A03_SOW_Repair_Hydronic_Heating_System.pdf

STATEMENT OF WORK

HYDRONIC HEATING SYSTEM FREEZE PROTECTION

IE 150- ST. STEPHENS INDIAN SCHOOL

RIVERTON, WYOMING

APRIL 20, 2023

A. GENERAL

1. Introduction:

St. Stephens Indian Elementary School (SSIS) is a K–12 school servicing the educational needs of the St. Stephens community. SSIS is a day school located 10 miles south of Riverton, Wyoming in Saint Stephens, Wyoming. The school serves approximately 250 Native American students.

Students are mostly from the Northern Arapahoe and Eastern Shoshone Tribes; however, there are students from other federally recognized Tribes. SSIS is located at 128 Mission Road, St. Stephens, Wyoming. The school provides Native American youth the opportunity for a quality education and the school’s vision includes providing a safe and healthy environment disciplined by adherence to Native American cultural values and practices whenever possible.

The SSIS is operated by the BIE under the direction of the Associate Deputy Director, Bureau Operated Schools (ADD-BOS) and the Pine Ridge Education Resource Center. The mission of the BIE is to provide quality education opportunities from early childhood through life in accordance with a tribe’s needs for cultural and economic well-being, in keeping with the wide diversity of Indian tribes and Alaska Native villages as distinct cultural and governmental entities. Further, the BIE is to manifest consideration of the whole person by considering the spiritual, mental, physical, and cultural aspects of the individual within his or her family and tribal or village context.

2. Purpose:

The purpose of this Statement of Work (SOW) is to describe the work requirements and services needed to complete this construction project for SSIS.

3. Background:

The Contractor shall furnish all necessary labor, equipment, tools, materials, and apparatus by replacing the existing building heating hydronic system fluid to provide freeze and pipe burst protection which includes providing the necessary preparation services. This serves to satisfy the requirements of the BIE Design Guide for providing freeze protection for this facility at its location.

5. Project Location:

St. Stephen’s Indian School is located at 128 Mission Road Saint Stephens, Riverton, Wyoming 82524

6. Definitions:

Definitions, as used in this Statement of Work are as follows:

“BIE” means the Bureau of Indian Education (BIE) “SSIS” means St. Stephens Indian School (SSIS) “BIA” means the Bureau of Indian Affairs (BIA) “DFMC” means Division of Facilities Management and Construction.

“DSRM” means Division of Safety & Risk Management

“A-E” means the Architectural-Engineering firm contract “CO” means Contracting Officer “COR” means Contracting Officer’s Representative “Contractor” means the Construction Contractor “PCO” means Potential Change Order “CA”, Contraction Administration Services “CX”, Building Commissioning Services “CI”, Construction Inspection Services “User”, School Administration at location

B. SCOPE OF WORK

The Contractor shall perform complete services in order to provide freeze and pipe burst protection of the building heating hydronic piping system with a pre-mixed 30 percent by volume solution of propylene glycol fluid per the contract. Extended recommended services, if negotiated, shall provide the recommended maintenance intervals and inspections for the glycol service in order to keep the system working as expected for the life of the treatment provided or as restricted by the terms of a negotiated contract. The steps below are basic procedures expected; however, not necessarily exclusive in order to meet other contract requirements which include specifications in EXHIBIT 1 (attached).

1. Flush the heating hydronic system of the impurities and scale, etc.

2. Turn off the water supply to hydronic system.

3. Shut off the heating hot water low temperature rated boilers.

4. Replace the existing automatic air vents in the heating hydronic system loop with air vents which are approved for the hydronic fluid selected.

5. Verify if the existing expansion tank is designed and sized correctly for a propylene glycol system and if found not provide a replacement tank approved by the government.

6. Prime hose/ transfer pump

7. Pump the replacement pre-mixed 30% by volume solution of propylene glycol into the heating hydronic system allowing air to purge as required until full.

8. Repair/ Fix any leaks as required during and after the process of replacing the fluid.

9. Circulate for 24 hours before checking and verifying the correct concentration with a refractometer for recording purposes.

