A04_Habitability_SOW_(FINAL_2024-05-13).docx

Statement Of Work Building 202: The Log Cabin Habitability Improvements IE114—Pine Ridge School Pine Ridge, South Dakota

1.0 PROJECT

The Pine Ridge School is located on the Pine Ridge Indian Reservation in the southwest corner of South Dakota and is home to the Oglala Lakota Nation. The school serves approximately 1,000 Oglala Lakota children in grades K-12 and includes an Early Childhood component known as The Family and Child Education Program (FACE), which serves preschoolers and their parents. The school provides vast transportation services, gathering students from the rural towns of Batesland, Porcupine, Manderson, Oglala, and Kyle.

The school provides Native American youth the opportunity for a quality education, while also honoring Native American culture in a safe and healthy environment. To improve the school’s educational and administrative offerings, the Bureau of Indian Education (BIE) has recently conducted a series of inspections on many of the ancillary and administrative buildings. This statement of work (SOW) is the result of a comprehensive review of Building 202, which is also known as the “Log Cabin.” Due to safety and habitability concerns, the building is currently vacant.

This SOW pertains to Building 202, the “Log Cabin” or “Cabin,” that was constructed in 1940. The building is a single-story structure with a basement consisting of approximately 1,918 ft.2 (gross) for the first floor and 1,765 ft.2 (gross) for the basement (see Figure 1 and Figure 2 Floor Plans; not to scale). The campus relies on this space and needs to regain access or obtain alternative space for administrative functions. BIE and local school personnel plan to utilize the structure as an office facility.

Figure 1: Floor Plan at Basement Level

Figure 2: Floor Plan at 1st Floor

2.0 GENERAL

This SOW is developed as a guide for BIE to seek design-build services for habitability improvements to Building 202. The task includes a performing a building survey; improving accessibility; heating, ventilation, and air conditioning (HVAC) design; demo/removal of building materials; miscellaneous minor repairs; and construction.

2.1 PURPOSE

The project’s purpose is to provide all architectural and engineering phase requirements to complete a design-build with performance specifications to restore Building 202 to habitability by meeting all codes and standards needed to regain occupancy. The Contractor shall provide project management services and shall furnish all labor, materials, equipment, and debris disposal.

2.2 PROJECT SCOPE

The project SOW is described within this document. Building 202 (i.e., the “Log Cabin”) at Pine Ridge needs a comprehensive design-build plan to ensure that its administrative workspaces are safe and habitable.

Survey Scope of Work

· Review previously generated surveys and/or reports as provided by BIE to better understand the history of the Log Cabin.

· Prior to commencing any activities outlined in this Statement of Work Contractor shall be responsible for initiating and completing a Historic American Buildings Survey (HABS). Contractor shall be responsible for hiring a qualified Historian/Surveyor to determine the eligibility of relevant structure(s) for inclusion on the National Register for Historic Places; a list of qualified contractors will be provided by BIE. Qualified Historian/Surveyor shall provide sufficient documentation to support determination of eligibility. If the relevant structure(s) are determined to be eligible for listing on the National Register of Historic Places or serve as a contributing structure all relevant information shall be brought to the immediate attention of the COR. Contractor to assume responsibility for following the National Park Service Documentation Guidelines for a complete Historic American Building Survey. Additional information can be found at the following website:

· https://www.nps.gov/subjects/heritagedocumentation/guidelines.htm

· In addition to the Historic American Building Survey, the Contractor shall be responsible for hiring a qualified surveyor to prepare an archaeological survey of the building site and bring any significant findings to the immediate attention of the COR.

· Upon completion of the HABS survey and archaeological survey, Contractor shall coordinate with BIE Branch of Environmental Management to complete the NEPA Categorical Exclusion. This must be completed before design, material selection and construction work begins.

· Perform a comprehensive survey of the Log Cabin for the following items:

· Americans with Disabilities Act (ADA) accessibility;

· Exterior improvements;

· Interior improvements;

· Upgrade electrical power and lighting systems; and

· Replace two (2) ] three-ton HVAC units and perform mechanical system upgrades.

· Prepare as-built drawings sufficient for design evaluation, demolition, and construction purposes.

Accessibility Scope of Work

· Demo and remove the existing ADA ramp at the front entryway.

