, and complying with applicable Havasupai Tribe permits, approvals, TERO requirements, access permissions, flight/landing approvals, hauling/disposal approvals, and other tribal requirements applicable to the Contractor’s work.
Government coordination or assistance does not relieve the Contractor of responsibility for required tribal approvals or associated schedule impacts. M.Charley & C.Goelz 6/3/2026 2 6/3/26 Tepa EC Has the Havasupai Tribe's TERO office confirmed whether a TERO fee applies to this project, and if so, what is the current fee rate or amount? Will the Government provide the current TERO fee schedule or a point of contact at the Havasupai TERO office? 6/3/26 The Contractor shall verify TERO applicability, fees, forms, and compliance-plan requirements directly with the Havasupai Tribe. M.Charley & C.Goelz 6/3/2026
2.1 6/3/26 Tepa EC Will the Government provide the current TERO fee schedule or a point of contact at the Havasupai TERO office? 6/3/26 The Contractor shall verify TERO applicability, fee amount, forms, and compliance-plan requirements directly with the Havasupai Tribe. The provided Havasupai information states that TERO fees vary by project scope and that Havasupai does not publish a standardized public fee calculator.
If the Government obtains an official TERO fee schedule or point of contact, it will be provided to offerors or the Contractor through the appropriate procurement channel. M.Charley & C.Goelz 6/3/2026 3 6/3/26 Tepa EC Is there tribal-approved lodging available for contractor personnel in Supai Village, or must all workers hike/fly in and out daily? Are there any tribal rules about contractor personnel staying overnight in the canyon? Is a construction camp (on-site housing) permitted or prohibited? 6/3/26 The provided Havasupai information identifies campground and lodge permits for visitors but does not confirm authorization for contractor lodging.
The Contractor shall confirm directly with the Havasupai Tribe whether Contractor personnel may stay overnight in Supai Village or in the canyon, and shall include assumptions regarding lodging, access, and transportation in the project schedule. M.Charley & C.Goelz 6/3/2026
3.1 6/3/26 Tepa EC Are there any tribal rules about contractor personnel staying overnight in the canyon? 6/3/26 The contract documents do not identify tribal rules that authorize or prohibit contractor personnel from staying overnight in Supai Village or the canyon.
The Contractor shall confirm overnight stay requirements directly with the Havasupai Tribe and include any lodging or daily access assumptions in the project schedule. M.Charley & C.Goelz 6/3/2026
3.2 6/3/26 Tepa EC Is a construction camp (on-site housing) permitted or prohibited? 6/3/26 Construction camps or on-site housing are not permitted unless specifically approved by the Contracting Officer.
Any proposed temporary facilities, staging areas, trailers, storage containers, field offices, or support areas must be submitted for Government review and located only in areas approved by the CO or COR. M.Charley & C.Goelz 6/3/2026 4 6/3/26 Tepa EC What resurfacing system is specified for the basketball court (e.g., acrylic coating system, rubberized overlay)? Are there an approved product list or specific performance requirements, or is the Contractor free to propose a compliant system? 6/3/26 For Phase I, the Contractor shall clean, prepare, and locally repair the remaining existing concrete basketball court slab as needed, then resurface the slab for future rubberized overlay application.
The Phase I resurfacing is not the final rubberized overlay system. The rubberized overlay is anticipated for Phase II or Phase III. New striping and game markings installed under Phase I shall be non-permanent and suitable for interim court use. The SOW identifies Phase I as including basketball court rehabilitation, resurfacing, and installation of court striping and game markings, while long-term surfacing improvements are future-phase work. M.Charley & C.Goelz 6/3/2026
4.1 6/3/26 Tepa EC Are there an approved product list or specific performance requirements, or is the Contractor free to propose a compliant system? 6/3/26 No approved product list or proprietary product is specified.
If the SOW or drawings identify a manufacturer or product for any work item, the Contractor may propose an equal product only if it meets the same specification, quality, performance, and installation requirements, subject to Government review and acceptance. M.Charley & C.Goelz 6/3/2026 5 6/3/26 Tepa EC What depth of wood chip/mulch is required? What is the approximate square footage requiring coverage (SOW states approx. 4,272 SF)? Is a specific product or ASTM grade required, or is ordinary wood chip/mulch acceptable given the SOW's statement that it need not meet ASTM F2075 engineered wood fiber standards? 6/3/26 The SOW does not specify a fixed numerical depth for the temporary wood chip/wood mulch. The wood chip/wood mulch is temporary ground cover for Phase I and shall be placed to a uniform depth to provide a stable, well-drained temporary surface.
The Contractor shall prepare the area so the subgrade is pre-dug and ready to accommodate the future pour-in-place rubber play surfacing system planned for Phase II or Phase III. Final excavation depth shall account for the future rubber surfacing assembly, base material, drainage, edging/containment, and flush transitions to adjacent surfaces.
The temporary wood chip/wood mulch shall not be represented as compliant playground safety surfacing. Permanent playground replacement and long-term surfacing improvements are future phase work and are not included in Phase I. M.Charley & C.Goelz 6/3/2026
5.1 6/3/26 Tepa EC What is the approximate square footage requiring coverage (SOW states approx. 4,272 SF)? 6/3/26 The approximate temporary wood chip/wood mulch coverage area is 4,272 SF, as listed in the SOW site measurable quantities.
The Contractor shall field verify actual limits and quantities before procurement and installation. M.Charley & C.Goelz 6/3/2026
5.2 6/3/26 Tepa EC Is a specific product or ASTM grade required, or is ordinary wood chip/mulch acceptable given the SOW's statement that it need not meet ASTM F2075 engineered wood fiber standards? 6/3/26 No specific product, proprietary material, or ASTM grade is required for the Phase I temporary wood chip/wood mulch.
Ordinary clean, non-toxic wood chip/wood mulch is acceptable if suitable for exterior interim use and accepted by the Government. It shall not be represented as compliant playground safety surfacing unless supported by documentation showing compliance with ASTM F1292, ASTM F1951, and ASTM F2075, as applicable. M.Charley & C.Goelz 6/3/2026
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