The Contractor shall be responsible for all costs necessary to provide the services necessary to complete the work. The Contractor shall supply, as part of the contract cost, the following materials, equipment, and consumables which may not be necessarily exclusive of other materials needed:

1. Inhibited 30% Pre-Mixed Propylene Glycol with Deionized Water in Drums in the quantity needed

((8) 55 gallon drums expected at a minimum for bidding purposes) of propylene glycol in original approved containers.

2. Replacement air purge vents which are approved.

3. Auxiliary glycol mix pumps as needed.

4. Chemical treatment supplies as needed to clean hydronic piping.

5. Cleaning detergents or other environmentally safe cleaning solutions.

6. Cleaning brush, mops, cloth, etc.

7. Lifts if required to access the air vents or other equipment such as the expansion tank.

1. Cost Breakdown:

The Contractor shall submit a cost breakdown per Division as specified in the SOW.

Include all supervision, management, labor, materials, equipment, storage, travel, and personnel necessary to manage and accomplish the work.

Labor rates to comply with Davis-Bacon Act (42 CFR § 137.379- Davis Bacon Act and Wage Rate).

Include all applicable local and state taxes, and any TERO fees as outlines in attached “Shoshone Arapaho TEROS.pdf”.

2. Inclusion, non-inclusion:

The contractor shall not perform work that is outside the SOW (included) unless directed in writing by the Contracting Office (CO). Any work done by the Contractor outside the SOW without direction from the Contracting Officer will be at the Contractor's own risk.

3. Mandatory Pre-Bid Meeting:

The contractor shall attend an informational meeting at SSIS in Riverton, WY. The CO or COR shall notify the contractor of the date and time of Pre-bid meeting and site visit. Preliminary Design Documents to be available for viewing.

Prospective bidders should visit the service areas and thoroughly familiarize themselves with existing conditions and the amount and kind of work to be performed. No additional compensation will be made by reason of any misunderstanding or error regarding conditions at the service areas or the amount and kind of work to be performed. Submission of bid shall be evidence that the bidder understands and will comply with these specifications if awarded the contract.

4. Pre-Construction Meeting:

Contractor and Sub-contractors shall attend a pre-construction meeting at SSIS. The CO or COR shall notify contractor of the date and time of Pre-construction meeting. The pre-construction meeting date is dependent on award date and issuance of Notice to Proceed (NTP).

Representatives of the contractor shall meet the COR and site facility staff at the location prior to the start of construction to review the safety program and discuss the implementation of health and safety provisions pertinent to the work under contract. The contractor should be prepared to discuss, in detail, the measures to be taken to control the hazardous incident to the major phases of the work under contract. This meeting shall be devoted mainly to a discussion of the way the contractor intends to administer the health and safety program, delegation of responsibility for implementing the program, and a determination of what shall be presented in the written safety program to be submitted before construction begins. The contractor shall submit the safety program, a construction schedule, and a schedule of values (CSI format) at the Pre-Construction meeting. A staging area shall be designated with approval by SSIS facilities. Contractor shall perform work and not disrupt the day-to-day activities of the school and campus traffic.

5. Quality Assurance:

Services provided under this contract shall be performed by personnel having a minimum of three

(3) years’ experience. Personnel assigned to perform services shall be a licensed mechanical systems contractor with a minimum of three (3) years’ experience in providing such types of service in commercial facilities.

The Contractor is required to produce documented experience to substantiate claims of experience as indicated above. Falsification or personnel qualifications shall constitute a major breach of this contract.

6. Construction Requirements:

The Contractor shall furnish all necessary labor, equipment, tools, materials, and apparatus by replacing the existing building heating hydronic system fluid to provide freeze and pipe burst protection which includes providing the necessary preparation services. This serves to satisfy the requirements of the BIE Design Guide for providing freeze protection for this facility at its location. Work shall conform with the BIA adopted codes and standards which are a part of the construction contract.

a. Codes and Standards: The construction documents shall comply with current laws, codes, and guidelines adopted by the Bureau of Indian Affairs, Division of Safety and Risk Management which is the Authority Having Jurisdiction.