· Install a new ramp that complies with ADA standards.

· Make porch, threshold, and entryway improvements that are accessible to people with disabilities.

· Construct the new ramp in accordance with the ADA Standards for Accessible Design. The ramp shall be a minimum of 36 inches wide and have a slope of no more than 1:12. The ramp shall have a handrail on both sides.

· Construct the new entryway in accordance with the ADA Standards for Accessible Design. The entryway shall have a minimum clear opening of 32 inches. The entryway shall have a threshold that is no more than ½-inch high.

· Perform the work in accordance with the ADA Standards for Accessible Design.

· Use the following materials:

· The new ramp shall be made of wood, concrete, and steel.

· The new ramp design and appearance shall complement the architectural style of the Log Cabin.

Safety Precautions

· All work shall be performed in accordance with all applicable safety regulations.

· All workers shall be required to wear safety glasses, hard hats, and steel-toed shoes.

· The work area shall be properly secured, and all hazards shall be identified and mitigated.

Exterior Scope of Work

· Remove all vines prior to any repairs on exterior because the exterior surfaces are covered in ivy (the Contractor to recommends a treatment plan for minimizing the coverage of the ivy vines).

· Repair and preservation of the log cabin's exterior where wood is damaged.

· Paint repaired sections/components to match the existing structure.

· Repair/replace windows and doors that are not fully operable (a wire-mesh window system that was used for security purposes may require removal).

· Repair and replace missing roof shingles and repair any reported leaks by patching and repairing them (the Contractor will propose an alternate roof solution for replacement with the DECRA Metal Roofing cedar shakes as an alternate line item).

· Renovate the interior to accommodate office space. The work shall be performed in accordance with the National Park Service's standards for the treatment of historic properties.

· Use the following materials:

· New windows and doors shall be made of wood.

· The new roof shall be made of metal.

· The new insulation shall be made of fiberglass.

· The new electrical wiring shall be copper.

The specific tasks and materials may vary depending on the condition of the Log Cabin and the desired outcome for the renovation. As previously noted, the historical significance of the Log Cabin should be preserved as much as possible. The project should be completed in a way that minimizes disruption to the surrounding environment and within the budget and on-schedule.

Interior Scope of Work Below is the analysis of the interior conditions of each room and the recommended repairs.

Basement—All Areas (Rooms #001, #002, #003, #004, #005, #006, #007, and #008)

· Test the area for mold and propose a plan for corrective action if mold is present.

· Remove the asbestos containing material (ACM) pipe and seal the area closed with concrete in Room #008.

· Wash the sink drainage and because the mechanical drain piping is a trip hazard, correct for proper drainage.

· Replace flooring to match the existing flooring because the flooring is in poor condition in many areas of all the rooms from wear and water damage. Coat the concrete floor areas with a seal product that is conducive to waterproofing and protection (color to be determined by BIE).

· Paint walls with new color (color to be determined by BIE).

· Replace missing and damaged ceiling tiles.

· Upgrade all ceiling fixtures to LED lighting because the lighting is inadequate.

· The Log Cabin has been previously tested by Tehama, LLC, for ACM. A report from The lighting levels are inadequate; therefore, August 2021 identified a small pipe section with undisturbed ACM in Room #008 in the basement area. The Contractor shall remove ACM pipe and/or otherwise encapsulate and seal the ACM with concrete to properly mitigate future exposure to asbestos. This is the only known ACM in the building.

Conference Room #110

· Repair and/or replace the baseboards in some areas. Stain the repaired/replaced baseboards to match the original baseboards (the walls are in good condition).

· Replace carpet with new carpet because it is stained and worn.

· Replace missing and damaged ceiling tiles.

· Evaluate the lighting fixtures and levels for LED upgrades.

Restrooms #105 and #113

· Remove existing flooring and replace with a vinyl composite tile or ceramic tile because the flooring is stained and in poor condition, as approved by BIE.

· Refinish the vanity because the fixtures are old and outdated.

· Equip both restrooms with new fixtures and accessories that are ADA compliant.

· Upgrade existing lighting to LED Lighting.

Admin Office #111

· (the walls are in good condition.

· Replace missing and damaged ceiling tile.

· Upgrade to LED lighting because the lighting is inadequate.

