A04_SOW.pdf

BIA Great Plains Region Methamphetamine Assessment, Cleaning, and Report Scope of Work

BACKGROUND

This project is for methamphetamine assessments at locations within the Great Plains Region.

The Great Plains Region is comprised of BIA owned facilities in Nebraska, North Dakota and South Dakota. There are approximately 100 BIA owned quarters in the Great Plains Region. In year one, it is expected that 5 to 30 quarters will be assessed. At a minimum, this project consists of methamphetamine investigation, testing, assessment report, methamphetamine cleanup/decontamination, and clearance testing.

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

GENERAL SCOPE OF WORK

The intent of this project is to obtain environmental consultant services for methamphetamine contamination testing, provide an assessment report that includes test results, recommendation for methamphetamine, methamphetamine cleaning, and conduct clearance testing. The assessment report will also determine if a design and subsequent construction is required for methamphetamine remediation or if the contamination may be remediated by cleanup only.

Design and subsequent construction for methamphetamine remediation that requires demolition/replacement of building materials and equipment is not a part of this contract.

Concepts and cleaning considerations shall meet the requirements of the most recent edition of the specific 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 analysis, reviews, and recommendations shall include features that meet the following requirements;

• Utilize the BIA prospectus, sketches, program information, reports, preliminary test results and concepts as a starting point.

• Identify professional criteria and standards being used in the completion of this task. Document where deviations from industry standards are occurring and provide professional reasoning with supporting document as to the deviation from standards for review and concurrence by the BIA.

• The assessment shall meet the requirements of the EPA “Voluntary Guideline for Methamphetamine Laboratory Cleanup” dated March 2013 and any State requirements that are more stringent than those.

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

Plains Region review period for each submittal.

The environmental consultant shall perform the following services:

1. Make one on-site trip to each quarter, including all time and costs for travel, lodging, per diem, and so forth as may be needed. Environmental consultant shall furnish all materials, supplies, equipment, transportation, and personnel to provide the described services.

a. Utilize preliminary test results and concepts as a starting point.

b. Conduct sample collection as needed for laboratory testing and to make a thorough assessment to determine the extent of methamphetamine contamination on each floor. Prepare and provide a sample record, sample record drawing, and a chain of custody form. Provide laboratory analysis of all samples.

2. Methamphetamine Assessment report must be completed under the direction of a certified industrial hygienist. The Report shall contain an executive summary with the following information for each building:

a. Identity location and building number.

b. Date of the report submittal (month/date/year).

c. Provide a table of the extent of Methamphetamine contamination.

d. State the number of samples taken.

e. Provide a table of laboratory results and costs to remediate methamphetamine contamination.

f. Provide Methamphetamine cleanup/decontamination plan, procedures, and identify limits in narrative and drawing format.

3. Provide Digital Copies of the methamphetamine assessment report, including complete information such as (black and white only) drawings accurately depicting location of all contaminated materials, physical and hazard assessments, sample record, sample record drawings, chain of custody forms, laboratory analysis reports, detailed cost estimates, recommendations for cleanup prioritized, photos, current inspector/risk assessor certifications, environment firm certification(s), laboratory certification(s), and so forth as applicable to the services provided. Also provide one digital compact disc (CD) with final report in electronic format for archival purposes.

4. Methamphetamine cleaning. Provide schedule for methamphetamine cleanup of the contamination within the Quarter. The methamphetamine cleanup must be completed, under the direction of the certified industrial hygienist. Cleanup is expected to begin and end in an expeditious manner upon receipt and concurrence by the BIA of the recommendations.

5. After completion of methamphetamine contamination cleaning, clearance testing is required and deemed satisfactory by a certified industrial hygienist prior to occupying the building.

Contractor shall furnish all materials, supplies, equipment, transportation, and personnel to provide the described services. Contractor shall prepare documents containing review comments, checklists, narrative reports, sketches, and all others as appropriate for items listed above.

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

Task 1 – Project Management, Quality Control, and Data Collection Task 2 – Field Investigations, Assessment, Cleaning, & Report

The contractor must be on-site for initial testing within 10 days of Notice to Proceed.

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

Contractor shall designate a point of contact 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.

Contractor shall maintain communication records, cost-tracking information on a monthly basis, project budget summary sheet, project log, all project related conversations, meeting notes, and quality assurance audits and make these available to the BIA as requested. Invoices shall be in a format meeting the needs of the BIA.