The chemicals and water treatment service shall be provided by a qualified water treatment company experienced in the business of servicing hydronic heating systems.

7. Construction Services:

Construction shall be completed in accordance with BIA approved Design Documents; and shall commence on NTP issued by the Contracting Officer. The Contractor is responsible for the following:

a. Construction Phase Services

b. Testing Services

c. Occupancy of Buildings

d. Post-Construction Services

e. One-Year Warranty Services

NOTE: Construction Administration, Construction Inspection, Construction Commissioning Services will be implemented for this project and the contractor shall work cooperatively with all entities involved with this project; including the User.

8. Abatement and Demolition:

Testing of hazardous materials shall be performed for any abatement that may be required prior to the demolished.

Prior to demolition, Contractor shall coordinate with the COR and SSIS Facilities Department all utility shutdowns that shall not impact other facilities on SSIP campus.

9. Testing Services:

The Contractor shall retain the services of a specialized testing services firm during construction or as otherwise recommended by SSIS to ensure compliance with construction standards and the drawings and specifications under the subcontract; however, SSIS shall approve the proposed testing firm.

All work performed by the Contractor shall be subject to inspection by the FMR. The Contractor shall be informed of all deficiencies found by the FMR. The Contractor shall correct all deficiencies within five working days. If the deficiencies are not corrected within the five-day period, the provision on liquidated damages will be applicable.

10. Monitoring and Reporting Project Performance:

a. Monitoring

The Contractor is responsible for managing the day-to-day operations of the contract and construction sub-contractor activities. The Contractor must monitor the sub-contractor activities.

The Contractor must monitor the sub-contractor supported activities to assure compliance with the applicable Federal requirements and to assure that performance goals are being achieved.

b. Construction Performance Reporting The Contractor shall submit to the COR and CI, monthly, the following:

1) The on-site technical inspection reports performed by the Contractor and their Construction Superintendent.

2) A copy of the Contractor certified construction sub-contractor(s) payment request including certified percentage-of-completion data.

3) Significant developments. The Contractor shall report events which occur between reporting periods which have a significant impact upon the contract and the construction subcontract(s). The following shall be reported to the Contracting Officer and COR:

a.) Problems, delays, or adverse conditions which will materially impair the ability of the

Contractor or its subcontractor(s) to meet the schedule, objectives, and budget in the contract. This disclosure must include a statement of the action taken, or contemplated, and any assistance needed to resolve the situation.

b.) Favorable developments which enable meeting time schedules and objectives sooner or at less cost than anticipated.

c. Financial Reporting The Contractor shall submit to the CO and COR monthly:

1) Outlay Report and request for payment.

2) The Contractor’s original schedule of values.

11. Furnishing, Fixtures and Equipment:

The Contractor shall provide furnishing, fixtures and equipment per drawings and specifications.

12. Equipment, Property Management:

The Contractor shall provide equipment, property management per drawings and specifications.

13. Construction Contract Administration Services:

The Contractor shall require its Project Superintendent to:

a. Observe the construction in progress as the nature of the work requires. The subcontractors shall work closely with the Contractor Project Superintendent to ensure that the construction work meets the requirements of the construction contract and construction documents. Provided that the nature and scope of this project requires specialized engineering inspections, the Contractor shall provide engineering consultants or staff consisting of civil, mechanical, electrical, or structural engineers, for inspections at appropriate times during construction and they shall be available to make site visits for the purpose of inspecting specific engineering work or resolving any engineering problems on an as-needed basis.

b. Process the sub-contractor’s shop drawings, product data and samples.

c. Review the results of construction testing and inspection after award of the construction subcontract and when necessary, recommend corrective actions to the Contractor.

d. Evaluate the sub-contractor’s monthly request for payment and make recommendations to the

Contractor for payment.

e. Handle requests for changes during the construction period and make recommendations to the

Contractor. Provide the Contractor with independent estimates for any proposed change order(s).

f. Assist the Contractor in resolving claims brought by the sub-contractor or sub-contractor(s).

g. Assist the Contractor and the CI in establishing the proposed date of Substantial Completion, development of ‘punch-list’ items, establishing and participation in the final inspection and completion of the closeout process.

h. Assist with coordination with the Facilities Department for training maintenance and security personnel after construction has been completed and all systems are operational.