Offices #103 and #104

· Replace the carpet with new carpet because the carpet is stained and worn (the walls are in good condition, but the paint is peeling in some areas).

· Replace missing and damaged ceiling tile.

· Upgrade to LED lighting because the lighting is inadequate.

Corridor Areas #101, #108, and #112

· Patch and repair any wall damage; paint walls to match existing.

· Perform corrective work on the wood floors in many of the rooms and consult with an experienced floor professional who can preserve the original characteristics of the material.

Mechanical Scope of Work

· Perform HAP analysis to check existing HVAC system sizing and select equipment compatible with results in load calculation (i.e., ASHRAE 62.1 and local ventilation regulations).

· Replace two (2) three-ton HVAC units with similar units and upgrade with new insulation and electrical wiring. Unless otherwise stated, use MERV13 filters as minimum requirement.

· Replace the HVAC air-handling system in Room #002. The HVAC system is near end of life and inefficient. Replacing the system with a newer, more efficient model will reduce energy usage.

· Repair air leaks around windows, doors, and other openings.

· Install insulation and add insulation to the attic, walls, and floors of the building.

· Upgrade the thermostat to a programmable thermostat.

· Test, balance, and certify performance.

2.3 ACRONYMS

A/E—Architectural-Engineering firm MATOC contract BIA—Bureau of Indian Affairs BIE—Bureau of Indian Education CA—Construction Administration Services CI—Construction Inspection Services CO—Contracting Officer Contractor—General Construction Contractor COR—Contracting Officer Representative CX—Building Commissioning Services DB—Design-Build DFMC—Division of Facilities Management and Construction FI&R—Facilities Improvement & Repair IA—Indian Affairs IAM—Indian Affairs Manual NFPA—National Fire Protection Association NTP—Notice to Proceed PIP—Pour-In-Place PCO—Potential Change Order PM—DFMC Project Manager QA—Quality Assurance Services User—School Administration at each location

3.0 SCOPE OF WORK

The project shall follow a detailed design-build schedule to be approved prior to construction.

A. Expected and Highly Encouraged Pre-Bid/Proposal Meeting The Contractor is highly encouraged to attend a pre-bid/proposal meeting to be coordinated with Facilities Manager. This is highly encouraged given the unique location of the school. An on-site visit to the Log Cabin provides an opportunity for the Contractor to walk the site, survey the location, take and gather measurements, and become acquainted with the local conditions and logistics that will impact the design, schedule, and plan for the mobilization of material, labor, equipment, and pricing.

Pre-bid/proposal site visits to the Pine Ridge Log Cabin must be arranged in advance with the school’s Facilities Manager, Mr. Kenneth Keith. Mr. Keith can be reached by email at kenneth.keith@bie.edu, or by telephone at (605) 391-1821.

B. Mandatory Pre-Construction Meeting Contractor and subcontractors shall attend a pre-construction meeting at the Pine Ridge Facilities Office. The Contracting Officer (CO) will notify the Contractor of the date and time of the pre-construction meeting. The pre-construction meeting date is dependent on the award date and issuance of the Notice to Proceed. The Contractor shall be responsible to lead the pre-construction meeting and minimally perform the following tasks: (1) prepare an agenda, (2) prepare a checklist that caters to project-specific needs, and (3) prepare any visual aids or documents (i.e., final drawings, technical features, renderings, and schedules that will be reviewed and discussed). This meeting shall, of necessity, need to be an on-site and in-person meeting.

C. Design-Build Requirements Each work item listed below is to be delivered via a design-build delivery process. The Contractor shall provide the full range of architectural and engineering (A/E) services associated with the production of construction documents and construction cost estimates. All drawings and specifications shall be prepared by licensed Architects and Engineers.

· The A/E shall provide design services for the preparation of drawings and specifications for the project scope described herein. Design services shall be provided in accordance with the IA adopted codes and standards. The final design shall be based on comments and feedback received in these meetings and the design should reflect the tribal community.

· Codes and standards: The construction documents shall conform to the BIE and Bureau of Indian Affairs (BIA) adopted codes and standards, which are a part of the Contract. The construction documents shall comply with current laws, codes, and guidelines adopted by the BIA Division of Safety and Risk Management, which is the authority having jurisdiction. The A/E should note that the National Fire Protection Association (NFPA) 5000 Building and Safety Code applies to this requirement. Construction shall not commence until the Contractor has verified with BIE that the National Environmental Policy Act (NEPA) process has been completed.