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

o 2 Weeks after the NTP: the Contractor shall submit a detailed 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, up to date basemaps are being used, 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 methamphetamine assessment process.

A project kick-off meeting shall be held within 10 calendar days of notice to proceed. The purpose of the meeting is to gather existing data, establish goals, objectives, and assessment criteria for the project and to develop cleanup/remediation approaches. In order to ensure an acceptable approach to the assessment, Contractor shall review the BIA documents and provide a list of additional needs or questions, if any, to the BIA at this meeting.

At the time of the kick off-meeting, Contractor shall provide a memorandum summarizing the existing data, chief design criteria/issues, and a list of additional information necessary to complete the design.

Additional meetings with the BIA may be required during the Assessment. the Contractor shall provide minutes for each meeting and will 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

Task 1 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, ASSESSMENT, & REPORT

This task shall include all site survey and background investigative work required to complete a comprehensive assessment and report. This task has three submittals as follows:

Submittal 1: Proposed process/strategy to assess the methamphetamine contamination. Included communication roles and responsibilities. Due five business days from Notice to Proceed

(NTP).

• BIA will provide all communication regarding project scope/extent with staff at the project sites.

• Contractor communication with staff at project sites shall be limited to gathering information/testing of the site.

Submittal 2: Initial results and recommendations in a 100% complete assessment report and supporting documentation submittal meeting the requirements identified in Section J. Due 30 calendar days from NTP. Also required:

• Detailed summary of group discussions

• Detailed summary of the specific strategies that are recommended for further design

• BIA Supplied Data. All BIA supplied data shall be verified and any deviations in design shall be justified in a written report. If a floor plan cannot be supplied by BIA the contractor shall provide an updated floor plan in AutoCAD. The written report shall also include the updated floor plan.

Contractor will then host a conference call and “Live Meeting” over the internet where all parties can view and comment on the progress of the report. These conference calls will be used to refine the schematic drawings/parameters and other details. Each event will discuss the feasibility of costs and the budget. The final report shall incorporate actions to resolve comments received from the BIA during the review period of the initial submittal.

Submittal 3: Cleaning must be completed, and clearance testing approved as identified in each Task order but no more than 60 days of each Task Order.

Each submittal requires concurrence from BIA prior to moving forward to the next phase.

The services to be provided shall include a site investigation, fact-finding and gathering, analysis, documentation, coordination of data with the BIA, and coordination with other agencies as appropriate.

The BIA will provide the Contractor with available records. The Contractor shall visit the project site to investigate the BIA furnished information. This information is the best available but the BIA does not guarantee its accuracy or completeness; it is the Contractor’s responsibility to verify the completeness, accuracy, and acceptability for use in design. All work necessary to gather additional information is the Contractor’s responsibility. If existing site conditions differ from the proposal, any costs associated with additional work must be approved by BIA prior to beginning, and funds must be added by modification prior to commencement.

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.

All additional services (i.e. development/creation of floorplans and other drawings, etc.), necessary for a complete investigation, assessment, and report as outlined in this contract are included in the fixed fee cost proposal unless specifically excluded by the contract.

The contractor shall provide industry standard warranty of work, and all deliverables, in accordance with commercial standard practice. The BIA’s review of the Contractor’s work product, and any inspection/acceptance shall not be construed to invalidate any commercial warranties, or warranties of merchantability.

Task 2 Deliverables: All products will be provided in MSWord; MS Excel; AutoCAD and others meeting the version used by the BIA. Documents will be organized in a manner for ease of use. One electronic copy of each individual document will be provided.

SERVICE CONTRACT ACT

All BPA calls will be subject to the McNamara-O-Hara Service Contract Act. The applicable Wage Determination for each location will be included with the issuance of each individual BPA call.

PLACE OF PERFORMANCE

The place of performance will be designated on each individual BPA call.

PERIOD OF PERFORMANCE

The period of performance will be 5 years from the date of award.

SECTION J--LIST OF ATTACHMENTS

Vicinity Map

A/E Submission Instructions for Minor Construction Projects

EPA Voluntary Guidelines for Methamphetamine Laboratory Cleanup

Building Floor Plans

To Be Provided to the Selected Contractor:

Preliminary Test Results