All submittals, keys, as-built drawings, and other end-of-work documents must be received from the Contractor and their sub-contractor(s) by the COR and CI before the Certificate of Substantial Completion is issued.

14. Site Use Areas:

During the construction period the Contractor shall have limited use of the premises for construction operations including use of the site. The Contractor’s use of the premises is limited by the approved staging areas allowing the contractor access for the performance of the work. Construction personnel will park vehicles only in designated areas, in coordination with the COR and SSIS Facilities Department.

Keep driveways and entrances serving the premises clear and available to traffic at all times. Keep Entry/Exit Doors of the Facility unobstructed, at all times. Schedule deliveries to minimize space and time requirements for storage of materials and equipment on site.

15. Contractor Housekeeping:

Good housekeeping, including provisions and facilities for routine scrap removal, shall be maintained in all areas within the Contractors scope of operations. Any and all garbage shall be stored and removed to an approved dumpsite or landfill. The construction yard(s) shall be restored to their natural condition or better as required by the Government requirements and in accordance with State and Federal Law (i.e., applicable OSHA construction standards).

The Contractor shall remove all trash (i.e., empty barrels, cleaning supplies, etc.), which is produced by their work required in these specifications, from the facilities’ premises, and dispose of them properly

Disposal of waste materials will not be allowed on site and as stated in the specifications. Contractor shall provide copies of all hazardous and non-hazardous waste manifest/records will be submitted to SSIS Facilities for annual reporting to BIA. All manifests shall be submitted monthly.

16. Occupancy of Site:

a. All submittals, keys, as-built drawings and other end-of-work documents must be obtained from the Contractor and their sub-contractors and be handed over to the COR and CI before the contract completion.

17. Post Construction Services:

f. The Contractor shall provide to the COR real property cost data for Work completed. The BIA DFMC will use this information to capitalize the project costs.

g. No later than 14 calendar days after the date of Substantial Completion, the Contractor shall provide final building and site data to the COR for the BIA’s use in updating the Facilities computerized maintenance management (MAXIMO) database. The Contractor shall provide a list of all as-built spaces. This data shall be provided to the COR using the most recent version of Auto CAD software or other acceptable electronic file format and shall be used to establish the Operations and Maintenance funding for the new facilities.

h. The Contractor shall provide to the COR real property cost data, by building, for the BIA’s use in capitalizing the project costs:

1) To the extent they were included in the project, the cost of all major elements of site development and utilities.

2) The sub-contractor fees, including reimbursable costs, paid during all stages of the project’s construction development.

3) All costs of the Contractor to administer the project including but not limited to salaries, travel, training, legal fees, inspection costs

4) If included in the project, the cost of all installed equipment greater than $5,000. The

Contractor will not be required to provide this information if the SSIS was responsible for the equipment purchasing and installation.

5) The Contractor shall provide services to close-out the contract after completion of construction

18. One-Year Warranty Services:

The Contractor shall require its sub-contractor(s) to participate in a one (1) year warranty inspection at least 30 days before the end of the construction warranty period. The Contractor shall prepare a list of warranty deficiencies and the Contractor’s Construction Superintendent shall require the sub-contractor(s) to correct the deficiencies the sub-contractor(s) is responsible for under the construction contract(s). The Contractor shall enforce any extended warranties provided under the construction contract. The contractor shall keep a detailed log of any and all work completed within the one-year warranty period. The log shall include a description of work completed, approximate cost of work to the contractor, sub-contractor who completed the work and the date completed. The log will then be submitted to the COR at the end of the warranty period.