· Design analysis and calculations: When necessary, the A/E shall provide the design analysis and calculations for the architectural, mechanical, electrical, structural building, systems, and civil work.

D. Performance Work Statement Based on the determination of a performance specification, the Contractor shall conduct an onsite investigation to evaluate field conditions and determine the feasibility of using a performance specification as presented for each work item listed.

E. Construction Services Construction services shall be completed in accordance with the design or performance work statement and shall commence on the Notice to Proceed issued by the CO. The Contractor shall conduct a weekly construction meeting with all stakeholders and shall provide an agenda and a three-week look ahead schedule as referenced above. The Contractor is responsible for the minutes of the weekly meeting, and the meeting may be held by telephone or via a Microsoft Teams meeting.

NOTE: Construction administration, inspection services, and start-up commissioning shall be implemented for each work item listed, as necessary. The Contractor shall work cooperatively and submit the information needed with all entities who are involved with this project, which includes the User. The Contractor shall state in the proposal what inspections and start-up commissioning shall be provided for each work item.

All necessary demolition, remediation, and abatement of hazardous material shall be included. The Contractor shall provide separate pricing for all remediation and abatement that may be necessary. The Contractor shall note all locations and work item tasks and where demolition, remediation, or abatement will be necessary.

F. Codes and Standards The A/E Contractor shall provide a multi-disciplined A/E team to provide professional design services; each responsible team member must be knowledgeable of and meet compliance with the most current editions of the following codes, standards, and guidelines.

· ASTM Standards

· NFPA 5000 Building Construction—Life Safety and Fire Codes

· National Electrical Codes

· Uniform Plumbing and Mechanical Codes

· ASHRAE Standards, Handbooks, Journals and Publications

· Americans with Disabilities Act and Architectural Barriers Act Accessibility Guidelines (ADA/ABAAG)

· OSHA—Federal Regulations

· EPA—Tribal, State, and Federal Regulations

· Value Engineering DOI OMB Circular A-131

· DOI—Guiding Principles for Sustainable Federal Buildings

· BIE Design Handbook

· DOI Division of Safety and Risk Management—Final Inspection and Certificate of Occupancy Guidelines

· DOI Division of Safety and Risk Management—Safety, Health, and Accessibility Design Guidelines for Architects, Engineers, and Design Firms

Important Notice Where applicable, the A/E shall adhere to all federal and state statutes pertaining to archaeological, historical, and environmental clearances that may affect this project. Strict adherence to the National Environmental Protection Act (NEPA) and the National Historic Preservation Act (NHPA)—Section 106 will be mandatory.

While the building itself is not currently listed on either a state or the National Register of Historic Places, it is anticipated that the building may at some point be placed on such registers; therefore, at the 40% and 90% design phase, the A/E firm shall seek input from the local tribal leadership and tribal historic preservation officer regarding any renovations or modifications.

3.1 Deliverables

A. Special Requirements General: Alcohol, drugs, or tobacco products are not permitted on the school campus at any time. Prescription drugs prescribed for Contractor/Subcontractor employees are acceptable but must be stored in the Contractor’s/Subcontractor’s locked vehicle(s) at all times.

· Mobilization: The Contractor shall provide all labor, materials, equipment, supervision, transportation, and all other services to successfully complete the project. The Contractor shall be responsible for the mobilization, cost of materials, equipment, office trailer, storage bins, and other construction materials that must be transported to the project site.

· Security Background Clearance: A background check approval is required for the Contractor’s employees by BIE Security before any work may be started for this project. All Contractor employees are required to wear name badges or a bright fluorescent green vest with the applicable company name/logo and employee name printed on the safety vest while on the project site (during normal work hours). The jobsite Superintendent shall report to the school’s front office each day to indicate number of workers on-site and provide a daily work schedule of work activities.

· Specifications: The Contractor shall provide professional workmanship with procurement and installation of renovation products (e.g., flooring, windows, plumbing and electrical fixtures, and other related building renovation materials), in accordance with the approved drawings and specifications.