C. Codes and Standards

1. The Contractor shall provide a multi-disciplined construction team to provide professional construction services to meet the following codes.

a. National Electrical Codes

b. Uniform Plumbing and Mechanical Codes

c. ASHRAE Standards, Handbooks, Journals and Publications

d. Americans with Disabilities Act and Architectural Barriers Act Accessibility Guidelines

e. (ADAABAAG)

f. OSHA - Federal Regulations

g. E.P.A. - State, and Federal Regulations

h. LEED’s or DOI Sustainable Building A&C Tool with waiver

i. Local Utilities, (Water, Sewer, Electric, Gas)

j. All other adopted codes and standards during the work processes.

D. Government Furnished Materials

1. BIA School Facilities Design Handbook 2007

2. DRSM Safety and Occupational Health Program Evaluation Guide

E. Performance Time and Government Holidays

1. Performance Time will start with the issuance of the NTP. The Contractor shall complete the work described in this Statement of Work within the performance period set forth according to the performance time set forth:

Description Performance Time (Calendar Days) General 14 days Construction Phase 365 days Post Construction Services 30 days One-Year Warranty Services 30 days (11 months after Certificate of Occupancy)

2. If a Federal holiday falls on a scheduled workday, the contractor shall be responsible for rescheduling work for the first day post-holiday.

Federal Holidays New Year’s Day – January 1 Martin Luther King Day – 3rd Monday in January President’s Day- 3rd Monday in February Memorial Day -: last Monday in May Independence Day – 4 July Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veterans Day – 11 November Thanksgiving Day- 4th Thursday in November Christmas Day – 25 December

F. Construction Deliverables

Submit one copy of the following to the CI and COR as indicated or as directed by the CO below: (also in accordance with the specifications deliverable sections)

a. Shop drawings, test certificates, material samples or other submittals required under the construction subcontract. [Bureau's Division of Safety & Risk Management shall review construction submittals for applicable Life Safety and Emergency lighting.]

b. Construction subcontractor monthly payment requests, construction subcontract cost breakdown (cost schedule per CSI) and construction progress schedule updated on a weekly basis.

c. Construction subcontractor and lower tier subcontractor payrolls, and monthly delinquent payroll reports.

d. Daily Construction Reports, Monthly Progress Report, Interim and Final Inspection Reports.

e. As-Built drawings on editable AutoCAD sent to CA for final As-Built submission.

f. As-Built drawings and Operation & Maintenance manuals.

g. Key log in a spreadsheet format with all pertinent information for use by the owner.

h. Warranties required under the construction subcontract.

i. Release of Claims with Release of Claims from Contractor.

j. All final cost data per building is required to capitalize the project.

k. Supervise the performance of subcontractors on site, ensuring that work is performed in a safe manner and in accordance with contract specifications.

l. Submit Certificates that the Technicians who will be assigned to perform the work are qualified and have a minimum of three (3) years related experience.

m. Within fourteen (14) working days after the award of this contract, the Contractor shall submit in writing to the FMR a proposed schedule in sufficient detail to show its adequacy in carrying out the terms of this contract.

n. Before the start of service, submit a Work and Safety Program for approval.

o. The contractor shall submit to FMR a list of names of Technicians and Helpers, to include the names of alternate Personnel.

p. The contractor shall submit to the FMR the model and license plate numbers of their vehicles that will be used in the performance of the service.

Submit the following to the COR:

a. Refer to the Final Safety and Health Inspection and Certificate of Occupancy Guidelines by the BIA, Division of Safety and Risk Management for all requirements and guidelines to provide the following, if any of these items are included in the scope of this project:

1) Provide all pertinent data per specifications.

Submit one copy each of the above items to the address indicated below or as directed by the CO

Retain one copy of the above on the project site until completion of construction. Distribute these copies as directed by the COR.

Submit all deliverables electronically to the CO:

XX, Contracting Officer Bureau of Indian Education 1001 Indian School Road NW, Suite 349 Albuquerque, New Mexico 871044.