· The designer shall provide Construction Standard Institute (CSI) 34 Division Format Specifications, as applicable and appropriate for each of the construction tasks.

3.2 TASKS & REQUIREMENTS

Task A.1—Design Requirements—Design Drawings The Contractor must have the capability to recommend and design the entirety of this statement of work. The Contractor must provide drawings of all pertinent aspects of the construction/repairs and its method of connection to the work. All designs shall indicate ADA accessible routes, and percentage of ADA accessible components.

Design-Build

Task B.1—Design Requirements—Compliance with Codes and Standards

· The project design shall comply with applicable standards and codes described in the attachments provided and design materials included or referenced in the solicitation materials. See “Codes and Standards” requirements above.

· See “Approved Construction Documents” below for required inclusion of design review comments.

· The design-build team A/E shall provide prompt, written notification to the CO concerning conflicts with, or recommended deviations from, any codes, laws, regulations, standards, and/or opinions of review officials. No work altering or increasing the scope of this Contract shall be undertaken prior to receipt of written approval from the CO.

· The design-build team A/E shall advise the CO of any variances with the applicable U.S. Department of Labor Occupational Safety and Health Administration (OSHA) standards for occupancy requirements.

Task B.2—Design Review Meetings Minimally, the design must include school representatives and tribal and community input to influence the design.

· Ensure site accessibility for individuals with special needs.

· Consider how the space can be designed to address multiple components that meet the various needs of the school and community simultaneously. A review meeting to resolve design issues will be held for each design review package submitted. The meeting shall include a discussion of BIE comments on functional relationships and technical peer review comments by others.

1. Participants will include BIE staff and design-build team A/E members, as appropriate, for the specific package to be reviewed.

2. The design-build team shall allow a minimum of fourteen (14) calendar days for each review cycle. A cycle includes:

a. BIE’s receipt of the design review submission package;

b. The review meeting; and

c. The design-build team’s receipt of comments from BIE either electronically, by fax, or by hard copy delivery.

3. Coordination of the review meeting schedules will be the responsibility of the BIE Project Manager/Contracting Officer Representative (COR) for BIE and the design-build team A/E Project Manager.

4. Submit the final design and layout to the COR and Facilities Manager for final review within 30 days from the award. If needed, the facilities staff is available to meet with the Contractor to answer any last questions or clarifications prior to finalizing the design.

Task B.3—Site Preparation—Debris Disposal The Contractor shall:

· Prepare the site for installation of all construction and new equipment.

· Plan for the mobilization, cost of materials, equipment, office trailer, storage bins, and other construction items that must be transported to project site before starting the construction.

· Plan for any equipment storage and security throughout the project. The school shall not be held liable for any lost, stolen, or damaged items.

The Contractor shall:

· Visit the site in-person to survey, take measurements, and finalize design plans. An on-site visit will allow the Contractor to make observations and judgments. Any concerns or need for clarification should be brought up with the COR and designated staff prior to finalizing the design for construction.

· Remove all debris generated by demolition activities. The Contractor bears responsibility and all associated or related costs with the removal and disposal of all construction debris from properties of the United States government.

· Comply with applicable U.S. Environmental Protection Agency (USEPA), federal, state, and local government laws, policies, and regulations while engaged in the removal and disposal of debris. The Contractor shall transport construction debris outside the boundaries of the school to an approved USEPA-approved landfill. The government is not responsible financially or otherwise for the success or failure of arrangements for disposal of debris between the Contractor and other parties. The Contractor bears all responsibility and all associated or related costs with removal and disposal of all debris form the properties of the United States government.

4.0 CODES, STANDARDS AND REQUIREMENTS

The Contractor shall comply with the most current editions of the following codes, standards and handbooks, regulatory agency requirements and all other applicable codes shall apply to this project.

· BIA School Facilities Design Handbook (dated March 30, 2007, Chapter 4)

· American with Disabilities Act and Architectural Barrier Act Accessibility Guidelines

· Laws and regulations pertaining to asbestos implemented by the USEPA

· OSHA regulations

· DOI Division of Safety and Risk Management—Final Inspection and Certificate of Occupancy Guidelines

· DOI Division of Safety and Risk Management—Safety, Health and Accessibility Design Guidelines for Architects, Engineers, and Design Firms

5.0 SAFETY

The Contractor, installers, or subcontractors performing services under this Contract are required and shall comply with all OSHA, state, and county safety and occupational health standards and any other applicable rules and regulations. The Contractor and subcontractors shall be held responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the worksite area under this Contract.

6.0 CONTRACTOR’S PERFORMANCE PERIOD

The Contractor shall complete the on-site construction work within 60 calendar days and coordinate closely with school personnel regarding the schedule. The review of submittals is not included in the Contractor’s performance time. The total Contract period of performance will be 180 calendar days after issuance of the Notice to Proceed.

7.0 WARRANTY

The Contractor should provide warranty and/or guarantees of equipment and installations, including any conditions and response time for repair and/or replacement of any components during the warranty period.

8.0 CONTRACTOR’S RESPONSIBILITIES/CONDITIONS

1. All labor; equipment; materials/supplies; rentals; tools; insurances; taxes; safety; security; staging/storage; full time supervision; worker/owner/property protection; temporary utilities/hookups.

2. Traffic control; fall protection; deliveries; notifications/filings; permits, control measures on dust, noise, contamination; general ground/soil restoration; daily and final site cleanup; housekeeping; trash/debris disposal, etc.

3. All damages that may evolve from carelessness, negligence, irresponsibility, including, but not limited to, accidents on BIA and their tenant’s property, assets, investments, etc. Any discoveries of hazardous and contaminant materials shall be reported immediately to the designated COR.

4. All damages to existing property caused by the Contractor as result of, but not limited to, demolition, installation, deliveries, including the patching and repair of existing building equipment, components and/or systems. All costs to repair, patch, finish, replace and fix shall be the responsibility of the Contractor and will carry or warrant no time extensions or Contract modifications.

5. Shall always adhere to and be in compliance with all applicable federal, state, city, and pertinent local regulations, statues, and laws. No on-site burning or burying is allowed.

6. Field verification of actual dimensions, materials, angles (skew), slopes, alignment, and all existing conditions shall be the sole responsibility of the Contractor.

9.0 TEMPORARY FACILITIES AND UTILITIES

The Contractor shall provide a secure staging and storage area on-site that is approved by the school Facility Manager or COR . It shall be the responsibility of the Contractor to provide their own temporary electrical power and portable/chemical toilet for use by their workers. No part of the school buildings or facilities will be used for storage or administrative purposes by the Contractor.

Drawings/Submittals Two (2) sets of 60% 100% drawings shall be distributed to the following individuals.

· Kenneth Keith, Branch of Facilities Management Telephone: (605) 391-1821 Email: kenneth.keith@bie.edu

Chester Bowman, Division of Facilities and Safety Management Telephone: (505 584-0657 Email: chester.bowman@bie.edu

10.0 CLOSE OUT REQUIREMENTS

As requisite for final payment, the Contractor shall provide to the school and its COR the following items:

· Specified quantities of extra/spare materials;

· Manufacturer warranties for entire new work/installation against defective materials workmanship, etc. Include a one (1) year workmanship warranty;

· Demolition debris haulage tickets, manifests, landfill tickets/receipts;

· As-built record drawings, systems, demonstration of maintenance and upkeep; and

· All certified payroll reports and release of claims.

11.0 PRICING

The Contractor must submit a cost proposal fully supported by data adequate to establish the reasonableness of the proposed costs, including components, replacement parts, accessories, surfacing materials, and all other related products and services offered by the Contractor for the life of the Contract.

All manufacturer price lists must be identified in the proposal response. Proposals must include an itemized list of any products and services that the Contractor intends to include in the master agreement and assume responsibility for as prime Contractor but are offered by the individual authorized distributors and not included in the Contractor’s catalog.

The list must identify the distributors’ name and location that offers each product and service included.

The Contractor shall be the prime Contractor and remain solely responsible for contractual performance and reporting for any products and services offered by the authorized distributor.

Attachments:

1. AHERA Inspection Report for Pine Ridge School, Pine Ridge, SD

2. Pine Ridge Agency, Pine Ridge School, Pine Ridge, SD, Buildings 202

3. Log Cabin History

4. List of approved contractors who can conduct HABS

5. Building 202 floor plans image1.png image2.png