Submit all deliverables to the following address:

Theodore M. Steidl, Contracting Officer's Representative 9169 Coors Blvd NW Bloomington, MN Telephone: (952) 212-9183 theodore.steidl@bie.edu

G. Invoice Submittal

1. Payments shall be made via the Governments Invoice Processing Platform (IPP) System.

Submit courtesy invoice (via email listed below) to COR for review of accuracy and approval to submit for IPP processing. A detailed invoice/pay application shall be submitted monthly.

Improperly prepared invoices shall be returned to the contractor, resulting in delayed payment.

2. The Contractor shall submit to the CO and COR monthly:

a. Request for payment

b. The Contractors original schedule of values mailto:theodore.steidl@bie.edu

3. At a minimum, a properly prepared invoice shall include:

a. Invoice

b. Invoice number

c. Purchase order number

d. Contractor name, address, and telephone number

e. Beginning and ending dates if services/construction provided

f. Line-item number with description as shown in contract and a detailed breakdown

g. Any additional information to show percentage of work completed during the billing period

h. Invoices shall be submitted to the CO and COR for review and approval prior to uploading into IPP

i. Certified payrolls shall be submitted with each invoice

H. Background Clearance and Safety Orientation

1. Safety orientation is required by all contractors to be provided by the SSIS Safety and Security

Department and/or Facilities Department. The safety orientation is required for all employees of the contractors and subcontractors prior to starting work.

2. Background Clearance is required for 2 primary contractors (i.e. Superintendent and Foreman) and 1 employee for each sub-contractor (or as determined by the COR). Contractor employees and sub-contractors shall complete a DOI Access/eQIP clearance online, to be coordinated with the COR. Employees will require an escort until background clearance has been approved.

3. Contractor/Employee Identification, Sign-In/Out Procedure.

a. All employees (contractors and subcontractors) shall sign in/out daily at the Facilities Department and/or in project binder.

b. All employees shall wear a nametag, other identifying apparel with company logo or obtain a badge from the Facilities Department.

4. The Contractor agrees to remove any of its employees from services rendered and to be rendered upon request in writing by the BIE. In the event the Contractor fails, neglects, or refuses to comply with the requirements herein, the BIE shall have in addition to any recourse, the right to terminate the contract without service of notice or resort to legal process and without any legal liability on its part. Any loss of anticipated profits from such termination shall not constitute grounds for equitable adjustment under this contract.

I. Hours of Operation

Contractor hours of operation at Owner shall commence no earlier than 7:00 a.m. (MTS) and continue no later than 4:00 p.m., Monday through Friday or as agreed upon between the Contract and the COR. All work shall be coordinated through the COR, including work that may need to be scheduled after hours, weekends and holidays.

J. Travel Authorization

The contractor shall include all travel costs associated with providing the required services including travel to the contractor's site offices, in accordance with specifications.

K. Appendices

1. UFGS SPECIFICATION (EDITED) FOR CHEMICAL TREATMENT OF WATER FOR

MECHANICAL SYSTEMS (23 25 00).

2. EXISTING MECHANICAL DRAWINGS

3. EXISTING BOILER MANUFACTURER SPECIFICATIONS. THERMAL SOLUTIONS, MODEL

NUMBER: EVA-2000BN1 SERIAL NUMBER: B-1:65204205, B-2: 65204206

4. EXISTING EXPANSION TANK MANUFACTURER SPECIFICATIONS. TACO, INC. SERIAL

NUMBER: Z09958 CAT NO A003F-4 MAWPS-S125 PSI AT 375, MAWP-T PSI AT, MDMT-20

Degree F AT 125 PSI,

5. EXISTING FEEDER. GARRATT-CALLAHAN, MODEL: 5018 BYPASS FEEDER, RATINGS: MAX

250 PSI, MAX 250 DEGREE F.

EXISTING AIR VENTS MANUFACTURER SPECIFICATIONS, “LIKE” HOFFMAN, MODEL: 401488.

END OF STATEMENT OF WORK

F. Construction Deliverables